RecordSync | Document Exchange

RecordSync is a bi-directional document exchange feature that leverages the Surescripts Record Locator & Exchange network to access documents from connected health systems through a national health data exchange framework called Carequality. This feature removes barriers for specialists looking for medical records related to visits outside their organization, allowing them to review their patient's clinical history, including previous encounters, lab results, diagnoses, allergies, immunizations, medications, and other treatments, by querying trusted data sources across different healthcare systems and pulling the relevant records into OfficeEMR.  

Simultaneously, it allows outside providers working with your patients to retrieve pertinent data related to visits within your clinic (as long as they are also using Carequality) by using the HL7® FHIR® standard transactions employed by RecordSync. This integration also allows practices to attest to the Merit-based Incentive Payment System (MIPS) Promoting Interoperability (PI) performance category for the Health Information Exchange (HIE) requirement by taking part in the RecordSync bi-directional exchange.

Key Features

• Retrieve outside records from members of CareQuality & Surescripts Record Locator & Exchange national HIE network
• Import & Reconcile CCDs reducing the burden of Allergies, Medications, and Problem management
• Save PDFs, and other documents to the patients eDocuments and assign them for review
• Share CCDs with other participants automatically (patient must be consented) & view the records shared in the Sharing History

Record Locator Setup checklist:   

• Required: Set up Role 'Surescripts Record Locator' - This role allows users to see/use the Surescripts Record Locator chart tab.
• Optional: RLE Consent Template Letter - Set up the RLE consent checkbox associated with signing the letter for intakes that have a letter setup.
  
• Required: Chart Tabs Favorites Setup - Surescripts Record Locator must be added to your Setup Favorites for it to be displayed within your Chart Tabs.

Surescripts Record Locator Role Setup Details

You must turn on the Surescripts Record Locator role to use RecorSync:

Required Role: Surescripts Record Locator - this general role provides users access to see/use the Surescripts Record Locator chart tab.

1. Click on the Setup portal.
   
   
2. Select Roles under Administrative Setup.
   
   
3. Type Intake Assignment into the search box and hit the Magnifying Glass button.
   


4. The Surescripts Record Locator role should return and be selected. Assign Write access to the appropriate roles (best practice is to assign Write access to all roles).
   
5. Press the Save button to save your changes

Intelligent Intake Consent & Letter Setup

Optional RLE Consent Letter Template: You may select the letter template for RLE Consent for the consent signature field or set up the RLE consent checkbox associated with signing the letter for intakes that have a letter setup (the patient signature quick pick should be on the letter). 

1. Click on the Setup portal.
   
   
2. Select Letters under EMR Setup.
   
   
   
   
3. Select the RLE Consent Letter Template, click Advanced, and check the "Populate RLE Consent" box.
   

Chart Tab Favorites Setup

Once you've added the Surescripts Record Locator role, you must include it in your Chart Tabs Setup Favorites to display it within your chart tabs. 

Note: Until you add the Surescripts Record Locator to your Setup Favorites, it will not be visible within your Chart Tabs.

1. Click on the EMR portal.
   


2. Select your patient and access the Chart Tabs Setup Favorites option. 


3. Add the Ssurescripts Record Locator to the setup favorites by checking the corresponding box.
   
   
4. Click Save. 
   
   

1. Once in a patient's chart, select the Surescripts Record Locator chart tab.
   


2.  Based on your office SOP, you must ensure the RecordSync & Consent for Surescripts has been provided (opted in) by the patient and the Record Locator & Exchange Consent toggle switched to the ON position.
   

   Tip: You can also provide Record Locator Consent from the Patient Setup > Miscellaneous screen. 



3.  Search for documents by filtering by Title, Type, Category, Source, or Author. You can also filter by Encounter Start and End Date. You can also sort by Newest First, Oldest First, Type, Category, Source, Author, and Title. Once records are retrieved, they are kept for a period of 30 days. A new search is automatically initiated after 30 days or when the user manually refreshes the records (by selecting the "Refresh Records" option).
   

    A list of documents based on your search filters will be available. These documents will be in one of the following statuses:

   Status	Description
   Available	The document is available but hasn't been retrieved from the external organization.
   Retrieving	Actively retrieving the document from the external organization.
   Retrieved	The document has been retrieved and is available for viewing or import.
   Imported	The document is waiting in the reconciliation queue (If not a CCD, it is imported as an eDocument.
   Error	The document cannot be retrieved (incomplete encounter/record) or source system is unable to respond.



4. Most files will be CCDA files. Please note that if the file is not a CCDA file, the "Save As eDocument" screen will prompt you to select how and where to save the file (same workflow as with other eDocuments).
   


5.  To view the file, select the view icon and wait for the document to load.
   


6.  To import the file, select the Import CCD icon and wait for the status to change to imported.
   

Follow these steps to Merge/Reconcile CCDs: 

1. Once the CCD documents have been imported, open the patient's chart in the EMR (ensure you are on the Timeline Summary screen).
   


2. Click the Patient Reconciliation (clipboard icon).
   
   
3. From this screen, you can work your reconciliation process in the same manner as you would with Allergens, Medications, Problems, and other categories. You can then set the corresponding statuses in the Action column.
   

You can review all the previously requested documents or records by navigating to the Sharing History tab.

1. Once in a patient's chart, select the Surescripts Record Locator chart tab.
   


2. Search for documents using the available filters.


3. Click Sharing History. 


4.  An audit history of all the previously requested records is available with the requester, the date, and a link to view the document.
   

Eligible clinicians can attest to the Health Information Exchange (HIE) requirement of the MIPS Promoting Interoperability (PI) performance category by participating in the RecordSync bi-directional exchange.  

Scoring

Required to Attest YES for Promoting Interoperability Performance Category Score if submitting as an alternative to the Support Electronic Referral Loops by Sending Health Information and the Support Electronic Referral Loops by Receiving and Reconciling measures or an alternative to the Enabling Exchange Under TEFCA measure. This will give the provider 30 points to his/her score.

Exclusion

N/A

Measurement

The MIPS-eligible clinician or group must attest that they engage in bidirectional exchange with an HIE to support transitions of care.

Implementation

The MIPS-eligible clinician must attest YES to the following:

• I participate in an HIE in order to enable secure, bi-directional exchange to occur for every patient encounter, transition or referral, and record stored or maintained in the EHR during the performance period in accordance with applicable law and policy.
• The HIE that I participate in is capable of exchanging information across a broad network of unaffiliated exchange partners including those using disparate EHRs, and does not engage in exclusionary behavior when determining exchange partners.
• I use the functions of CEHRT to support bi-directional exchange with an HIE.

Most files available within the Surescripts Record Locator will be CCDA files. Please note that if a file is not a CCDA file, the "Save As eDocument" screen will prompt you to select how and where to save the file (same workflow as with other eDocuments)

1. Once in a patient's chart, select the Surescripts Record Locator chart tab.
   
   
2. Search for documents by filtering by Title, Type, Category, Source, or Author. You can also filter by Encounter Start and End Date. You can also sort by Newest First, Oldest First, Type, Category, Source, Author, and Title. Once records are retrieved, they are kept for a period of 30 days. A new search is automatically initiated after 30 days or when the user manually refreshes the records (by selecting the "Refresh Records" option).
   
   
3. To import the file, select the Import icon on the top right of the document tab.
   
   
4. If the file is not a CCDA file, hovering over the import icon will read "Import as EDocument."


5.  Select the folder to save the file, the filename, the received date, and the user/group that should review the eDocument. Enter your review message and priority, then click Save.