Elation Read-Only Access

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Overview

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What is Read‑Only access?

Read‑Only access allows you to:

• Sign in to Elation using approved user accounts, and
• View existing data in your Elation EHR, such as visit notes, documents, labs, and imaging, and
• Print or download specific information as needed,

while preventing any new changes to your clinical data. Read‑Only access is intended to:

• Help you continue caring for patients when the main Elation EHR site is not available or not accessible, and
• Help you meet medical record retention and record request needs after your active Elation EHR subscription ends.

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What read only options are available?

Elation offers Read‑Only access in two main scenarios

1. A Read‑Only website that active practices can use when the main Elation EHR site is not available or not accessible.
2. A Read‑Only practice status for practices that have ended their active Elation EHR subscription but still need secure access to historical patient records.

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Read‑Only website when Elation EHR is not available (active practices)

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When to use the Read‑Only website

Use the Read‑Only website if:

• You are an active Elation EHR customer, and
• app.elationemr.com is not available, not loading as expected, or you cannot sign in, or
• The ElationEMR Status Page indicates a service disruption that affects the EHR.

In these situations, the Read‑Only website gives you view‑only access to your existing EHR data so you can continue seeing patients while Elation engineers work to restore normal service.

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How to access the Read‑Only website

You may also see a link to the Read‑Only website on the status page or in in‑app banners when the main EHR site is not functioning as expected.

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What you can do in the Read-Only website

While using the Read‑Only website, you can:

• View existing patient charts
  • Open patient charts to review:
    • Previously signed visit notes
    • Documents and scanned records
    • Lab and imaging results
    • Other history stored in the chart
• Print information from the chart
  • Print the information you need so you can document care on paper or in your usual temporary workflows while the main site is not available.
• View your schedule and start integrated video visits
  • View your Elation Calendar to see upcoming appointments.
  • For appointments that were already scheduled as integrated video visits, you can use the Start Video button from the Read‑Only website to join those video visits (assuming the video vendor itself is available).

We recommend using the Read‑Only website to reference clinical information and keep your schedule moving, then updating the EHR once full functionality returns.

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What you cannot do from the Read‑Only website

Because the Read‑Only website is configured to protect your data when the main EHR site is not available, it does not support normal write‑type actions. Click here for more details about unsupported actions. While on the Read‑Only website, you cannot:

• Enter or edit information in patient charts (for example, you cannot):
  • Create or sign new visit notes
  • Change diagnoses, medications, allergies, or other structured data
• Send new prescriptions or refills, including controlled substances
• Place electronic lab or imaging orders
• Send provider letters or referrals via Elation fax
• Send or manage new patient messages or portal conversations

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Recommendations for documentation while the EHR site is not available

When the main site is not available, we recommend:

• Documentation
  • Document your encounters outside of Elation (for example, on paper or in a secure text document).
  • Once the EHR is fully restored, upload your temporary documentation to the patient’s chart (for example, as a “New Visit Note” document) so it is stored for future reference.
• Orders and referrals
  • For urgent orders or referrals, call the facility or use an external fax solution.
  • For non‑urgent items, draft them and wait to sign and send them once the EHR is back to normal service.
• Prescriptions and EPCS
  • For urgent prescriptions, call the pharmacy to provide a verbal order (if permitted in your jurisdiction).
  • For non‑urgent prescriptions, draft them and sign them once e‑prescribing connectivity returns.
• Lab results
  • For urgent results, call the lab vendor to obtain the results directly.
  • For non‑urgent results, you can wait for the integration to resume; results will flow into Elation once service recovers.

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Reliability and limitations

The Read‑Only website is intended to be available when the main EHR site is not accessible, but there are important limitations:

• The Read‑Only site shares some underlying infrastructure and services with the main EHR.
• In certain types of incidents (for example, issues affecting the primary database or shared infrastructure), both the main EHR and the Read‑Only environment may be impacted at the same time.

If you cannot reach the Read‑Only website:

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Read‑Only practice status after your active subscription ends

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When Read‑Only practice status is used

Read‑Only practice status is used when:

• Your practice has ended its active Elation EHR subscription, and
• You still need secure access to historical EHR data (for example, to respond to patient record requests or audits).

In these cases, Elation may offer Read‑Only access as an ongoing, limited service:

• You pay for a set number of Read‑Only users who can sign in and view historical data from your Elation practice.
• Your practice and users are configured so that no new clinical data can be created or modified.

