Chart transfers

When a patient moves their care between two clinics that both use NeatPractice, the sending clinic can release the patient's records straight into the receiving clinic instead of faxing or mailing them. Nothing is copied until the receiving clinic accepts, both clinics' steps are recorded, and the sending clinic keeps its own chart unchanged.

You need permission to send documents to send or receive charts. Receiving and filing charts also needs access to every patient, since a received chart belongs to no patient in your clinic until you file it.

Send a chart#

A transfer is a records request released by clinic transfer.

1. Ask the receiving clinic for its transfer code. They find it on their Chart transfers page.
2. Make sure the patient's signed release of information is on the chart under Consents and linked to the request. A clinic transfer always needs one, even when the patient asked for the records.
3. Open the request, click Release Records and choose the signed documents and chart files to send.
4. Choose Clinic transfer under Send by and enter the code. Check that the clinic name shown is the one you expect.
5. Click Release Records.

The request is released today, and NeatPractice keeps the packet it built, as for any release. The request shows Sent to with the receiving clinic's name and whether it is waiting for an answer, delivered or declined.

If the receiving clinic declines, or the copy cannot be completed, nothing reached them: the request opens again and shows why, such as the reason the receiving clinic chose, and the member who released it gets a notification. Check the code with the receiving clinic and release the records again from the same request.

Your transfer code#

Go to Docs > Chart transfers. This clinic's transfer code shows the code to give a sending clinic; click the copy button to copy it. The code names your clinic only, never a patient.

Accept or decline a chart#

Charts other clinics send appear under Offered to this clinic with the sending clinic, the date and how many documents it holds. No patient details show until you accept. Everyone who can work received charts gets a notification when a chart is offered and again when it arrives; the notification names the sending clinic only.

• Choose Accept from the row menu to take the chart. NeatPractice records who accepted it and copies the documents in; the chart then appears under Received charts, usually within a minute.
• Choose Decline to turn it down and pick a reason, such as Not a patient of this clinic. Nothing is copied, and the sending clinic sees the reason on its request. The reasons are a fixed list so no patient details leave your clinic with the answer.

File a received chart#

1. Under Received charts, click the received date of a chart waiting to be filed. The list shows charts waiting to be filed first; use Show to see filed charts or all of them.
2. Read Patient as sent and the Documents. Choose View on a document to open it.
3. Under File to a chart, pick the patient. If the patient is new to your clinic, click New Patient From Chart: the new patient form starts with the name, date of birth and sex as sent. Check each field and click Create Patient; the new chart is then picked for filing.
4. Pick the category the documents go in. It starts on Outside records when your clinic has that category.
5. Click File to Chart.

Each document becomes a chart file on the patient's Documents page, marked Received and described as received from the sending clinic. Received files keep their name, date and contents exactly as they arrived: you can view, download, fax or release them, but not edit their details or upload a new version.