Better manage medical consent
E-consent is A digital application designed with and for hospitals to streamline medical consent management and reassure patients through a simple, secure digital journey.
Client
Biodiversity Monitoring Network of Quebec
Collaborators
MC LEOD Alexandre, DA COSTA Heitor, MAROTTE Pierre-Olivier
Year
2021
Role
Theoretical research, Scenario mapping, User flows, UI design, Data visualization
The Challenge
The current medical consent process is a source of stress and wasted time for both administrators and patients
With the multiplication of formats (paper, emails), the absence of centralization, and patients often forgetting documents on the day of their appointment, hospital staff in France expressed the need for a more efficient solution to manage patient consent. As for patients, they were seeking smoother and more reassuring guidance.
Step 1
User Research
With my colleague Joséphine, UX Designer, we explored the daily routines of staff at Foch Hospital to better understand the challenges around medical consent. This immersion allowed us to identify the key obstacles of the current process and lay the foundation for a more effective solution.
Patient journey map during consent signing and handover (endoscopy and cardiology departments)
Identified needs
Analysis of the current process highlighted several obstacles impacting both hospital staff and patients. To address them, key needs emerged:
user flow
Building the New Journey
Based on this immersion, we designed a new user journey to simplify and secure the medical consent process. Taking into account staff constraints and patient expectations, we rethought each step:
Notification and document sharing
Automated sending of documents before appointments
Direct access via secure link, reducing the risk of forgetfulness or loss
Reading and support
Clear and accessible interface for document consultation
Integration of an AI assistant to clarify questions before signing
Simplified signature and validation
Fast, secure e-signature process
Immediate confirmation sent to both patient and staff
Centralization and monitoring for admins
Real-time dashboard to track consent status
user flow of the solution
Step 2
Mockups
With the new user flow in place, we translated our ideas into concrete interfaces. These mockups reflect a simplified and intuitive experience, tailored to the needs of both patients and medical staff, while ensuring clarity and legal compliance throughout the e-consent process.
Patient signing interface
Authentification
Secure via OTP code, followed by a quick onboarding
Reading and help
Tips for completing the document, translation options for foreign users, and AI assistant for questions
Signature
AI assistant accessible at every step, with options to sign via drawing, image, or text
Error handling
Covers incorrect inputs, non-compliant photos, sending errors…
Admin portal
Dashboard
Provides access to all consent-related data: sent, accepted, rejected. Filtering by date and exportable reports for detailed tracking.
Signers configuration
Manual entry or .csv import with automatic field recognition (e.g., postal code)
Operator management
Manage access for operators and type of consent (medical or GDPR)
Step 3
Testing and Validation
After designing the main screens of the app, we ensured it was intuitive and clearly communicated the information. We conducted user tests with five participants from both scientific and non-scientific backgrounds. After compiling the results, we made adjustments to address some issues related to understanding and usability.
Success metrics
To assess the impact of the e-consent solution, several KPIs were defined. The goal was to measure improvements in patient experience and admin efficiency. After just two months, results were promising:
E-sign rate
% of consents signed on the platform vs. paper method
→ Around 50% after 2 months
User satisfaction
Feedback from staff and patients via post-use surveys
→ 90% satisfaction after 3 months
Reduction in admin errors
Comparing incidents related to errors before and after implementation
→ Approx. 30% reduction in errors
(to come) Hospital adoption rate
Number of institutions implementing the solution
Project Limitations and Conclusion
Designing a consent management tool in a complex field like healthcare quickly revealed several constraints. While these didn’t prevent us from building a time-saving solution for administrators, a few limitations deserve attention:
1. Legal and security constraints
Handling medical data requires strict compliance (e.g., GDPR). This limited some planned features, like real-time integration with hospital software.
2. Limited user testing
Due to the highly regulated hospital context and staff availability, testing was restricted to specific departments and profiles. Broader deployment will require extended testing.
3. Underdeveloped AI assistant
Though an AI assistant was included, it was only capable of handling simple scenarios. Training it to handle complex medical queries ethically and legally remains a long-term challenge.
4. Gradual Adoption
Practice change in hospital settings takes time. Some resistance—particularly from less tech-savvy users—was observed. Wide-scale adoption will require long-term support and training.
In the long term, the ambition is for E-consent to become a reference in hospital management. To achieve this, several initiatives are already underway: making the AI assistant even more helpful—capable of answering as many questions as possible, even without a doctor present—and making the platform increasingly accessible, so that everyone can use it easily, regardless of their profile.
