Sending Assessments to Doctors Outside of Healthie

Sharing post-session chart assessments with other providers on your client’s care team allows you to nurture relationships with referral partners and maintain good communication. Not only is this best practice when it comes to providing the best possible care for your clients, but referral partners will appreciate your close communication and follow-up reports. Run through our checklist below to make sure your Healthie account is set up to best support you as you build your referral network. 

Collect Referring Provider Information 

The first step in sending client assessments to other providers on your client’s care team is to be sure you have the right contact information for the practitioner. The easiest way to collect a referring provider’s information is to include a space within your intake forms for a client to put down this information. Including a place for clients to write down their primary physician’s or otherwise referring provider’s information allows you to gain a new contact, add that information to your client’s profile, and begin to build a relationship with that provider.

From there, you can add the provider’s information to your Referring Provider list within Healthie. You are able to save and sort by a provider’s Name, Business Name, Specialty, City, and number of Clients Referred. In addition, you can view and edit specific details about this referring provider. Referring providers will only have access to the specific records that you share via EFax. These providers will not have a Healthie account login through your account membership.

Have Clients Sign a Medical Release Form

When working with clients who have a care team of multiple providers in place, it’s absolutely crucial to obtain written permission from the client to share medical information with other providers. Getting written consent for each healthcare provider you want to share information with ensures you remain HIPAA-compliant and keep your client’s information secure. In fact, both you and the provider you’re communicating with should obtain a written consent form from the client.

You can download a Sample Medical Release Form from Healthie here.

You can also build a Medical Release Form into your intake flow, so clients sign it right off the bat and you don’t worry about having to track them down at a later date to obtain permission. You can read more about building custom intake forms here. 

EFax Chart Notes to Other Providers

E-fax continues to be one of the most consistently reliable, HIPAA-compliant and secure ways to transmit client health information between clinicians and across organizations. Healthie's built-in, HIPAA-compliant E-fax makes it easy to: 

• Follow-up with physicians, other healthcare providers, therapists, and hospitals: Send chart notes, lab reports, intake forms, and documents following a session related to client care 
• Receive referrals and chart note documents: Providers are given their own, unique E-fax phone number that can be shared with other providers & organizations. A physical fax machine is not required.

Healthie's E-fax platform can receive faxes from traditional (physical) fax machines AND other E-fax lines. 

Unlimited outbound (sending) faxes are included in all Healthie plans. These faxes are sent from a generic number that cannot receive faxes. At this time, our E-Fax partner allows faxes to be sent to U.S. and Canadian numbers. Inbound (receiving) faxes, which require a unique fax line number, are included in Healthie's Practice Plus plan and above. Alternatively, you can purchase an e-fax line for $9.99 / month if you are on another Healthie plan.

Once you have your e-Fax line established, you'll be able to both send and receive faxes electronically through Healthie. All faxes are conveniently managed through the "Faxing" tab in your provider account. You'll see two tabs, one for "Received Faxes" and the other for "Sent Faxes." Read more about E-faxing here. 

Best Practices for Sending Chart Notes to Referring Providers

Automatically include a cover page with your business information

Healthie’s “ Cover Page” automatically pre-populates core information about your business on the first page of any outgoing fax. This includes information like Business Name and Address, Logo, and more. You’ll also be able to pull from your directory of saved Fax numbers that you’ve previously used.

Send progress note updates after each session

The “Notes” capability is used to share a summary. Every time that you meet with a client, you’ll be able to update their chart with a new progress note. Use the Healthie templates (ie SOAP or ADIME chart templates), free text or create your own follow-up template.

To send a progress note via EFax, you may want to copy from a section in your chart note, or write an overview, depending on your relationship with the provider.

Confirm your Efax was received

To see the status of your e-faxes, you can select the “Faxing” tab from your Healthie dashboard. You can see a summary of all of the faxes you’ve sent and received. For each item, you can view whether the e-fax is pending, sent successfully or failed to send.