Help Center

Sending Letters and Referrals

Last Updated: Aug 09, 2017 02:06PM PDT

The Basics

  1. Letters and referrals to other providers are always available to them as interactive patient charts online
    • Whenever you send a letter or referral, your recipient is sent instructions to access the clinical information that you've shared online, in a secure, HIPAA-compliant patient chart that looks and feels just like your patient chart in Elation EMR. Find more details on the interactive chart below.
  2. If you're sending to a fax number:
    • A copy of your letter or referral is automatically faxed along with the link to access the interactive chart.
    • Additionally, you may choose to fax copies of all of the attachments to your letter or referral.
 

Sending to a fax number vs. email

  • When you send a letter or a referral in ElationEMR, your recipient will be notified using all means available:
    • If your contact only has a fax number listed - Your letter or referral is faxed to their fax line with instructions explaining how to securely access your letter or referral and its attachments in an interactive chart online. You can also opt to fax copies of the attachments to your recipient as well.
    • If your contact only has an email address listed - Your contact receives a HIPAA-compliant email with instructions explaining how to access your letter or referral and any attachments online. The contact will call you for your "Provider Security Code" located in the blue bar at the top right of your Elation interface (near the "Logout" button).
    • If your contact has both a fax number and email address listed - Your contact will receive both the email notification and a fax copy of your letter or referral. You can also choose to fax copies of the attachments.

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Your letter or referral as an interactive chart online

When you send a letter or referral from Elation that includes attached documents from the patient's chart, they are always made available to your recipient online in a secure, HIPAA-compliant provider portal in the form of an interactive chart. This online interactive chart is just like your own Elation EMR chart, but will be populated with the attachments to your letter or referral (see figure below for an example) - a much more clinically effective way of displaying and communicating patient information than fax.

If your recipient is a Elation EMR subscriber, your letter or referral will appear as a new patient chart in their Elation EMR, pre-populated with your attachments, which greatly cuts down the physician's and staff's workload.

If your recipient is using another EMR or is using paper charts, this interactive clinical chart will still provide him or her with the benefit of effective clinical display and communication of patient information, especially when seeing your patient. Additionally, the staff at these practices can easily print your entire letter or referral and its attachments or download everything as individual PDFs to be uploaded to their EMR system.


This is the interactive chart that your recipient will see:


 

For the best experience, your recipient should use Firefox or Chrome web browser.

At this time, the interactive chart format is only available on Mozilla Firefox and Google Chrome web browsers. On other browsers, including Internet Explorer, or on cell phones and other mobile devices, your recipient will still be able to download the PDFs, but will not have the benefit of using the interactive chart when he or she is seeing your patient. This is how the patient chart will look like instead:

Your letter or referral on Internet Explorer, cell phones, and other mobile devices:

Your options when sending to a fax number:

Default: Send a link to an interactive chart online + a faxed copy of letter/referral

This is the default setting when sending letters or referrals to a fax number.


 
  Sent to your recipient's
fax machine
Available online,
in our secure cloud
Cover letter Yes --
Your letter or referral Yes Yes
All other attachments -- Yes
 

Optional: Fax copies of the attachments

Check the option to "Also fax copies of the attachments"


If you would like to automatically fax all attachments you can turn this setting on in your Practice Settings section, under Fax Usage & Settings.


 
  Sent to your recipient's
fax machine
Available online,
in our secure cloud
Cover letter Yes --
Your letter or referral Yes Yes
All other attachments Yes Yes



​Delivery Confirmation

By making your letter or referral and its attachments available to your recipient online, Elation gives you the added benefit of always knowing when your documents were retrieved.

  • When your letter or referral is accessed online, you will see a confirmation appear on the letter or referral in your patient's chart, noting when it was opened by your recipient

 

What if a Letter failed to be sent?

At times, you might see that a letter failed to be sent and we understand that this may happen at times when the recipient's fax may have been busy or there was a temporary issue. Fortunately, Elation allows you to re-send any failed faxes.

  • If a letter failed, you can simply click "Re-Fax" in the Actions dropdown menu.


Click here if you have any questions about fax usage.
support@elationpassport.com
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