Grace,
Wow, as far as records are concerned whether incoming or outgoing, you should NEVER have to use a sheet of paper. Logistics with the caveat that we don't use imported items:
1. Pull past encounters and check Progress Notes Only. Print those to a PDF using one of the 1,000 free PDF printers. We use Adobe, but you can get CutePDF for free.
2. Print the immunization sheet.
3. Probably easiest to go to the ImportItems folder, find the folder using the patient ID and, again, print to PDF. Combine these to one PDF and burn it to a CD. We even use LightScribe to put the name and DOB on the CD, put it in a case, put it in the made for mailing CD packages and mail it.
We don't use anything else in AC especially messages as they tend to have a few derogatory messages. They are part of the medical record (maybe) and you will have them in the event of a legal matter, but there is no reason for the receiving office to have them.
We have done it this way for 5 1/2 years, and no office has ever called to get the messages.
When receiving, your fax machine or fax server HAS to be capable of receiving to a PDF or TIFF file on your "server." You can't let some office send you 300 sheets and tie up your system for that long.
Now there are times, such as when Mainecare asks for records to determine whether a patient get approved for a prior authorization that we will print the 637 page record via the computer, so they have to use that paper and have their fax machine tied up for two hours. Just a little passive-aggressive touch for the government.
