How to Automate EngagedMD

Consent in fertility care is a legal instrument

EngagedMD is patient journey management software: education, digital forms and signatures, tasks and information capture, held together by a platform it calls Navigate. It is used across fertility, urology, orthopaedics, oncology and gastroenterology, and many clinics still know its original tools as eLearn and eSign.

Consent in a fertility clinic is not a form initialled at the front desk. It is a set of decisions about gametes and embryos that stays binding for years, made jointly by a patient and a partner who may not be in the same room, or the same country. What happens to embryos if the couple separates. What happens if one of them dies. How many are transferred, and who may use the rest.

Those documents have to be complete, legible, correctly witnessed and signed by both people. And the clinic has to show afterwards that the patient understood what they signed before they signed it. That is the entire reason education and consent live in the same product.

The unsigned form is discovered on the day it matters

A cycle has a start date, and the start date does not move for paperwork.

So somebody in the clinic runs the list. Who was assigned modules and has not watched them. Who watched them and has not signed. Whose partner has not signed, which is the single most common reason a file is incomplete. Who begins stimulation on Monday with a consent still outstanding. Who has a financial consult booked and no benefits check behind it.

The list is worked by phone and email, one patient at a time, and it is worked again the next morning because the answers changed overnight. The people doing it are usually nurses and coordinators, which is to say the people a clinic can least afford to have on the phone about a signature.

The tail is unforgiving too. A missed consent does not surface as an inconvenience. It surfaces on the morning of a retrieval, when the whole schedule is already built around it.

EngagedMD

Chasing ordered by urgency Outstanding consents matched to cycle start dates, so the patient starting Monday sits above the one starting in June.

The holdup named, not guessed Benefits, medication shipments and outside results read from the sites that hold them, so a stalled file has a reason on it.

Coordinators off the phone The daily list is built before anyone arrives, which leaves nurses doing clinical work instead of signature chasing.

Learn and Sign account for every form the clinic sent

EngagedMD was built for exactly this problem and solves a large part of it.

Learn delivers education modules personalised to the patient and shows the clinic exactly what each has watched. Sign handles digital forms, signatures and document management, and it is built so a consent cannot come back incomplete, illegible, or missing a partner's signature. Consent forms can be linked to completion of the matching module, so a patient signs after going through the material rather than before. Every submission leaves an audit trail the clinic can pull up later, and authentication is set per form, from email through SMS to ID verification. Actions and Questionnaires extend the same idea to tasks and information capture, and MedReady covers protocol-based injection training.

Inside its own walls the platform accounts for everything.

What it does not know is why a patient stopped. The reason a file has stalled is often somewhere else entirely: an insurance mandate nobody confirmed on the payer's portal, medication that has not shipped from the specialty pharmacy, an outside monitoring clinic that has not sent results, a financial consult that never happened. The completion list says who is outstanding. It cannot say what they are waiting for.

The completion list can carry the reason attached

Put the reason beside each name and chasing turns into triage.

Every patient with a consent outstanding, cross-checked against the cycle calendar in the EMR, so the ones starting inside ten days sit at the top and the rest can wait. Benefits and mandate eligibility read from the payer's own portal ahead of the financial consult, so the conversation about cost happens with real numbers instead of an estimate.

Medication shipments checked on the specialty pharmacy's site, so a patient about to start stimulation with no box in the fridge is found on Thursday and not on Sunday night. Monitoring results collected from an outside clinic's portal and set against the right patient. Denied claims pulled from payer sites with their appeal windows attached.

One boundary holds throughout. Reading a portal and building a list runs unattended. Nothing signs anything, nothing marks a consent complete, and nothing reaches a patient or a partner without a person reading it first. Informed consent has to be given by the person giving it, and no automation goes anywhere near that.

Chasing a signature and taking one are different jobs

The first is clerical, repeated every morning, and mostly happens on other people's websites. The second belongs to the patient and the clinician, and always will.

WebRun is an agent that drives a real Chrome browser, signed in as your coordinators are. It opens the payer portal, the pharmacy site, an outside monitoring clinic or the EMR, reads what is there, and brings back the outstanding list with a reason next to each name.

It runs on your schedule inside your own private environment. Sessions are not shared between workflows, a workflow can be locked to a named list of domains, and you can watch a run and stop it at any point.

The workflows below are already built, and each one names what it opens.