Patient Search

Patient Search Help

- Patient Archive Search
- Patient Archive Search and Patient Consent
Global Search
- Global Search and Patient Consent

Patient Archive Search

Perform a patient archive search to find patients with an established relationship to the providers in your group or practice. You must be preauthorized to perform this function. 

Complete the following steps to perform a patient archive search:

  1. From the menu bar, select Search > Patient. The Patient Search page is displayed.
  2. In the Search Filters section, ensure that Patient Archive is selected (if Patient Archive and Global are displayed).
  3. Enter patient information in the search filters. You must value at least one of the elements marked by an exclamation mark (!).
  4. Select Search. Patients that meet your search criteria are displayed. 
  5. If you want to sort your search results, you can select any column heading. An up arrow () indicates an ascending sort order, for example, a to z; 1 to 10; oldest date to most recent date. A down arrow () indicates a descending sort order, for example, z to a; 10 to 1; most recent date to oldest date.
  6. If you want more space on the page to view search results, you can select Search Filters to collapse the section.
  7. If you want to perform another patient archive search, you can select Clear and repeat Steps 3-6.

See the Patient Archive Search and Patient Consent topic for more information.

Patient Archive Search and Patient Consent

If your organization enables the Patient Consent feature, you will see the Consent tab when you open the patient summary after you perform a patient archive search. In the Consent tab, you can view the patient's current policy in effect (if one exists) and previous policies on file, but only for the group or practice you are logged in to. Authorized users can also add a consent policy for the patient, but only for the group or practice they are logged in to.

Global Search

Perform a global search to find patients and their associated health care documents in your portal global repository. Global search gives you access to information on existing patients when you may not be the provider of record, and new patients with whom you may not have an existing relationship. You must be preauthorized to perform this function, certify that you have a valid reason to access the patient's medical records, and provide the reason. Global search activity is tracked for reporting purposes. When the Patient Consent feature is enabled in your portal, global search functionality is affected. See the Global Search and Patient Consent topic for more information.

Complete the following steps to perform a global search:

  1. From the menu bar, select Search > Patient. The Patient Search page is displayed.
  2. In the Search Filters section, select Global.
  3. Enter patient information in the Search Filters. An asterisk () indicates a required element. An exclamation mark (!) indicates a conditionally required element.
  4. Select Search. The Search Reasons dialog box opens. Read the message and select a reason for your global search.
  5. Select OK. If further explanation is required, enter it in the box and select OK. Patients that meet your search criteria are displayed. When the Patient Consent feature is enabled in your portal, global search functionality is affected. See the Global Search and Patient Consent topic for more information.
  6. If you want to sort your search results, you can select any column heading. An up arrow () indicates an ascending sort order, for example, a to z; 1 to 10; oldest date to most recent date. A down arrow () indicates a descending sort order, for example, z to a; 10 to 1; most recent date to oldest date.
  7. If you want more space on the page to view search results, you can select Search Filters to collapse the section.
  8. If you want to perform another global search, you can select Clear and repeat Steps 3-7.

Global Search and Patient Consent

When your organization enables the Patient Consent feature, global search functionality is affected. If consent is enabled, when you select Global from the Patient Search page, the system displays the following message at the bottom of the page:

Consent processing is enabled. If you experience issues retrieving patient information in Global Search, please contact [Consent Test Org (999) 999-9999] for patient access record questions.

Note:

  • Your organization determines what to put in the message brackets when implementing the Patient Consent feature.
  • With portal versions 5.1.2 and later, the message can be customized (or removed) through a system setting. Authorized admin users can select Admin Tasks > Manage System Settings from the portal menu bar to edit the associated system setting.

Depending on your organization’s Patient Consent model (Permit for All Organizations or Deny for All Organizations) and a patient's active consent policy, which permits or denies users (belonging to your group or practice) access to their records, you might be unable to access the patient's records through a global search.

See the following topics for more information:

- If Your Organization's Patient Consent Model is Permit
- If Your Organization's Patient Consent Policy is Deny
Consent Model and Policy Exceptions
- Consent Authorizations

If Your Organization's Patient Consent Model is Permit

If your organization’s Patient Consent model is Permit for All Organizations, users can access patient records through a global search as usual; however, if a patient wants to deny access to records (has an active deny policy on file), when you perform a global search for the patient (and do not have Patient Consent system authorizations), the patient will not be found. The Consent component protects the patient's records from user attempts to access them through a global search. 

See also: Consent Model and Policy Exceptions

If Your Organization's Patient Consent Model is Deny

If your organization’s Patient Consent model is Deny for All Organizations, users can access patient records through a global search only if the patient wants to permit access to records (has an active permit policy on file). A patient's active permit policy overrides the organization's deny model and allows users to access that patient's records through a global search as usual. 

See also: Consent Model and Policy Exceptions

Consent Model and Policy Exceptions

Some organizations opt to allow exceptions to their deny model or a patient's deny policy and permit users access to patient records through a global search if the search reason selected is configured to be acceptable to override the deny model or policy. The exception reasons are configured in the system. For example, Emergency is a global search reason that can be configured to allow users to override your organization's deny model or a patient's deny policy. The exception override reasons are determined and configured during the implementation phase of your Patient Consent project.

See the Exceptions that Allow Consent Policy Override topic for more information. 

Consent Authorizations

Users can be assigned authorizations that allow them to perform a global search to locate a patient who has an active deny policy. The authorizations allow the user to locate the patient to view or add consent policies only. The patient's health records remain locked from view because the patient has an active deny policy. The only information the user with the consent authorizations can access is the information on the Consent tab in the patient summary.

If the patient has an active permit policy or the organization’s default Patient Consent model is permit, users can see the patient’s records and can view or add consent policies based on what they are authorized to do. 

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