Retrieval of patient records from external sources requires prior patient consent.

• In Create New Patient, an External Records Consent toggle has been added.
• By default, the toggle should be OFF.
• When the toggle is turned ON, it should also be active in Patient Demographics.

This consent can be managed through the External Records Consent toggle.

• The toggle is located in Patient Demographics → Extra Information.
• The toggle must be enabled to proceed with external record retrieval.

When HIE records are ready and retrieved, the button will appear and blink in the Patient Chart.

Note: HIE Records will automatically run 24 hours before the appointment once External Records Consent has been obtained from the patient.

Note: The HIE Records button will only appear if the records are retrieved, and after 48 hours it will disappear.

Upon clicking the External Record Retrieval option for manual retrieval, the system opens a modal window.

• The user can fetch patient external records from this modal.
• The user clicks Retrieve External Records to start retrieval.

The first step is Ready to Query.

• Upon click, the system calls the Kno2 service.
• This initiates the retrieving process.

Note: This is a backend process. Steps will be processed automatically.

Patient demographic information is securely transmitted to start the query process.

Connected external sources are searched for matching patient records.

Retrieved records are returned to the system and organized by source.

All retrieved Health Information Exchanges are presented on the screen.

The retrieved data is displayed in accordance with ONC-aligned presentation requirements.

For each retrieved document, the system displays the following metadata:

• Source
• Provider
• Date

The user selects and clicks the reconcile options available on the screen. The data will be merged into PracticeEHR.

If there is duplication in the data, the system automatically skips the duplicate data and reconciles valid data.

• 1 Matching Group should be displayed only when duplicate records exist.
• When the user selects any record and clicks Select All Matched, all similar records are selected.
• The matching record is colored green.

Note: The Matching Group pill and Select All Matched button only appear when duplicates exist.

• There is a Select Source multi-select dropdown.
• All fetched sources should be checked by default.
• There is an option to reconcile individual data items or select all data for reconciliation.

Note: Once the selected data is reconciled into PracticeEHR, it will be read-only when reopened.

Note: The retrieved data should no longer be available after 48 hours.

On reconciliation, the system will show a confirmation message.

• The system will automatically skip duplicate records.

When a record is merged into PracticeEHR, the system will show a success alert.

If there is any error and no data is retrieved from the external source, display an error with this text:

No external records found

In Self Scheduling, the External Records Consent should be taken from the patient.

In KIOSK → Demographics, the External Records Consent should be taken before check-in.