Secure electronic delivery of records upon request

Purpose

1.1. Automate secure electronic delivery of medical records upon patient or third-party request in orthopedic surgery practices, ensuring HIPAA/GDPR compliance, audit logging, access control, speed, and end-to-end encryption.
1.2. Automating consent verification, authorization checks, file retrieval, secure transmission, and notification of delivery for surgical documentation.
1.3. Automatedly track, report, and archive all transactions for legal and insurance audits.
1.4. Automate removal of expired sharing permissions and notify requesters of access changes.

Trigger Conditions

2.1. Patient or authorized requester submits electronic request for records via webform, email, or EHR portal.
2.2. Automatedly received request is matched to patient profile by MRN or ID.
2.3. Consent validated automatically via attached authorization or previous record.
2.4. Status change in EHR/EMR system flags record for automated delivery.
2.5. API webhook triggered from request-tracking portal initiates automation.

Platform Variants

3.1. Google Workspace (Gmail, Drive, Apps Script)
• Feature/Setting: Use Apps Script to automate attachment encryption, Drive link sharing with expiration, and automated email using Gmail API. Sample: Apps Script + DriveApp.createFile + GmailApp.sendEmail.
3.2. Microsoft 365 (Outlook, OneDrive, Power Automate)
• Feature/Setting: Power Automate automates file detection and secure delivery via auto-expiring share links; configure Flow: “When file created → Send outlook email with link”.
3.3. Dropbox Business
• Feature/Setting: Dropbox API automates file sharing with password and expiry via /sharing/create_shared_link_with_settings.
3.4. Box
• Feature/Setting: Box API automates document delivery, notification, and expiring access with /files/content and /shared_links.
3.5. DocuSign
• Feature/Setting: Use DocuSign eSignature API to automate consent signing and envelope delivery with auto-emailing.
3.6. Adobe Document Cloud
• Feature/Setting: Adobe PDF Services API automates PDF creation, encryption, and automated Cloud sharing link with expiry.
3.7. SendGrid
• Feature/Setting: SendGrid API automates secure email notifications with tracking and custom templates.
3.8. Twilio SendGrid
• Feature/Setting: Automate delivery status updates with Event Webhooks for record requests.
3.9. SFTP/Secure File Transfer Platforms (e.g., SmartFile)
• Feature/Setting: SFTP automate record upload and email auto-notification with access credentials.
3.10. AWS S3 & SES
• Feature/Setting: S3 presigned URLs automate limited-time download links; SES automates secure emailed notifications.
3.11. Azure Blob Storage
• Feature/Setting: Automate Blob SAS token creation for expiring links; Logic Apps automate email alerts.
3.12. Google Cloud Storage & Cloud Functions
• Feature/Setting: Automate temporary URL generation in Cloud Storage; trigger via Cloud Functions and Pub/Sub.
3.13. Salesforce Health Cloud
• Feature/Setting: Use Health Cloud Flow to automate record retrieval and secure email link (via integrated email/SMS).
3.14. Epic EHR
• Feature/Setting: Automate record release workflow via App Orchard API’s Release of Information endpoints.
3.15. Cerner
• Feature/Setting: Cerner Open Developer Experience (code API) to automate document sharing and notifications.
3.16. Meditech
• Feature/Setting: Use M-AT APIs to automate record release and auto-email links based on request status.
3.17. Slack
• Feature/Setting: Automate secure file sharing and notifications to compliance channels with Slack File API.
3.18. Zapier
• Feature/Setting: Multi-app automator for workflow chaining—parse request, encrypt file, send delivery notice.
3.19. Asana
• Feature/Setting: Asana API automates creation, assignment, and completion tracking of each request as a task.
3.20. Freshdesk
• Feature/Setting: Freshdesk automates secure attestation, request ticket creation, and status-based file sharing via API.
3.21. ServiceNow
• Feature/Setting: Automate record request lifecycle, approval, and secure delivery using Flow Designer and ServiceNow APIs.
3.22. OneSpan Sign
• Feature/Setting: API automates consent, digital signing, and secure download link to recipients.

Benefits

4.1. Automates regulatory compliance and reduces manual error.
4.2. Automator ensures secure, trackable access and detailed audit trail.
4.3. Automatedly decreases turnaround time for patient and legal record delivery.
4.4. Automation guards PHI with encryption and expiry, improving patient trust.
4.5. Automates notifications and reminders, reducing administrative burden.
4.6. Supports automatable, scalable workflows for all document requests in surgery departments.