Virtual Forms application
Information for health staff regarding Bulk Billing Consent and other consent forms
The Virtual Forms application enables health service providers to request and obtain patient consent during a Video Call consultation. The application can easily be enabled and configured by the clinic administrator to suit the needs of the clinic and is simple for health service providers to use during a call. There is currently one main form available in the application, Bulk Billing Consent. Other forms can be added upon request, including Informed Financial Consent. Click on the relevant tab below for detailed information.
Bulk Billing Consent
Bulk billing consent is required for all bulk billed consultations and the Bulk Billing Consent app makes it easy to request and obtain patient consent during a Video Call consultation. The application is easy to configure by the clinic administrator to suit the needs of the clinic and simple for health service providers to use during a call.
Once the app is enable and configured (details below) by the clinic administrator, it will appear in the Apps & Tools drawer in the Video Call screen. See configuration details and steps for using the application below.
Using the Bulk Billing Consent application
The app is simple to use and allows health service providers to obtain bulk billing consent before the end of a Video Call consultation.
Watch the short video and see below for more information (video link to share):
How to use the Bulk Billing Consent form (information for health service providers)
Once enabled and configured, the form can be used by authorised health service providers to request and obtain bulk billing consent from patients during a Video Call.
Quick Reference Guide: Bulk Billing Consent application
Please see below for detailed information and instructions:
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Consult with your patient (and any additional guests) as usual in the virtual clinic. Click the star next to the application to add it as a favourite. |
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The consent form will open on your screen. Your patient will see a message saying their clinician is preparing a bulk billing consent request.
Patient name, Service Provider name, Date and Time of consultation and Clinic Name will auto-populate. Select the MBS items from the list of available items available for the clinic.
Hovering over the available Item Numbers displays the Item description. |
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In this example one MBS Item has been selected and added for the call.
You have the option to remove any selected MBS Items, if required. |
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| You have the option to manually add MBS items if they do not appear in the list, or if no list has been uploaded for your clinic. Add the number and benefit amount under Or Add manual Items below, then click Add. You can add one or more items and click Add. |
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When you have added the required item(s), click Send to Patient. This button will change to Request Sent. |
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| Your patient will receive the request for review and they press Yes to consent to bulk billing for the consultation. If there is an entry field configured for patients to add their email address before the call starts, their email address will auto-populate in the form presented to them. If not, they can add their email address manually to receive a copy. |
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| After consenting the patient has the option to Download a PDF. |  |
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Clinicians are notified when the patient has consented and have the option to download a copy of the form for their records.
The App can now be closed. |
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| For calls with multiple participants you can choose which person to send the consent form to. You can do this by selecting their name at the top of the open app. |  |
| Please note: You can hide the Apps & Tools button from guests in the call (patients, clients, other invited guests), so they cannot close the app in error. To do this, click in the button shown in this example. |
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Enabling and configuring the application (information for clinic admins)
Clinic and organisation administrators can configure the application by clicking on Apps in the LHS column and navigating to Bulk Billing Consent. The can enable the app so that it will appear in Apps & Tools during a Video Call consultation and add other configuration options to suit the clinic, as described below.
Watch the video:
| To configure the application Clinic administrators go to Apps in the LHS menu of their clinic - only clinic admins will have access to the Apps section. |  |
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Go to Virtual Forms app and click on Configure
Click the Enable selection box to enable the app and make it available in the clinic.
You can change the App Name, if desired.
Any configured Alert Message for host will display as soon as a call in joined in a clinic. Leave this blank if the clinic does not require an alert. |
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Forms Selection
The MBS Bulk Billing Consent form is available by default in the clinic, once the Virtual Forms app is enabled.
You can enter an email address that will receive the completed forms for your clinic records. |
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Bulk Billing Form Settings
The Bulk Billing Form Settings tab allows configuration of the following options:
Destination Email Address The email address that will receive the completed consent forms for record keeping.
Disclaimer Message for Clinician This message will show at the top of the consent form. If left blank the default message will display.
Mandatory Date of Birth and Service Provider Number check boxes available.
File Upload Create an upload a csv file with MBS items and information relevant for the clinic. Follow the directions in the text under this heading to correctly upload the list of MBS items.These items will be available in a drop-down menu in the app. See more information below: |
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Creating and uploading a .csv file of MBS items for your clinic:
Please do not add any column headings and please note that the descriptions cannot contain commas. |
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| Upload the .csv file using Choose File under File Upload. Remember to click Save when you make any changes. The uploaded item numbers show in the table on the config page and are available in the form during a call. |
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Informed Financial Consent Form
The Video Call Informed Financial Consent form enables health service providers to obtain financial consent during a Video Call consultation with a patient. This form can be used by hospitals and clinics to ensure that a patient understands, acknowledges, and agrees to their financial responsibilities before receiving outpatient care.
Configuring the form
Clinic administrators (and organisation administrators) can configure the form by clicking on Apps in the LHS column and selecting Virtual Forms > Configure tab. They can enable the app so that it will appear in Apps & Tools during a Video Call consultation and add other configuration options as described below.
Using the Informed Financial Consent (IFC) form
Once enabled in the clinic, health service providers in a call can select the form and obtain financial consent.
Watch the video:
Requesting informed financial consent during a consultation
| When the Virtual Forms and IFC form is enabled in the clinic, in the call screen go to Apps & Tools and click on Virtual Forms. |
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| The app will open. The IFC form can be selected in the drop-down menu at the top left of the app. |
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The IFC form will open and any fields picked up by the clinic Entry Fields will pre-populate.
These may include the Patient Name, Date of Birth, Treating Clinician name (the clinician who joined the call) and the date. If not pre-populated, these can be added manually.
The optional authorised representative name and relationship can be used if the patient has a parent, guardian, carer or other representative that is consenting on their behalf in the call.
Please note: The text and Yes/No buttons below Date is a representation of what the patient sees when the form is shared with them.
When the form is ready, click Send to Patient to request consent. |
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The patient reads the form and selects Yes to consent. They can add their email address if they would like to receive a copy of the completed form.
The patient clicks Submit Consent to send their consent through to the host.
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Once they consent, this will be indicated in the form for both patient and clinician and the form can be downloaded.
A copy of the form will automatically go to the email address configured by the clinic administrator, for record keeping purposes.
Please note: if the patient selects No, they have not consented to the financial conditions for the consultation.
The form can now be closed using the X button at top right. |
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Configuring the Informed Financial Consent (IFC) Form
If the IFC form does not appear in the Consent Form application, please contact the Video Call team to have it added. Once added, go to Configure > Apps > Virtual Forms
The 3 configuration tabs for the app are detailed below:
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Enable App tab
The Virtual Forms app must be enabled to display for health service providers in Apps & Tools in the call screen.
The default App name is Virtual Forms. This can be renamed, if desired.
Any added Alert Message for host will display for the host in the call as soon as the app is opened. Leave this blank if no alert is required. |
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Forms Selection tab
Shows the available forms for the clinic and allows additional forms to be added.
If not already added, the Informed Financial Consent form can be added by clicking on Add+, naming the form and adding the form code: ifc-form-version-1
An email address can be added that will receive the completed consent forms for clinic records. |
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| Click Save if you make any changes. |  |
Genetic Testing Consent Form
The Video Call Genetic Testing Consent form enables health service providers to obtain genetic testing consent during a Video Call consultation with a patient. The patient formally agrees to undergo genetic testing after understanding the purpose, benefits, limitations, and risks outlined in the form. It ensures the patient knows what will happen to their data, who can access it, and how results will be communicated.