Home Forums Discussions Problems Printing/ Exporting partial medical records.

Hi, Iam sure there is a really easy way to do this, but I am looking for a way to just tell amazing charts to print/save/export encounters from a specific date range. The formal Health Record Request currently just does all encounters- which is great if they are needing the full medical record. But often they want just the last 6months or last year or 3 years.

I've also found it can sort of work if on past encounters tab you filter for the date range and select assesment and plan only or progress notes only. However, these often omit parts of that encounter note.

Any ideas?

Hi Joshua,

You can export Encounters/Notes by Date Range. Search for a patient within the patient list and then highlight the patient in question. Then click on the "Patient" option on the top of the screen, go to "Print" and then select "Encounters/Notes By Date Range". Here you have options to print, or not to print the Problem List, Medication List, Inactive Meds, Allergy List, Most Recent Plan, SOAP Notes, Labs and Imported Items. You can select the start and End Date for the encounters you would like to print. A side note, try to print within a calendar year, as there has been reports of Encounters outside the date range given when crossing calendar years will print as well. E.g. Print 01/01/2015 - 12/31/2015, not 01/01/2015 - 01/01/2016.

Hope this helps!

But don't try to print a date range by highlighting a patient name in your Inbox. You will get a Run-time error "91": Object variable or With block variable not set... then the program crashes

Thanks for this discussion - it's quite timely for us as we recently have been asked by an insurer to supply records from a date range.

One additional question if anybody knows - the imported items are not included in the bulk printout, but are exported in the format in which they were imported. In our case, this is as individual PDFs. In order to include them for chart audits, our techs have to save the PDFs individually, which can be quite a hassle.

Does anybody know how to expedite this so all imported items can be exported en masse?

Hi DocMark,

On your server computer, Imported Items are saved into the Amazing Charts directory to a folder called ImportItems. Within this folder are subfolders, with Patient ID's as the folder name. If you know the patient's ID number for Amazing Charts, you can browse to that folder and view the Imported Items for that patient. You can also right-click the Patient's folder and COPY, then paste to your desktop. This should help eliminate the need of saving them all manually, one by one.

Hope this helps!

especially when they are asking for full medical records, going into the folder itself is a godsend. Wish more people would move to electronic uploading though- printing them no matter what is a pain.

Thanks for that, will help out a lot. All this reporting stuff is eating up a lot of time for our staff.

I don't know if this applies to you, DocMark, or joshuam.... but this is what we do:
We are happy to fill record requests at no charge when they come from patients or docs. Insurance companies request them all the time and we ALWAYS insist on payment for these records. These are most often HEDIS requests; they often come from an outside company (e.g "We have been engaged by Aetna to obtain these records..."). My suggestion is to pick a fair price for copying and insist on payment prior to releasing the records. Our minimum charge is $25.

You may hear that your contract with the insurance company requires you to provide these records. That might or might not be accurate; in any event, your contract does NOT mandate that you provide them for free.
You may hear that "we are not authorized to provide payment for these records". What this usually means is "we are only paid so much to get your records, and paying you for them will eat into our profit". Your staff's response should be that "we are not authorized to release them without payment".

One of two things will happen: they will agree to pay, or you will not hear from them again about the records.

It somehow takes the sting and annoyance out of these records requests to know that you are getting some payment for your staff's time and efforts.

Keep in mind that these charts are NOT being reviewed to rate YOU; they are being reviewed to rate the insurance company. Do not worry that you will somehow be hurt by insisting on payment for your work.

so I"ve been trying to use that "print encounters/notes by date range" option- however, it also prints messages- which is weird as they aren't identified as encounters in the chart. is there a way to avoid that?

When we get a records request from an insurance company, we tell them that if they want the records they have unrestricted access to them. BUT, they must send someone to our office to either view the records, or download them to a USB and take them. Those records reviews are to fulfill their bureaucratic red-tape BS. I will not relinquish staff to collect the information for them. However, as Jon mentioned, charging them for the records seems very reasonable. I have not had an insurance company give us a hard time about sending someone to access the records themselves.

Is there a quick way to do a bulk export as a pdf file?

Hi James,

Does this post above address what you have in mind?

https://acusersforum.com/ub/ubbthre...orting-partial-medical-records#Post73017

If not, more details may let other posters help you--bulk export for one patient, all patients, selected patients?

Do you want many records exported to a single pdf or many records exported as separate pdfs?

Cheers,

Carl Fogel

MVP Award Goes to Chris!!! This is going to be a huge time saver for the annual insurance review. Thanks!!! Especially helpful that it includes their demographics in the header, since the insurer usually wants a demo/face sheet, too.

Hi Carl

I just updated my version and need to export a chart for a disability hearing. I read the post on exporting a partial chart but Im only able to print a single note at a time. Can you help me understand how to export an entire chart as a pdf or even a selected set of encounters?
Also I guess I have to export the imported items separately?
Thank you!

Hi RM,

"There is an option to export the full chart to a PDF file. Search the patient on the patient list and then right click on the name. In the options, select "Print - Formal Health Record". Fill out the HIPAA Release, and then check off the sections you want included in this record. Once done, click "Preview". This will generate a preview of the document. On the top left of the screen is a button that looks like a box with an arrow coming out of it. Click on that, select the location you want to export the file to, and change the "Save as Type" field from Crystal Reports" to "PDF"... then click save."

"This will export that document to the location of your choosing (if you are on cloud, make sure you path it to your desktop, not the cloud desktop). You can then send the file using any method you like (just make sure it is HIPAA compliant)."

--Mark Dabeck Training Specialist/Amazing Charts

https://acusersforum.com/ub/ubbthre...rt-to-lawyer-or-another-office#Post75847

Cheers,

Carl Fogel

tcosta, DocMark you need to listen to EyeGuy and JBS, they are spot on, DO NOT DO THIS FOR THE INSURANCE COMPANIES, THEY MAKE MORE MONEY THAN YOU DO AT THE EXPENSE OF OUR PATIENTS!!!!!
I refuse to have staff spend time on insurance record requests. They called and threatened us and said we had to supply them the records. I have the staff tell the insurer they are welcome to send someone with proper credentialing into the office to get the records they need or pay us for this time and effort. They send someon with a jump drive and a name badge and get the records from their list and leave. I let the insurance employee, probably contracted, sit at a computer right next to one of my regular employees up front where someone has an eye on them if need be. I think patients would hate to know that the insurance companies have the access to their entire medical record like this not just diagnosis codes.

We had one girl come in for the insurance company sit at the computer, prop her phone up on the keyboard and watch a movie on her phone while getting charts! , I was off but stopped by the office to see this after I don't know how long. Very unprofessional and I told her so, I wanted her supervisors name but never did get it, should have just kicked her out of the office and I will if she is ever sent back.