Medical record request and transfer automation

Purpose

1.1. Automate and streamline the process of requesting, collecting, reviewing, and transferring pediatric medical records between healthcare providers, patients, and authorized agencies.
1.2. Enable clinics and specialists to automate secure intake, verification, notification, and delivery of sensitive health data while reducing manual workload and compliance risks.
1.3. Facilitate automation of multi-point coordination, status tracking, digital consent, and audit trails in pediatric rheumatology medical record management.

Trigger Conditions

2.1. New patient referral received by pediatric rheumatologist.
2.2. Record request submitted via web portal, EHR system, or email.
2.3. Faxed medical record request received and automatically scanned.
2.4. Workflow initiated by appointment scheduling in PMS/EHR.
2.5. Provider or specialist manually triggers record request automation in dashboard.

Platform Variants

3.1. Epic EHR
• Feature/API: automate via Interconnect API for record pull/push. Sample: Configure webhook for referral intake, then automate "Release of Information" calls.
3.2. Cerner Millennium
• Feature/API: automate using FHIR R4 endpoints for "/DocumentReference" and "/Patient". Sample: Subscribe to patient creation; automate document query and send.
3.3. Salesforce Health Cloud
• Feature/Setting: automate "Health Cloud Record Transfer Process" via Flow Builder; Sample: Automate on "New Case" event with integration to external record servers.
3.4. Microsoft Power Automate
• Feature: automate workflows using "When an email arrives with attachment" trigger; Sample: Send attached records to secure storage and notify provider teams.
3.5. Greenway Health Intergy
• Feature/API: automate HL7 message ingestion for record requests; Sample: Configure automated parsing of ADT messages to trigger request tasks.
3.6. DocuSign
• Feature/API: automate digital consent collection via REST API; Sample: On patient request, send automated DocuSign PowerForm and track e-sign flows.
3.7. Adobe Sign
• Feature/Setting: automate eSignature requests via webhook; Sample: Trigger "agreement started" event for record transfer consent.
3.8. Box
• Feature/Setting: automate secure file collection/upload via Box API; Sample: Create automated folder per patient and upload medical records.
3.9. Google Drive
• Feature/API: automate file drop and access notifications; Sample: On file uploaded, automate share link to recipient and alert via email or SMS.
3.10. Microsoft OneDrive
• Feature: automate secure record uploads on folder creation; Sample: Automatedly set permissions and notify recipients on new file drop.
3.11. Twilio SMS
• Feature/API: automate consent reminders or status updates via SMS; Sample: Trigger SMS to patient when request is received or fulfilled.
3.12. SendGrid Email API
• Feature/API: automate status/notification emails for progress updates; Sample: Automated sending of “Request Received/Completed” templates.
3.13. Redox
• Feature: automate EHR integration with record retrieval/transfer APIs; Sample: Use Redox "Clinical Summary" API to pull/push documents.
3.14. SFTP Servers
• Feature/Setting: automate secure medical record upload/download; Sample: Automated connection and scheduled transfer to SFTP endpoint.
3.15. AWS Lambda
• Feature/API: automate backend processing of record requests; Sample: Lambda triggers on file upload to automate compliance checks.
3.16. Google Cloud Functions
• Feature/API: automate transformation and routing logic for received files; Sample: Trigger on GCS bucket events and automate response.
3.17. Slack
• Feature/API: automate internal record request notifications; Sample: Automatedly post updates to channel on status changes.
3.18. Zendesk
• Feature/API: automate patient support ticket creation and update; Sample: On record request, automate Zendesk ticket for tracking.
3.19. Asana
• Feature/API: automate task creation for follow-ups and escalation; Sample: On request receipt, automatically assign follow-up task to care team.
3.20. HubSpot
• Feature/API: automate CRM workflow for patient communication; Sample: Automate contact update and campaign trigger on medical record events.

Benefits

4.1. Automates end-to-end pediatric medical record transfer, reducing manual data entry and request delays.
4.2. Enhances security/compliance by automating consent, tracking, and secure file handling.
4.3. Automates notifications and reminders to ensure prompt stakeholder engagement and reduced bottlenecks.
4.4. Automator workflows increase productivity, accuracy, and rapid access to critical patient data.
4.5. Automating routine record coordination allows pediatric rheumatology providers to focus on care delivery.