Read‑Only practice access is only available to practices that are no longer using Elation for active charting. It is not a user type that can be applied selectively in an otherwise active Elation EHR practice.

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What you can do with Read‑Only practice access

If your practice has been configured in Read‑Only status and you have an approved Read‑Only user account, you can:

• Sign in to Elation EHR
  • Use your existing Elation login (email and password) to sign in to your Read‑Only practice, once the configuration is complete.
• View historical patient records
  • Open charts and review the data that was captured while your practice was actively using Elation EHR, including:
    • Visit notes
    • Documents and scanned files
    • Lab and imaging results
    • Other chart history
• Download or print individual charts
  • Download or print charts for individual patients to respond to record requests, legal audits, or other documentation needs.
  • This allows you to continue meeting your medical record obligations without using Elation as your live EHR.

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What you cannot do with Read‑Only practice access

Read‑Only practice access does not include the ability to:

• Create new visits or visit notes
• Edit or delete existing clinical data in the chart
• Prescribe medications or send refills (including controlled substances)
• Place new lab or imaging orders from Elation
• Send letters or referrals via Elation’s fax service
• Send or receive new patient portal messages (Elation Passport)
• Continue receiving new lab results, external documents, or other integration feeds
• Use Elation Billing or other billing workflows as an active billing system

In other words, Elation in Read‑Only practice status functions as a secure archive viewer, not an active EHR or billing platform.

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Setting up a Read‑Only practice

If you are planning to end your active Elation EHR subscription and would like to explore Read‑Only practice access: If you already have Read‑Only practice access and need to change which users can log in, please reach out to your Elation representative or submit a request via I need help -> Contact Elation Support.

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Quick reference: Read‑Only capabilities

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Read‑Only website when Elation EHR is not available (active practices)

You can:

• Log in at https://app-ro.elationemr.com with your regular EHR credentials.
• View existing patient charts and historical data.
• Print information from charts as needed.
• View your Elation Calendar and start integrated video visits for appointments already scheduled as video visits.

You cannot:

• Enter or edit information in charts.
• Send prescriptions or refills.
• Place new orders or send faxes via Elation.
• Rely on the Read‑Only site to be available in every type of incident, since some issues can affect both the main EHR and the Read‑Only environment.

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Read‑Only practice status (after your active subscription ends)

You can:

• Sign in as a configured Read‑Only user on your practice in Read‑Only status.
• View historical charts and documents.
• Download or print individual charts for record requests.

You cannot:

• Create or edit any clinical documentation.
• Use Elation to prescribe, order labs, send faxes, or send messages.
• Continue receiving new data via integrations or fax.
• Use Elation Billing as an active billing solution.

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Frequently Asked Questions (FAQ)

Can I use the Read‑Only website to fully run my clinic when the main EHR site is not available?

No. The Read‑Only website is designed to let you view existing information and your schedule, but it is not a full replacement for the live EHR. When the main site is not available:

• Use the Read‑Only website to reference charts and appointments.
• Use your temporary workflows (paper charting, phone calls, external fax) for prescribing, ordering, and communications.
• Once Elation EHR is back to normal, enter your documentation and complete orders in Elation.

How up‑to‑date is information on the Read‑Only website?

Under normal conditions, the Read‑Only website stays closely aligned with the data in your live EHR. If the main EHR site is not available, the Read‑Only website may temporarily show a static snapshot of your data from just before the issue began. New data created while the main site is unavailable may not appear until normal service is restored.

Can our active practice buy Read‑Only access for certain users instead of full EHR licenses?

No. Read‑Only practice access is only available to practices that are no longer using Elation for active charting and have ended their active EHR subscription. Active practices should continue to use standard provider and staff user types under their active EHR subscription.

How do we share records when our practice is in Read‑Only practice status?

When your practice is in Read‑Only practice status:

• Use your Read‑Only access to view and download or print specific charts.
• Send those records using your own fax, mail, or secure exchange tools outside of Elation.

Elation’s fax and patient messaging features are not available in Read‑Only practice status.

What if we do not choose Read‑Only when we end our active subscription?

If you are ending your active Elation EHR subscription and do not choose Read‑Only practice access, you can usually request a data export as part of your off‑boarding plan. Your Elation representative can review:

• What export options are available
• How long data will be retained
• Which export or Read‑Only options best meet your regulatory and business needs

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Related Articles

• Support Guide – Elation Downtime Recommendations
• User Accounts Guide – Troubleshooting EHR login issues
• Patient Chart Guide – Uploading documents directly within the patient’s chart