Phase 3: Screening
Applies to: All staff who schedule, conduct, or document participant screening calls
Sequence note: Phases 0-4 sequential; phase 10 anytime; not all phases apply
What you'll learn
- Follow the required call sequence - script delivery, recording consent, and approved screening questions - in the correct order
- Apply the prohibited-question rules and data-security controls during and after every screening call
- Execute the correct selection-decision actions for both selected and not-selected participants, including retention and destruction timelines
Lesson
Step 1 - Schedule the Screening Call
Use Zoom or Microsoft Teams for the screening call. Send a calendar invite using the subject ID only - never include the patient's name in the invite subject or body.
Source: slide 11 - IT Approved Systems Register for the Patient Engagement Program_Final_8-2026
Step 2 - Deliver Script 2 (Screening Call Intro)
At the start of the call, read the Screening Call Intro script verbatim. Do not paraphrase or omit any portion.
Source: slide 11 - Patient Engagement Outreach & Screening Script Library - V1.4
Step 3 - Obtain Recording Consent (Script 3)
Deliver Script 3 word-for-word before starting any recording; this is legally sensitive language. If the participant consents, start recording and log the consent with a timestamp. If the participant declines, take written notes only and log the decline. If recording begins without consent, stop immediately, delete the recording, and report the incident.
Source: slide 11 - Quick Guide - Patient Screening and Call Recording_Final_8-2026
Step 4 - Conduct Screening Questions (Script 4)
Use Script 4 as written. Opening questions O-1 through O-4 are rapport-building. Qualification questions Q-1 through Q-6 cover condition, care role, comfort, geography, availability, and conflicts. Questions about treatment experience are limited to what is necessary to determine program fit. Do not request detailed medication history, full clinical history, or hospitalization records.
Source: slide 11 - Patient Engagement Outreach & Screening Script Library - V1.4
Prohibited Screening Questions
Never ask for any of the following during a screening call: full legal name combined with date of birth and condition together; treating physician name; clinical trial status; income; race or ethnicity; vaccination status; or insurance coverage. Always follow the approved screening questions only.
Source: slide 12 - Patient Engagement Outreach & Screening Script Library - V1.4
Step 5 - Secure Screening Materials Immediately
After the call, upload notes to the participant's SharePoint folder. Transfer any recordings to secure storage within 24 hours of the call. Remove the recording from local devices as soon as the transfer is complete.
Source: slide 12 - Patient Data Storage and Access Control_Final_8-2026
Step 6 - Selection Decision and Data Handling
If the participant is NOT selected: notify the patient, destroy all screening data within 90 days per PHI Handling Section 14, and document the destruction (what was destroyed, when, the method, and by whom). If the participant IS selected: retain the recording for 6 years from program completion per PHI Handling Section 14, and proceed to Phase 4.
Source: slide 12 - PHI Handling and HIPAA Safeguards_Final_8-2026
Scenario
You are a Patient Engagement coordinator conducting a screening call. You have delivered Script 2 and Script 3. The participant verbally agreed to be recorded, and you started the recording and logged the consent with a timestamp. During the qualification questions, the participant asks you directly: 'Can you tell me if this program is connected to any clinical trials?' You note this is a prohibited topic. Near the end of the call, you determine the participant does not qualify for the program. The call ends. What must you do next?
The participant asked about clinical trial status during the call. What is the correct response?
Incorrect. Clinical trial status is explicitly listed as a prohibited screening question regardless of what you know. Answering it violates the approved script boundaries.
Correct. Clinical trial status is on the prohibited-question list. You must not ask about it or respond to it as part of screening. Redirect the participant and continue with approved questions.
Incorrect. Communicating about clinical trial status in any channel - including follow-up email - is not part of the approved screening process and is not permitted.
Incorrect. Receiving an off-topic question from a participant does not require ending the call. Decline politely, redirect, and continue with the approved script.
The participant is not selected. Within what timeframe must screening data be destroyed, and what must be documented?
Incorrect. The required timeframe is 90 days, not 30, and documentation of the destruction is always required per PHI Handling Section 14.
Incorrect. The 6-year retention rule applies only to selected participants. For non-selected participants, all screening data must be destroyed within 90 days.
Correct. PHI Handling Section 14 requires destruction within 90 days for non-selected participants and full documentation of the destruction event.
Incorrect. Archiving without destruction is not compliant. Screening data for non-selected participants must be destroyed within 90 days with documented proof.
Knowledge Check
Select an answer to see feedback. This is practice - it does not affect your score.
What must appear in the subject line of the calendar invite for a screening call?
Incorrect. The participant's full name must never appear in the calendar invite subject line.
Correct. The calendar invite must use the subject ID only - no patient name is permitted.
Incorrect. Treating physician name is a prohibited data element and must never appear in scheduling communications.
Incorrect. While generic wording might seem safe, the required format is the subject ID - not an entirely blank or generic label.
A participant declines to be recorded at the start of the screening call. What is the correct action?
Incorrect. The screening call can proceed with written notes if the participant declines recording consent.
Incorrect. Recording a participant who has declined consent is a serious violation. Stop and delete any recording started without consent.
Correct. When a participant declines recording consent, you take written notes only and log the decline.
Incorrect. There is no provision for repeating Script 3 to encourage consent. Accept the decline and continue with written notes.
Which of the following is a prohibited screening question?
Incorrect. Geography and availability are qualification topics covered in Q-1 through Q-6.
Incorrect. Treatment area familiarity is permitted to the extent needed to determine program fit.
Correct. Income is explicitly listed as a prohibited screening question and must never be asked.
Incorrect. Availability and conflicts are qualification topics covered in the approved Q-series questions.
Key Controls Recap
- [RULE] Step 3 - Obtain Recording Consent (Script 3)
- [WATCH OUT] Prohibited Screening Questions
- [RULE] Step 5 - Secure Screening Materials Immediately
- [RULE] Step 6 - Selection Decision and Data Handling
You've completed the Phase 3 learning module.
Return to Dayforce and take the Phase 3 quiz.