Request Records is the process used to request patient records electronically from any other provider or organization for purposes such as care coordination, workman’s compensation, legal reasons, etc. Request Records uses a comprehensive, but simple, request form to ensure all appropriate request information and consents are included.
Eligible organizations may also have the option to request records using Document Query. If you have questions about your organization's eligibility for Document Query, contact the Kno2 Healthcare Network Services (HCNS) team or check with your EMR vendor if querying through an integrated system.
Request Records Using Fax or Direct Message
Navigate to Request Records by selecting the Request Records option from the menu on the left.
Select the Request Records button.
The Request Records form will open.
From: Select the address or fax number from which you would like to send this request on behalf of.
Requestor: The Requestor will default to the user currently logged in, however, if the request is being performed for another person in the organization, enter their first and last names here.
Add a Direct address or fax number in the "Add an address or fax number" field.
Patient Details includes your patient information assigned to the request and the attached consent, including your patient ID or other number used internally at your organization.
Complete the following fields:
Patient ID/No. (Only one patient can be assigned per request.)
First Name
Middle Name (optional)
Last Name
Date of Birth
Gender
Request Details includes the information regarding why the request is being made, the portion of the patient records desired and the urgency of the request.
Complete the following sections:
Purpose of Disclosure
Information
Dates Requested (When selecting Specific Date(s), more than one date may be entered, separated by a semi-colon).
Urgency of Request
Additional Requests is used to request access to highly protected portions of the patient record, including behavioral health records, alcohol abuse, HIV, etc. An appropriate authorization must be attached in order to submit the request.
Select the Send button to submit your request, and you will be returned to the Sent table.
Request Records Using Document Query
If eligible and enabled for your account, you may complete a Document Query. Navigate to Request Records, select the Document Query tab, and click Query Documents.
We recommend ensuring that you are ready to handle the resultant documents by confirming the following configuration steps have been completed:
Add Users to your account
Give users Send Permissions so they may select a Destination for the document
Add users to an Intake Rule so they may receive documents
Confirm users are ready to process documents received in My Intake
Define your query: Verify the correct Requester name is shown — this should be your name. Select the Purpose of Use; your selection must match the purpose of your query, as these are audited and reviewed by the networks to prevent misuse. Enter the Organization Name of the facility you would like to query, or check Search HRR to perform a broadcast query if you are unsure of the organization name. If Search HRR is selected, enter the zip code to query all available organizations within that zip code. Click Search.
Select organization(s): Select one, many, or all of the organizations listed based on your name or HRR entry, then click Next.
Enter patient details: The more information entered, the more likely you are to receive documents returned for your query. Complete the following fields, then click Search:
First name (required)
Middle name
Last name (required)
Date of birth (required)
Gender (required)
Social Security number
Address
Telephone
Review results: If documents were returned, click the document icon to the right of your patient’s name on any relevant document. You may view the document to determine relevance or send it to your Intake. To download to Intake, select the Destination and click Send to Intake.
For frequently asked questions about querying, including patient matching and network information, see Query Networks: FAQ and Patient Matching.