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Obtaining Outside Medical Records

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  1. Print the medical records request consent form. A partially completed form is available here: Medical Records Release Form
  2. Complete the patient and clinic information in the form and have the patient sign. Records should be faxed to Dr. Yasmin Meah, fax # 212-426-5108. Please list "any and all providers" in the authorization of disclosure section.
  3. Obtain the fax number of the outside hospital/clinical medical records office.
  4. Fax the request form using IMA fax machine (TS, CM, SC, or SW can do this).
  5. Inform the Head TS of the week that request consent form has been faxed for the patient.
  6. Scan and upload the request consent form into the patient's "Media" tab (give extra copy to Head TS).

Note: The consent form already lists a fax back number to Dr. Meah. To close the loop, Head TS OR SW will email Dr. Meah informing her that a request form has been sent and to expect records by fax. Dr. Meah will then notify Chief TS when records have been received and are ready to upload to Epic.

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Alternate Option: Care Everywhere

If you need records from another organization that uses Epic, you may be able to get the records instantly through Care Everywhere. In the New York area, this includes Institute for Family Health, NYU, Cornell / HSS / MSKCC, Montefiore, certain LIJ/Northwell sites, NYCHHC Elmhurst/Queens, CVS Minute Clinics, and more.

  1. While in an active visit, find the Care Everywhere tab on the left side under Chart Review. You may also see a section in the Visit Navigator.
  2. The system may automatically list one or more outside organizations where records exist. You can also search manually for another organization.
  3. Click the Print button to generate a pre-filled consent form. Have the patient sign, then click the Signed button. Save the paper consent to scan into the chart later.
  4. Records should start to flow in within 15 seconds or so. You can access visit reports, lab and imaging results, and more. Visit reports and admission/discharge summaries are accessible on demand; double-click and wait a few seconds until a green check mark appears.

Screenshots are available here (requires sign-in to Mount Sinai Google Apps).