At Medchart, we make the request process more efficient by reusing the same consent form for all requests related to the same client, when applicable. This saves you time and ensures a faster, smoother requesting experience.
Every signed consent must meet our guidelines for approval. Following these guidelines is essential to ensure your authorizations are processed quickly and without delay.
If your client signs the consent using the e-signature feature in the Medchart portal, you can be confident in receiving a perfect consent form every time, reducing the chances of delay. We highly recommend using the Medchart portal for e-signatures to avoid delays or complications.
However, if your client signs a physical form that you later scan and upload, or if the authorization is signed through a third-party e-signature platform, there is a greater likelihood of encountering issues if the form does not meet our requirements.
Common Reasons for Consent Rejection:
Multiple Signatures on the Bottom
Only the client (or SDM) signature should be completed. The remaining three fields—Patient/SDM Name, Witness Name, and Witness Signature—must remain blank.Poor Scan Quality
Faded or unclear scans can prevent our system from reading the barcode properly, leading to rejection. Ensure the scan is clear and high-quality.Writing or Markings on the Form
Any writing or markings outside the designated black border, or beyond the client/SDM’s signature, will result in rejection.Invalid Signature
The signature must be placed on the designated line, to the right of the "X," without overlapping it or extending beyond the signature line. Additionally, signatures that are too small or too large may cause rejection if the system cannot recognize them. Please ensure the client signs neatly on the Patient/SDM Signature line, to the right of the X, and with an appropriate sized signature.Non-Medchart Consent Form
Only Medchart-issued consent forms are accepted by our system. External or custom consent forms will not be approved. If you need to include a custom consent as directed by a provider, please upload it under the “Request Attachments” section in the request details. For further assistance, contact our Customer Support Team.
If your consent form is being repeatedly rejected, review the examples provided below and ensure your submission aligns with the "Good Scan" example. By following these steps, you can avoid delays and ensure a smoother experience.
We understand how frustrating it can be when consents are rejected. If your consent continues to be rejected or you’re unsure about the reason, feel free to contact our Customer Support Team. You can send a copy of the consent via Live Chat or email us at [email protected], and we’ll gladly help you resolve any issues.
For OHIP Requests:
Please also note that the Ministry of Health and Long-Term Care has introduced a new OHIP authorization process. The new OHIP authorization must not be uploaded to the Consent Table. Instead, it should be uploaded directly to the request.
If your OHIP form was rejected, we recommend reviewing the following article for further guidance:
Why is my OHIP form being rejected?
If you have any further questions or concerns, please feel free to reach us via Live Chat or send us an email to [email protected]