Find the Adobe Sign Enterprise service on Yale’s OnTheHub Web Store here. Or, visit the OnTheHub Web Store and type Adobe Sign Enterprise Service into the Search bar and click the blue Start Shopping button.

Add the service to your cart, then click the shopping cart icon and follow the directions. Choose “I am placing this order for myself” and then Check out. There is nothing for you to install.

Please note that this service requires an annual subscription renewal, which can be done via the Web Store. The Web Store vendor will send out a reminder with a 7-day grace period to renew your subscription.

Once you have successfully authenticated to the service, please email ysm.editor@yale.edu to give you access to the HIPAA Media Release Form tool.

For more Adobe Sign information, please see the Digital Signatures: Adobe Acrobat Sign Enterprise Quick Guide (KB0025674)

The patient will have to log into Adobe with one of these things: their email address, their facebook acount, their google account, their microsoft account, or their apple account. All of those can be accomplished at this link: Adobe ID

More instructions for how to register your email address with Adobe are here: Create or update your Adobe account

Log in to Adobe Acrobat Sign here using your Yale email address, and CAS with your NetID. You may be asked to choose Company/School Account.

One you’re brought to the main Adobe Sign homepage, click the Start from Library button and this will create a new document. If you do not see “Start from Library” you need to email ysm.editor@yale.edu so we can give you access.

The Start from library modal will appear and you will see two templates available to you: English or Spanish. Click on the one you want to use, then click on the blue Start button to open it.

Type in the patient’s email address (do not type in your Yale email address).

This is generating the email to send to the patient, and all should default ready to go. You can change any text if you want to, but it is not necessary.

The name of the template (i.e., ENGLISH: YNHH-Yale HIPAA Authorization Release) automatically defaults as the Message Title. The “Please review and complete ENGLISH: YNHH-Yale HIPAA Authorization Release” text also defaults within the body of the Message.

You can also see the document name appear under Files*. You will be able to attach more files to your email if needed.

Make sure that the gray Preview & Add Signatures Fields box is checked.

When ready, click the blue Next button at the bottom of the page.

When you click Next, the system will then process the document. There is nothing to do at this step except click the blue Send button at the bottom of the right-hand column when ready.

Now the PDF document will load. The yellow boxes are for you to fill in our office information as needed.

After hitting Send, you’ll see on your screen that the form has been successfully sent out for signature (you’ll also receive the same message in your Outlook inbox).

You can be alerted by Adobe Sign if the Recipient has not viewed, and/or signed, the document within a certain amount of time after it’s been sent. You can edit this by clicking on the blue Change alert settings text.

The Patient will receive an email in their inbox. The “From” will read as: Adobe Acrobat Sign on behalf of (your name). The “subject line” will be: Signature Required on HIPAA Authorization.

When the Recipient opens the form, the system will direct them on where to fill in information. They will be asked to add their name, mailing address, city, state, zip code and phone number. In between each text box, the patient will need to click the Next button on the left.

The Recipient of your email will also have the option to click the circle next to “I am the Patient/Participant” or “I am the Parent/Legal Guardian/Personal Representative (if under 18 or incapable of signing).”

Towards the bottom of the form, the Recipient will be asked to add a signature. They’ll be given the choice to type it in, draw it, add an image, or use their mobile device.

Once the Recipient clicks the blue Apply button, as the Sender, you’ll receive an email in your Outlook inbox confirming that the form has been signed and filed.

You can view the document in your Adobe Acrobat Sign account if you go to Manage in the top Navigation and then to Completed. Or, you can also find it in the HIPAA Media Release Forms Teams account under the date it was signed.