Request Documents for a Patient Through Carequality


Carequality allows you to request documents related to a patient that exist outside your practice, and add them to that patient's chart.

Navigate to Carequality through a Patient's Chart

The Carequality window to request documents can be found through the patient's chart:

  1. Open the Patient Chart, and search for and select the patient if not already selected.
  2. Click the Clinical tab.
  3. Click Carequality on the left side of the Patient Chart.
  4. The External Document Requests screen opens. Initially, this screen will be empty for all patients, since you haven't requested any documents yet. All requests for the patient will appear here once they have been made.

Request Documents for a Patient

Carequality improves data exchange by putting all the information created by a health care provider into an online pool.  You can search the entire pool with Carequality and download data on your patients to your OP.

To request documents for a Patient:

  1. Navigate to Carequality using the path above.
  2. On the External Document Requests screen, click the New Request button.
  3. The Search Organizations screen opens. There are three tabs, allowing you to search by: 
    • Zip Code: Type in the Zip Code to search for Organizations by zip code.
    • Name: This tab gives you options to search by Organization Name, Address, City, State, and Zip Code. To prevent the searches from taking too long, you are required to fill out a minimum combination of search criteria here. Below is a list of the search fields with the minimum other search fields that are required to be filled out:
      • Organization Name: Must also include at least the State.
      • Address: Must also include at least the City and State.
      • City: Must also include at least the State.
      • State: Must also include at least the City or the Organization Name.
      • Zip Code: Must also include the Address, City and State.
    • ID Number: Search by the Organization ID Number in this tab if you know it.
  4. Click the Search button.
  5. A listing of all Carequality-enabled Practices, Hospitals, and Organizations that match the search terms appear. Choose which organization(s) you want to search for the patient by selecting the check box next to the organization(s) to which you want to submit your search request.
    • You can choose All locations listed by clicking the check box at the top of the column.
    • Alternatively, you might choose to limit your search to the most likely candidates.  For example, your local adult GI specialist and Veterans Administration hospitals are very unlikely to have any records for a pediatric patient.

Note: An organization being listed in this step does not necessarily mean that this patient has records there.

  1. Once you have selected all the organization(s) you want to search, click the Submit button. Depending on how many organizations you are searching, this step may take a few seconds to a minute to complete.
  2. After clicking Submit, you will return to the External Document Request screen.  Here, you'll see a list of organizations that you've searched, along with any potential matches for your patient. Each row is an organization (name, city, and state), along with whether documents were found for that patient, and a match confidence score.
    • The red and green colored icons represent: 
      • : Patient is matched on. 
      • : Could not connect to that organization. To retry the request for that document, click the button.
      • : No results found for this patient.
    • The match confidence score is how likely we think the records belong to the patient you're looking for. This is computed based on how well demographic data in OP matches the demographic data in the organization's record. This includes comparison of first and last name, gender, DOB, Social Security Number, address, and phone number.

  1. To view the documents that were found in a particular organization's repository, click the down arrow to the left of the green Match icon  for the organization.
  2. The Document Name, Type, and the Author of the document will be listed. 
    • Click the Preview button to see what's in a document before committing to add it to your OP.
    • Click Add to Chart (plus) button once you've previewed a document to add it to the patient's chart. 
    • If you don't want to add that document to your OP, click the up arrow to the left of the document you are viewing to close it, then repeat steps 8 and 9 for other organizations.

  1. Once you've clicked Add to Chart, that button changes to Processing. You can leave this window and work in other areas of OP while it is processing, and the document will be added in the background. 
  2. When you want to leave this window, you'll be prompted with a popup. Click Yes to continue.

Note: When you leave the Carequality tab, any pending searches in progress will be stopped. However, any potential document matches already present for Preview and potentially adding to the chart will remain, even if you close this window.

View the Documents That Have Been Added Through Carequality

Once you have imported items through Carequality, they will appear in Document Management with the Category Carequality

Quick Tip Videos: Don't have much time to spare? Want a quick review of the content in this article? Watch our Quick Tip videos related to Privacy for on-the-job help or a refresher of what this article goes over.

Note: The date listed in the OP index is the date that you added it to your OP. This is not the same as the date that the outside organization created the document, which is also not necessarily not the same as the date of service. 

Example: A patient may have had an appendectomy on May 1. The surgeon did not prepare the discharge summary until May 5, and you did not download and import the discharge summary until May 10. The date listed in the OP index for this document would be May 10.