Phase 2: Consent & Mutual NDA
Applies to: All Client Services staff involved in patient engagement programs
Sequence note: Phases 0-4 sequential; phase 10 anytime; not all phases apply
What you'll learn
- Identify the two mandatory forms required before any data collection or screening begins and state what each must cover
- Execute the CS validation and SharePoint logging steps for consent, including the hard stop before Phase 3
- Apply the rule for third-party consent and recognize when new consent must be obtained directly from the patient
Lesson
Two Mandatory Forms Before Proceeding
Phase 2 requires two forms to be completed before any data collection or screening. First, the Mutual Confidentiality Agreement (NDA) covers preliminary conversations and screening; confidentiality lasts 6 years from the conversation date. Second, the Patient Screening Consent & Privacy Authorization must authorize contact, data processing, and recording. Both forms must be on file before work proceeds.
Source: slide 9 - Mutual Confidentiality Agreement_Final_8-2026
NDA Execution Requirements
The Mutual Confidentiality Agreement is not valid unless the patient completes all three elements: (1) checks the first acknowledgment box, (2) checks the second acknowledgment box, and (3) signs the agreement. All three elements are required. A partially completed NDA is not a properly executed agreement.
Source: slide 9 - Mutual Confidentiality Agreement_Final_8-2026
Consent Standards: Explicit, Voluntary, Specific, and Informed
The Patient Screening Consent & Privacy Authorization must meet four standards: it must be explicit, voluntary, specific, and informed. The consent must also specifically authorize three activities - contact, data processing, and recording. Any consent that does not cover all three authorized activities is insufficient for Phase 2.
Source: slide 9 - Participant Screening Consent and Privacy Authorization_Final_8-2026
Patient Submission: Upload to SharePoint
After signing both forms, the patient uploads them to SharePoint. Client Services does not proceed to validation until the signed forms are in SharePoint.
Source: slide 9 - Patient Data Storage and Access Control_Final_8-2026
CS Validation Checklist
Client Services validates each consent form by confirming: all fields are complete, a signature is present, and the form is dated. CS must also note the consent version, date, method of collection, and the name of the person who collected consent. Record which version of the consent form was signed, along with the date, method, and who collected it.
Source: slide 9 - Patient Data Collection and Consent Guidance_Final_8-2026
CS Logging in SharePoint
After validation, CS logs the following in SharePoint: date of consent, method of consent collection, consent version, and the name of the person who collected consent. All four data points are required for the log to be complete.
Source: slide 9 - Patient Data Collection and Consent Guidance_Final_8-2026
Hard Stop: Do Not Proceed to Phase 3
Do not proceed to Phase 3 until consent has been both validated and logged. This is a hard stop. Consent collected for a different program does not automatically transfer - each program requires its own validated and logged consent.
Source: slide 9 - Patient Data Collection and Consent Guidance_Final_8-2026
Third-Party Consent: Verify Scope Before Proceeding
If consent was collected by a client or third party, CS must verify that the consent covers A*I's intended activities before proceeding. If the third-party consent does not cover the intended use, do not rely on it - obtain new consent directly from the patient.
Source: slide 9 - Patient Data Collection and Consent Guidance_Final_8-2026
Scenario
A patient has been identified for a new engagement program. A client partner tells you they already collected a signed consent form from this patient six months ago for a different program and has shared it with you. The client says the form is 'basically the same' as your form. The NDA sent to the patient has been returned with both acknowledgment boxes checked but no signature on the signature line.
The client-collected consent form is in hand. What is the correct next step before proceeding to Phase 3?
Incorrect. Consent from another program does not automatically transfer. You must verify the third-party consent covers A*I's intended activities before proceeding.
Correct. CS must confirm the third-party consent covers all required authorizations for A*I's activities. If it does not, new consent must be obtained directly from the patient - a manager override cannot substitute for compliant consent.
Incorrect. The SOP does not provide a manager-override path for non-compliant consent. If third-party consent does not cover intended use, you must obtain new consent directly.
Incorrect. This is a hard stop. Do not proceed to Phase 3 until consent is validated and logged. Deferring a consent gap to a follow-up log does not satisfy the requirement.
The returned NDA has both acknowledgment boxes checked but no signature. How should CS treat this NDA?
Incorrect. All three elements are required: both acknowledgment boxes AND the signature. A missing signature means the NDA is not properly executed.
Incorrect. Logging a missing signature as a minor discrepancy does not satisfy the execution requirement. The NDA is invalid without a signature.
Correct. The NDA is only valid when both acknowledgment boxes are checked and the form is signed. All three elements are required. CS must go back to the patient to obtain the missing signature before the NDA is considered properly executed.
Incorrect. The SOP is unambiguous: all three elements are required. This is not a judgment call requiring legal escalation - it requires returning to the patient for a signature.
Knowledge Check
Select an answer to see feedback. This is practice - it does not affect your score.
How long does confidentiality last under the Mutual Confidentiality Agreement?
Incorrect. The NDA term is 6 years from the conversation date, not 1 year.
Incorrect. The NDA term is 6 years from the conversation date, not 3 years.
Correct. Confidentiality lasts 6 years from the conversation date.
Incorrect. The NDA has a defined term of 6 years from the conversation date.
Which three authorizations must the Patient Screening Consent & Privacy Authorization explicitly cover?
Correct - contact is one of the three required authorizations.
Incorrect - payment terms are not part of the consent authorization scope listed in Phase 2.
Correct - data processing is one of the three required authorizations.
Correct - recording is one of the three required authorizations.
A patient signed a consent form for a different A*I program last year. That consent automatically transfers to a new engagement program.
Incorrect. Consent from another program does not automatically transfer. Each program requires its own validated and logged consent.
Correct. The SOP explicitly states that consent from another program does not automatically transfer.
Key Controls Recap
- [RULE] Two Mandatory Forms Before Proceeding
- [RULE] NDA Execution Requirements
- [RULE] Consent Standards: Explicit, Voluntary, Specific, and Informed
- [WATCH OUT] Hard Stop: Do Not Proceed to Phase 3
- [WATCH OUT] Third-Party Consent: Verify Scope Before Proceeding
You've completed the Phase 2 learning module.
Return to Dayforce and take the Phase 2 quiz.