Instructions for the YSM HIPAA Media Release Form Tool

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Hello, This video is instructions on

how to use the Yale School of Medicine

HIPAA Media Release digital form.

We've created a page here and a short URL.

If you visit this URL,

you'll find a page with instructions.

That page looks like this.

It also has the links and short instructions

and detailed instructions for you.

Before you do anything,

I recommend you test this yourself.

Sitting at your computer at

work before you're out in the

wild trying to use this form,

because you need to get a sense

of how many steps it takes. It takes

a few different page reloads.

So the first step,

the first thing you need to do at your

desk is sign up for the Adobe Sign service.

You visit Yale on the hub web store,

which is all linked there.

You end up with something like this.

You add it to your cart.

You check out in your cart,

and you need to do that annually.

After you've signed up for the Adobe Sign

Service with your Yale e-mail address,

you need to e-mail the web team at

ysm.editor@yale.edu and ask to

be given access to the HIPAA 

Media Release Digital Form tool.

Once you have received confirmation

from us that you've got access,

you'll go to this link,

which will send you to a page like this.

If you're already logged in,

you won't see this page, but there's a

good chance you will have to log in.

So you type your Yale e-mail address in here.

You'll go to company or school account,

and now you're being signed into

the Adobe Acrobat sign service.

There's a lot of things on here.

You can ignore them all and

click Start from Library.

The library will present you with

two templates, English and Spanish.

Choose the one that's relevant

for the shoot you're on.

I'm clicking English.

Enter your patient's e-mail address here.

I'm going to use my personal Gmail account.

You can customize the e-mail to the patient,

but you really don't need to.

You can skip all of this and click Next.

The first time the HIPAA

media release form shows up,

you can't edit any of it.

It's just showing you This is the form

we are sending off for signatures.

So the first thing you do is click send.

Now you have sent the form to yourself.

You are the Yale person who's preparing\

this form to be sent to the patient.

If you do not have a specific media

news organization that you're

doing this shoot for,

you can just put NA or you

can leave that box empty.

Under Project,

put a keyword or the date or

something that will help you remind

you later what this project was for,

what this shoot was for. You.

Put your name here. Click to send.

Now you have sent the form off

to be signed by the patient.

You'll get a notification here that it's

happened and that you've been successful.

Now I have logged into my personal

Gmail account here and I've pulled

this up so that you can see what

the patient sees as the patient.

I've received an e-mail that says

Signature requested on English

HIPAA authorization release.

I click that e-mail.

There's a Big Blue button that

says review and sign.

I click review and sign.

I'm brought into the Adobe Acrobat service.

I never have to sign up for anything.

I click the continue button

to agree to the terms.

I can view this message,

but I don't need to click start.

You can see that the form has already

been filled out with these things that

you put in earlier as the patient.

I put in my name.

I put in my address.

I put in my city, state, and zip code.

I put in my phone number.

I choose if I am the participant or I'm

signing for someone else, I sign my name.

I can either type my name in

or I can actually draw it if I like

and it will apply that signature to the form.

This is all already filled out,

the date's automatically pre filled.

Click to sign and you're done.

The patient receives a copy of this

in their e-mail address and also the

office of communications receives

a copy of this in our encrypted

archive and you're ready to go shoot. 

Congratulations.