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Email Verification & Consent

Before sending post-operative reports or survey invitations to a patient, their email address must be verified and they must consent to receiving communications. This ensures HIPAA compliance and protects patient privacy.

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Why Verify?

  • Email accuracy — Confirms the email belongs to the intended patient, preventing misdirected PHI
  • Patient consent — Patients explicitly choose which communications they want to receive
  • Compliance — Creates an auditable record of patient consent for HIPAA and ISO 27001

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Sending a Verification Email

1

Open Patient Profile

Navigate to the patient’s profile page from My Patients
2

Locate the Email Section

Find the patient’s email address in the contact information section. You’ll see a Verified or Unverified badge next to the email.
3

Click Send Verification or Verify Email

Click the verification link or button to open the consent modal
4

Send the Email

In the modal, click Send Verification Email. The patient will receive an email with a secure link.
You can also send verification from the Edit Contact page, where you’ll see a Verify Email button below the email field.

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Using the QR Code (In-Person)

If the patient is present in your office, you can use the QR code for immediate verification:
1

Open the Consent Modal

Click the verification link from the patient profile or edit contact page
2

Show the QR Code

The modal displays a QR code at the bottom
3

Patient Scans

The patient scans the QR code with their phone camera, which opens the verification page on their own device
4

Patient Completes Verification

The patient confirms their email and selects their communication preferences directly on their phone

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Managing Consent In Person

During face-to-face consultations, you can manage a patient’s consent preferences directly without requiring them to complete email verification:
1

Open the Consent Modal

Click Manage Consent from the patient profile, post-op report page, or patient recovery page
2

Toggle Consent Preferences

Use the toggle switches to enable or disable:
  • Post-Op Reports — Allow sending post-operative report emails to this patient
  • Survey Invitations — Allow sending survey invitation emails to this patient
3

Changes Save Automatically

Each toggle updates immediately. The consent status and timestamp are recorded for audit purposes.
Toggling off a consent preference clears the consent timestamp. If consent is later re-enabled, a new timestamp is recorded. This ensures an accurate audit trail of consent changes.

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What the Patient Sees

When a patient clicks the verification link (or scans the QR code), they are taken to a secure page where they can:
  1. Confirm their email address — Their masked email is displayed for verification (e.g., j***@gmail.com)
  2. Opt-in to post-operative reports — Choose whether to receive surgical reports via email
  3. Opt-in to patient surveys — Choose whether to receive survey invitations via email
The patient does not need a Tesa Cloud account. The link expires after 7 days and can only be used once.

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Consent Status Display

Consent status is displayed as compact badges on three pages throughout the app:
  • Patient Profile — Below the patient’s contact information
  • Generate Post-Op Report — Near the send/view/download section
  • Patient Recovery — In the header card after surgery information
Each badge shows:
  • Email: Verified (green) or Unverified (orange)
  • Reports: Consented (green) or Not Consented (grey)
  • Surveys: Consented (green) or Not Consented (grey)
Click Manage Consent next to the badges to open the consent modal from any of these pages.

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Consent Enforcement

Consent preferences are enforced when sending communications:
  • Post-op reports — If a patient’s email is not verified or they have not consented to reports, the Send button is blocked. A dialog explains the requirement and offers a Manage Consent button.
  • Survey invitations — The automated survey dispatch system checks consent before sending. If the patient has not verified their email or consented to surveys, the dispatch is skipped and logged.

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What Happens When an Email Changes

When you change a patient’s email address (from either the Edit Contact page or the email edit modal on the Post-Op Report page):
  1. Email verification resets — The email is marked as unverified
  2. All consent preferences reset — Both post-op report and survey consent are revoked
  3. Consent modal appears — The consent modal automatically opens so you can either send a new verification email or manage consent in person
This ensures that consent is always tied to the correct, verified email address.

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Re-sending Verification

If a patient’s verification link has expired or they haven’t completed it:
  1. Open the consent modal from the patient profile or edit contact page
  2. Click Send Verification Email again
  3. A new link will be sent (previous links become invalid once a new one is generated)

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Multilingual Support

The verification page supports 7 languages: English, Spanish, French, Portuguese, Hindi, Chinese, and Arabic. The patient can select their preferred language from a dropdown on the verification page.