Requests that have been verified will show a status of "Ready to Search Records" in your Active Requests inbox.
Click on "Work" to begin searching for records.
Check for Records
Navigate to the patient's chart in your medical record system. You will see a list of requested records under "Requested Records".
If Records Not Found, Patient does not exist, or No Updated Records Available
If you are unable to find the requested please click "Records Not Found".
If Records Not Found
If you are unable to find the requested records you have three options to chose from as to the reason:
1) Incorrect information – Specify to the requester what information needs to be corrected
2) Does not exist in system – Will be able to Issue Refund and Create No Records Letter
3) Other – Will be able to Issue Refund and Create No Records Letter
Incorrect Information & Send Notice to Requester
Once you have chosen a reason and entered any additional information in the text box, click "Send Notice to Requestor".
If applicable, select either Do Not Exist in System or Other
You will have the following options:
1. Issue Refund (if applicable);
2. Upload No Records letter from your system;
3. Select the check box to “Generate a No Records letter on your behalf”
Select “Preview” to view the automatically generated letter and select Submit and Refund.
If Records Are Found
If you have found the requested records click "Records Found".
Click the "+" icon to view the complete list of requested records. Navigate to the patient chart in the medical record system and "export" the requested information as a PDF or image file.
Click "+ Upload New Files" and choose the files to upload. You can add multiple files at the same time.
You may choose a record type or add a file description.
When you have uploaded all the requested records click "Complete Upload"
The records will be attached to the request, but are not yet released. You will notice that the status reads: "Not Released".
Once you have uploaded all the requested records and are ready to release the records, click "Release Current Records".
This closes the request and it will disappear from your "Active Requests" inbox.
PLEASE NOTE: If you would like to add additional HIC fees you must click "Request HIC fees" before clicking "Release Current Records".
To see how to request a payment please see: HOW TO REQUEST PAYMENT