Setup | Retrieve clinical documents | RecordSync & Consent | Imported clinical documents | Reconcile clinical data
Providers can use RecordSync to comprehensively review their patients' clinical history, including previous encounters, diagnoses, lab results, allergies, medications, immunizations, and other treatments. By querying trusted data sources across different healthcare systems, RecordSync pulls relevant patient records and care summaries directly into DrChrono, ensuring you have all the insights you need to make confident care decisions.
Eligible clinicians can attest to the Merit-based Incentive Payment System (MIPS) Promoting Interoperability (PI) performance category for the Health Information Exchange (HIE) requirement by participating in the RecordSync bi-directional exchange.
DrChrono is integrated with Surescripts Record Locator & Exchange (RLE), a health information exchange. Surescripts' RLE service is a critical component that helps EHR integrators access and participate in Carequality, a national health data exchange framework. It is a bidirectional integration to exchange data in a hub-and-spoke model for requesters/responders within the framework. RecordSync shares real-time data with Carequality, but only if the requester has the same patient and is connected to Carequality.
RLE retrieves records using the HL7® FHIR® standard transactions, ultimately allowing documents to be merged or saved to the patient chart.
Setup
Set up permissions
Providers or staff members must set up permissions to use RecordSync.
- Select Account > Staff Permissions.
- Select View.
The permissions window opens.
- Select Edit Permissions.
- Select the Access RecordSync checkbox and then select Save Permissions.
Set up your practice's organization profile
You must set up your practice's organization profile to use RecordSync.
- Select Account > Organization Profile.
The text boxes automatically pull in information from the following sources:
- Organization name: Account > Account Settings > Medical Billing > Practice Official Name
- Phone number and address: Account > Offices
- Select Save.
Retrieve clinical documents
- In the Patient Header, select More actions (three dots)
and then select RecordSync.
and then select RecordSync.
The RecordSync & Consent side panel opens. Once you turn on consent, RecordSync starts gathering patient information, which may take several minutes. While the search is in progress, you can close the side panel and continue working on other tasks. A message appears in the lower left corner once the process is complete.
- Turn the Record Locator & Exchange Consent toggle switch on.
If this is your first time using RecordSync, the "Adding Your Organization" message appears. When the search is successful, the results appear in the Record List.
You perform all actions within the side panel. Select a breadcrumb link (top left corner) to go to a previous side panel.
Record List
Multiple filters, search, and sort options exist. Once records are queried, they are stored for 30 days. A new query is automatically triggered after 30 days or upon manual refresh (select Refresh Records).
Record List actions
| Task | Action |
|---|---|
| Open the Sharing History side panel to review a comprehensive record of document requests made for your patient, including the requester and each transaction date. The side panel also shows documents previously retrieved from external practices for continuity of care. In either case, you can view the shared/retrieved document. | Select Sharing History. |
| Open the document from within the Sharing History side panel. | Select View Document. |
| Manually refresh the Record List page. | Select Refresh Records. |
| Open the document. | Select View Document  . |
| Import a document. | Select Import Document  . |
| Import a document from within the document. | Select . |
| Reconcile a document. | Select Reconcile. |
Document statuses
| Status | Description |
|---|---|
| Available | The document hasn't been retrieved from the external organization. |
| Error | The document has an issue |
| Importing | Actively importing the document to start the reconciliation process. |
| Imported | The document is waiting in the reconciliation queue. If it's not a CCD, it has been imported into the patient's chart in Documents. Select Reconcile to continue the reconciliation process. |
| Retrieving | Actively retrieving the document from the external organization. |
| Retrieved | The document has been retrieved and is available to view, download, or import. |
| Reconciled | The CCD document data elements have been reconciled into the patient chart. |
RecordSync & Consent
Before turning on RecordSync for your practice, be aware that participation in this HIE service requires explicit patient consent. To ensure compliance with federal and state privacy regulations, your practice must include specific language in your patient consent forms authorizing participation in an HIE. Failure to update your consent documentation accordingly may result in noncompliance and prevent the successful use of RecordSync. We strongly recommend reviewing your current consent process with your legal or compliance team before activating RecordSync.
You can perform the following actions on the RecordSync & Consent side panel:
- Turn on or off RecordSync consent
- Manually refresh the Record List
- View the Record List
Imported clinical documents
Imported clinical documents are uploaded to the patient chart (Documents > Uploaded Documents).
Reconcile clinical data
Consolidated clinical document architecture (C-CDA) reconciliation matches information from a C-CDA file with a patient's electronic health record. This process can automatically start to reconcile problems, medications, and allergies and merge this data with the patient chart.
- Once a CCD has been successfully imported, the reconciliation process automatically begins. If the process doesn't start, select Reconcile. You can also select Reconcile when you view an imported CCD.
The page to preview the clinical document opens.
- Do one of the following:
- To import the document to the patient chart and reconcile the clinical data later, select Finalize File. See Continue reconciliation.
- To reconcile the clinical data now, select Finalize & Start Reconciliation. See Finalize and start reconciliation.
Finalize and start reconciliation
You can begin the reconciliation process by finalizing which problem, allergy, and medication data to merge into the patient chart. The problems, allergies, and medications in the C-CDA file appear below those currently in the patient chart.
The following steps describe the procedure for problem data, but also apply to allergies and medications.
- Select the checkboxes for the problems you want to add to the patient chart.
- (Optional) Select Preview Finalized Problems to view the patient's problem list, which includes existing and newly added problems.
- Select Confirm to import the selected problems to the patient chart. You can also select Confirm from the Preview Finalized Problem List page.
A success message appears confirming you have finalized reconciliation. All patient data has been successfully merged into the patient chart.
Continue reconciliation
- On the Clinical Dashboard, select Continue Reconciliation.
The problems, allergies, and medications in the C-CDA file appear below the problems, allergies, and medications currently in the patient chart.
The following steps describe the procedure for problem data, and also apply to allergies and medications.
- Continue with step 1 in the finalize and start reconciliation procedure.
