The content in this article is relevant to the InteliChart Portal.

For documentation on the OP Portal, please click here.

About

InteliChart Practice Portal users with Patient Interface permission Medical Record Request can enable the Allow Medical Record Request feature so that parents/guardians can request Medical Records from the My Chart > Summary section of the InteliChart Patient Portal.

The below sections will walk you through how to complete the setup for this feature and show you what the parent/guardian will see in the InteliChart Patient Portal.

Add Medical Records and Delivery Methods

The settings below determine the options available to parents/guardians requesting Medical Records from the InteliChart Patient Portal.

Medical Records for Request

1. In the InteliChart Practice Portal, navigate to the Document Management tab of Patient Interface: Portal Management > Patient Interface > Document Management tab.
2. Scroll down to the Request Medical Records section of the window.
3. Complete the Medical Records for Request section of the window:

1. Click the Add Medical Record button, and enter the name of the record in the Medical Record field.
2. (Optional) Click the Spanish tab, and enter the Spanish translation of the Medical Record you entered. This will be displayed when a parent/guardian is viewing their Patient Portal in Spanish.
3. (Optional) Repeat the above steps to enter additional Medical Records for Request.
4. (Optional) Use the Up and Down Action arrows to reorder the list, as needed. The list displayed in the Practice Portal is in the same order as what will be displayed to parents/guardians in the Patient Portal. If a Medical Record option needs to be removed from the list, click the X.
5. Click the Save button in the Medical Records Request section of the window.

Medical Records Delivery Method

1. Complete the Medical Records Delivery Method section of the window:

1. Click the Add Delivery Method button, and enter how the parent/guardian can choose to receive the requested record(s) in the Delivery Method field.
2. In the Note field, enter a note that will be presented to the parent/guardian when they select the method.
3. (Optional) Click the Spanish tab, and enter the Spanish translation of the Delivery Method and Note that you entered. This will be displayed when a parent/guardian is viewing the Patient Portal in Spanish.
4. Repeat the above steps to enter additional Medical Records Delivery Methods.
5. (Optional) Use the Up and Down Action arrows to reorder the list. The list displayed in the Practice Portal is in the same order as what will be displayed to parents/guardians in the Patient Portal. If a Delivery Method option needs to be removed from the list, click the X.
6. Click the Save button in the Medical Records Request section of the window.

With the examples in the above images, this is what the parent/guardian will see in the InteliChart Patient Portal when they are completing a request for Medical Records (once the feature is enabled):

Message Group Setup

Messages for Medical Record Requests are driven by a Message Group created in the Practice Portal (User Administration > Message Groups). This Message Group must be created with the category of Medical Records Request and have the users who should receive these messages assigned. For more information on creating a Message Group, click here.

Review Page Templates For Medical Requests

Included with the Medical Records Request feature are new Page Templates that should be reviewed and customized to fit your Practice's workflow. Below are the new System Templates their descriptions. To learn how to copy and customize these templates, follow the steps found here.

• Portal Management > Patient Interface > Page Templates > Disclaimers > Medical Record Disclaimer: Displayed at the top of the Medical Records Request page.
• Portal Management > Patient Interface > Page Templates > Confirmations >  Medical Record Request Confirmation: Displayed after the parent/guardian clicks the Submit button to send their request to the Practice.
• Portal Management > Patient Interface > Page Templates > Requests >  Medical Records > Medical Record Request: The contents of the message received by OP users assigned to the Message Group.

Turn on the Request Medical Records Feature

Once you've completed all of the above setup, you're ready to enable the Medical Record Request feature! 

1. Navigate to Portal Features: Portal Management > Patient Interface > Manage Setup tab.
2. Set the toggle for Allow Medical Record Request to the ON position.
3. Scroll to the bottom of the page, and click Save.

Demo Video: How a Parent Will Request Medical Records from the Patient Portal