RecordSync

Setup | Retrieve clinical documents | RecordSync & Consent | Imported clinical documents | Reconcile clinical data

Providers can use RecordSync to comprehensively review their patient's 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.

DrChrono is integrated with Surescripts Record Locator & Exchange (RLE), also known as 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 provides support to retrieve 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.

1. Select Account > Staff Permissions.
2. Select View.

The permissions window opens.

3. Select Edit Permissions.
4. Select the Access RecordSync checkbox and then select Save Permissions.

Set up the organization profile

You must set up your practice's organization profile.

1. 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

2. Select Save.

Retrieve clinical documents

1. In the patient chart's Patient Header, select More actions (three dots) 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.

2. Turn the Record Locator & Exchange Consent toggle switch on. 

The Adding Your Organization message appears if this is the first time using RecordSync. When the search is successful, the results appear in the Record List.

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 see who requested the documents and the sharing date. The sharing history is what was externally shared with requesters.	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

RecordSync & Consent

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.

1. 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.

2. 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.

1. Select the checkboxes for the problems you want to add to the patient chart. 
2. (Optional) Select Preview Finalized Problems to view the patient's problem list, which includes existing and newly added problems.
3. 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 successfully been merged into the patient chart.

Continue reconciliation

1. 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.  

2. Continue with step 1 in the finalize and start reconciliation procedure.