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Letter Template – Export Medical Record

  • Updated

Effective November 21, 2025, this process replaces the workflow established under EMR-9804 Granting Access to Export Medical Record Role. The associated helpfile has been retired.

 

Background

The Export Medical Record button in VCH was disabled, removing the ability for users to download or print client information with details. This change created a workflow gap for clinics (e.g., Raven Song) that need to provide complete charts after receiving a signed ROI from external providers.

To address this, a new letter template has been introduced. This template allows clinics to print a client’s medical record directly from Profile EMR without first saving the file to a computer. It replaces the previous Export Medical Record (With Details) workflow.

This updated process has been communicated to users who previously held the Export Medical Record role in their accounts.
 

PC leadership had asked Sandra to coordinate getting 1-2 names from each clinic to grant export records and following users have been granted access:

  • Charlene Singh (DCHC)
  • Poornima Nedungadi (RS)
  • Tanya Gerath (RS)
  • Karen St. Clair (Pender)
  • Hermarie Cobarrubias (Pender)
  • Marcia Ballard (HC)
  • Abayomi Aduwo (HC)
  • Joanne Mendioro (HC)
  • Vincci Chung (3B)
  • Michelle Prasad (3B)

Steps to Use the Letter Template

  1. Open a new Encounter for the client.
  2. Enter DRR\ to launch the Documentation Released from Record list form
     
  3. Clicking on ADD will open the blow window. Complete the fields as indicated in the screenshot and click OK
  4. Click Save & Close button close the form

    Note: The contact title is changed to Documentation Released from Record
  5. Navigate to the Actions menu and select Letter module.
  6. In the Look for field, type “Export Medical Record” and double-click the template from the search results.
  7. A warning message will appear.
    • Click Yes to continue.
  8. A new letter will be created containing the following information:
    • Clinic letterhead
    • Client details (demographics)
    • Problem List (Diagnosis, Adverse/Allergies, Procedures, Social/Risk, Administrative and Pregnancy)
    • Usual Medications
    • Overdue Tasks
    • Interventions Still Due
    • History (Family, Social, Past and Obstetric)
    • Immunizations
    • Encounters (for the logged-in POS only)

  9. To include additional information, go to the Attachments tab and select from the following options as needed:

    • Documents
    • Letters
    • Pathology / Lab Results
    • Radiology
    • Referrals
    • Attachments Tab - Each category in the Attachments tab initially displays only the 20 most recent items. To view additional items:
      1. Select the desired category
      2. Click Load More to display further items
      3. Repeat as needed until all items are visible

    Note: Do not select Adverse, Diagnosis, Encounters, Social/Risk, or Usual Medications as these are already included in the main letter body.

  10. Print the letter:
    1. Choose your printer or PDF.
    2. If saving as a PDF, always save to your network drive (H:), not your desktop.
  11. (Optional) To preview the letter before printing, click the Preview icon.