Letters & Referrals Guide- How my colleagues can access shared patient information from my faxes and emails

You can invite your colleagues to collaborate with you on Elation regarding your mutual patients using the Letters or Referrals feature in Elation. Depending on the information stored for the recipient in their contact details, the recipient will receive an invitation to access the interactive chart via fax or email. If the recipient has both  a fax number and email on file, they will receive both. This article shares step-by-step instructions on how your collaborators can sign up to view the interactive patient chart in Elation.

 

Recommended Reading

Learn more about sending faxes or emails in the How to send a Letter as Fax or Email using Elation Help Center Article.

You can share the following article with the recipient to guide them on accessing shared records. This article speaks from the recipient's point-of-view: How to access patient information securely faxed or emailed by an Elation EHR user

Contents

• How colleagues gain access from a clinical fax
• How colleagues gain access from an email
• How colleagues access an existing account
  • Recipient received a fax with a Reference Code
  • Recipient received an email
  • Recipient needs help locating their account

 

How colleagues gain access from a clinical fax

 

1. When you sign and send your letter or referral to a recipient who has a fax number on file, a fax is sent to the recipient*. Both on the cover page and the letter or referral page, there are instructions explaining how to access your interactive patient chart online.
   • *If you opted to fax copies of your letter or referral attachments, they will also be included with the fax.

2. Instruct them to go to app.elationemr.com/efax and enter the Reference Code on the fax
   • The fax Reference Code is listed on the fax in the areas circled above.
   • User Tip: If you sent an email, please see the How to gain access to the interactive chart from an email invitation section of this article for more instructions

3. (First time only) Instruct the recipient to set up an account to view charts
   • Anyone in the recipient's practice can set up an account to view interactive charts in Elation sent to their practice.
   • The process is extremely quick: select whether they're a provider or staff member, enter their name, then set a password and security question. 

4. View the interactive chart
   • Your recipient lands in their very own Practice Home, displaying the patient chart and letter or referral that was shared.

 

From here, your recipient can click "Reply" to reply to the letter directly from Practice Home, or can click "View All" to be taken into the patient's chart, which is pre-populated with the content that was included with the letter or referral.

Once your recipient has created an account, he or she can...

1. Use the full power of the Elation chart to consume patient information: search, trend data, view reports, even write their own notes.
2. Reply directly to your letter or referral; their response will appear on the letter or referral in the patient's chart in your EMR account.
3. Access all interactive charts that are shared with their practice in the future from any provider on the Elation platform.

 

How colleagues gain access from an email 

1. The recipient receives an email from Elation notifying them a that information has been shared with them.

2. Recipient opens the email and clicks the blue "View Shared Clinical Information" button.

3. Recipient is redirected to the signup page to select a password and enter the 6 digit Provider Security Code.
   • User Tip: If you sent an email, you will need to call the recipient and give them the "Provider Security Code" located in the top right corner of your Practice Home Page. 

• If the recipient does not know the Provide Security Code, we show the sending provider's office phone number on that page so that the recipient can call and retrieve the Provider Security Code from the sender. The sender can find the Provider Security Code by clicking on their email in Elation >>> Provider Security Code

  

5. Once the two steps above are complete, click "I agree, Create My Account"

How colleagues access an existing account

 

Recipient received a fax with a Reference Code

1. Instruct them to go to app.elationemr.com/efax and enter the Reference Code on the fax

2. Select their name from the list.

   • Anyone in the practice does not have an account can click "My name is not listed here" to only view the records shared for that one fax.

 

3. Enter their password

• In the event of a forgotten password, they can click "I forgot my password" and view the records shared for that one fax

4. The recipient will arrive in the Practice Home where they can view all unread letters under "Provider Letters". 
   • From here, your recipient can click "Reply" to reply to the letter directly from Practice Home, or can click "View All" to be taken into the patient's chart, which is pre-populated with the content that was included with the letter or referral.
   • Once your recipient has created an account, he or she can...
     1. Use the full power of the Elation chart to consume patient information: search, trend data, view reports, even write their own notes.
     2. Reply directly to your letter or referral; their response will appear on the letter or referral in the patient's chart in your EMR account.
     3. Access all interactive charts that are shared with their practice in the future from any provider on the Elation platform.

 

Recipient received an email

Instruct the recipient to go to https://app.elationemr.com/login/ and click "Forgot password" and enter the email address associated with their log in to reset their password

 

Recipient needs help locating their account

If the recipient forgot their email or never associated their account with an email, have them go to https://app.elationemr.com/efax/locate-account/ and enter their last name and office fax number to try to locate their account

• Tell the recipient to enter their password to log in if they have successfully located their account.
  • If they forgot their password, have them click "I forgot my password" to answer their security question to locate their account.
    • If they forgot their security question answer, have them click "I don't know the answer" to only view the most recent record sent to them (records expire after 1 week using this method).

If the recipient is unable to locate their account using any of the steps listed above, have them reach out to support@elationhealth.com to gain access to their account again.  

Related Articles

• How to send a Letter as Fax or Email using Elation
• Adding New Contacts for Letters and Referrals
• How to access patient information securely faxed or emailed by an Elation EHR user (Recipient's Point of View)