Dynamic Letters: Sharing Patient Records between MediRecords Practices

Sharing patient records securely between MediRecords clinics helps improve continuity of care, reduce duplication, and save valuable time for both clinicians and patients. Instead of relying on phone calls, faxes, or manually transferring information, MediRecords makes it easy to share records digitally in just a few steps. This ensures that the right people have access to the right patient information when they need it, leading to safer, more coordinated care.

With record sharing, practices can work together more effectively, whether it’s for referrals, collaborative treatment, or ongoing chronic disease management. This feature strengthens communication between providers, enhances the patient experience, and helps clinics operate more efficiently by keeping everything within the secure MediRecords platform.

This article explains how to share a patient record and information from a user in MediRecords with another practice that also uses MediRecords.

Please follow the steps below:

1. Open a patient record > Clinical Tab

2. Click on the New Letter icon to create a new letter

3. Fill out the New Letter writer modal and fill out the necessary information

4. In the "To" field, click on the dropdown and choose Contact in the options.

5. Type in the name of the contact (Health Professional Contact) and make sure this contact is set to Community. Enter the Subject and Description and click on Save.

6. Click on the "Share icon" next to the Snippet box and choose from the options provided.

7. In this scenario, we are selecting Patient Detail Record. After selecting from the option, you may add additional information in the letter. 

8. Click on File > Send

9. You will get a pop-up confirmation that the letter has been sent

10. The recipient can now view this in the Secure Messaging Inbox.

Troubleshooting

I can't share a patient record with another practice, or get a validation error

Cause: Before a patient record can be shared, MediRecords validates that the patient's Title, Date of Birth, Last Name, and Address are all recorded. If any of these are missing, sharing is blocked.

Resolution: Check the patient's demographic details and make sure all four fields are complete, then try sharing again.

A letter I've received doesn't have a patient record attached

Cause: This can happen when the sending practice used Dynamic Letters to share a letter without including the patient record itself, which is possible depending on how they chose to share it.

Resolution: This is expected in that scenario. If you need the patient record itself, contact the sending practice directly to ask them to share it, or add the patient manually if you have their details.