Index

• Sections
  • Set Up
  • How Patients Can Request Records
  • Processing Record Requests

The Patient Portal has been activated for your practice. Each patient will need to be invited to the Patient Portal and register their account to be able to request their records. Your practice may also enable an individual user to process these requests. There is a PDF guide at the end of this document that you can share with your patients, if you would like. Please note the following information:

• Each note that is included will have a CCDA file generated and made available to the patient via their portal. These notes will also populate in the Documents Tab of the chart and on the Upload Site with the locked in status 'Patient can view this medical record'. 
• Any content that is specific to the chart rather than a note, will carry over to the CCDA even if it has not been addressed in the specified note. An example of chart specific content would be allergies, ADR's or smoking. Even if the note from which this information is excluded, it will be present in the CCDA as it is a part of the chart.  
• Your practice is able to designate more than one user to receive Record Requests, but it is not recommended. Each user that is enabled to receive these messages will get an independent message. Each user may process the requests at different times and may choose to include/omit different notes. This could result in duplicate records with potentially differing content to be sent to the patient, Documents Tab and Upload Site.

Set Up

To establish designated recipients, a Group Administrator can check the box indicated below for the user that will be processing Record Requests.

Please Note: all users will be able to see this box, but only a Group Administrator will be able to enable this functionality.

To enable a patient for the Patient Portal, you will need to check the box labeled 'Portal' in the patient's Demographics.

Once the patient has been enabled for the Portal, you will see buttons to 'Set Portal Owner' and 'Reset PW' populate.

Once the patient has logged in and registered their Portal account, a green check mark will show next to the Portal label.

How Patients Can Request Records

Once they have logged in to the Patient Portal, the patient will see a 'Request Records' button at the top right. They can click on this button to automatically generate a message requesting their records.

Clicking on the 'Request Record' button auto populates the Topic, To, Subject and Body. All the patient needs to do is click 'Send'.

Once they have accessed the Messages Tab, click '+New'

They will then click on the arrow in the Topic field to populate the message types.

They will need to select Request Record from the dropdown.

Once Request Record is selected the rest of the message content will auto populate.

a. If the practice has set up a default recipient they will populate here, otherwise the patient will have the option to select a recipient. 

b. The subject of the message will auto populate as shown. The patient is able to change this text.

c. The body of the message will auto populate as shown. The patient is able to change this text.

d. Once the patient is content with the content of the message, they can click the 'Send' button.

They will encounter a notification when the message has sent successfully.

You will receive a message in the Message Center indicating that the patient has requested access to their records. 

Processing Record Requests

When you have received a message from the Patent Portal, an alert will populate in the Chart Room. Click on the alert to be taken to your Patient Portal messages.

This view shows the New Chart Room. (This is a Group Rule that can be enabled for your practice.)

Click on the message to access the content. 

The message content will be similar to the one below. The patient may have included additional information about their request, so it is recommended to review the message content prior to fulfilling the Record Request.

Close the message and click on the 'R' icon to process the Record Request. It is recommended to click the 'R' and acknowledge the request as soon as it is received, even if it will be processed at a later time.

The 'R' icon will take you you to the Record Request Review page.

a. You are able to omit notes if appropriate. Any notes that were marked for omission within the note will be already checked in this list.

    Please Note: Custom Forms, Medication Pickup Note, Form Letters and Clinical Messages will not be included.

b. The scrollbar allows you to review the content of a note. Click on the note to select it for review.

    Please Note: this area does not allow for editing the note content.

c. An internal comment can be added to the record request.</p