Overview
What is offboarding?
Offboarding refers to the process of closing a practice or transitioning away from Elation EHR. This process includes exporting patient records, notifying patients about the change, and ensuring continuity of care during the transition.
Why is a proper offboarding process important?
A well-planned offboarding process ensures:
- Patients receive their medical records as required by law.
- Patients are informed about the transition and know how to access their records.
- No clinical data is lost during the transition.
- Your practice meets regulatory requirements for record retention and patient notification.
Workflow Instructions
Exporting patient data
You have several options for exporting patient data from Elation, depending on your needs.
Exporting individual patient records (self-service)
For individual patient record requests, you can export data directly from the patient’s chart.
| 1 | Navigate to the patient whose record you want to export. |
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| 2 | Click More → Data Exchange in the gray navigation bar. |
| 3 | Select one of the following export options: Export Entire Health Information (EHI) - Exports all patient data in computable format • Export Complete Record (C-CDA) - Exports a complete clinical summary • Export Customized Record (C-CDA) - Allows you to select specific sections to export  |
| 4 | Download or share the export. For EHI exports, you will receive two emails: one with a download link and one with the password. For other exports, the file downloads immediately. |
You must have Admin level privileges to export EHI data. To become an Admin, ask an existing Admin level user in your practice to grant you privileges via the Manage Accounts Settings page.
Exporting records for multiple patients (self-service)
To export C-CDA files for multiple patients at once:
| 1 | Click Reports → Patient List in the blue navigation bar. |
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| 2 | Apply filters if needed (e.g., by provider, last seen date) and click Generate List . |
| 3 | Click Download → Download CCDA.  |
| 4 | Enter a password to protect the .ZIP file containing the patient records. |
| 5 | Wait for the file to be generated and then download the file. For large patient panels, you can schedule the download for off-hours. |
For large practices, use the Schedule a CCDA download option to schedule the export during off-work hours. Copy the URL provided so you can download the file when it’s ready.
Requesting a full practice data export (requires Support)
For a complete practice-wide data export, including EHI data for your entire patient panel:
| 1 | Notify Elation you would like a full practice data export by reaching out to your Customer Success Manager or by submitting a request here . |
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| 2 | Let us know the following information: Your practice name and Elation practice ID • The date range for the export (if applicable) • The format you need (EHI, CCDA, or both) • Your timeline for the transition |
Bulk EHI exports for entire patient panels require Elation Support involvement. Expedited or customized exports may include additional costs. Contact Support for specific timelines and pricing.
Notifying patients about practice closure or EHR transition
Use Elation’s Bulk Letter feature to send mass communications to your patients.
Sending a Bulk Letter to notify patients
| 1 | Click Reports → Patient List to identify which patients to notify. You can filter by: Provider (for patients assigned to a specific provider) • Last seen date (for patients seen within a specific timeframe) • Patient Passport status (to target patients who can receive electronic messages) |
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| 2 | Click Generate List , then select the patients you want to notify. Click Send Bulk Letter . |
| 3 | Create a letter explaining: The practice closure or EHR transition and effective date • How patients can request copies of their medical records • Who to contact for ongoing care or referrals • Instructions for Patient Passport users to download their own records |
| 4 | Choose your delivery method(s): Send via Patient Passport (for patients with active accounts) • Invite patients to Patient Passport (to enable electronic delivery) • Print letters for mailing (for patients without Passport access) |
| 5 | Click Next to review your message and configurations, then click Send Bulk Letter . |
For practice closures, we recommend using all delivery methods to ensure maximum patient notification. Send electronically via Patient Passport AND print letters for mailing to patients without Passport accounts.
Sample Bulk Letter content for practice closure
Consider including the following in your patient notification:
- Announcement of closure/transition with the effective date.
- Options for obtaining medical records:
- Download records through Patient Passport (if applicable).
- Request records by calling or writing to the practice.
- Referral information for ongoing care.
- Timeline for when records will remain accessible.
- Contact information for questions.
Enabling patients to download their own records via Patient Passport
Patients with Patient Passport accounts can download their own records directly.
Inviting patients to Patient Passport
If patients don’t have Passport accounts, you will first need to invite them. You can send them an invite in bulk following these instructions:
| 1 | Click Reports → Patient List and filter for patients without Passport accounts. |
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| 2 | Select the patients and use the Bulk Letter feature to invite them to sign up for Patient Passport. |
| 3 | In your message, explain how they can use Passport to: View their health records • Download clinical summaries • Communicate with the practice before the transition |
Records patients can access via Patient Passport
Patients with Passport accounts can access and download the following records:
- Their health summary, medications, allergies, and immunizations
- Clinical summaries
- Any records attached to Patient Letters
Encourage patients to download their records from Patient Passport before the practice closure date to ensure they have copies of their information.
Completing the offboarding process
Before finalizing your practice closure or EHR transition, use this checklist to ensure you have completed all required steps:
Offboarding Checklist
| Step | Task | Details |
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| 1 | Export patient records | Export all patient records you need to retain using EHI or C-CDA format. |
| 2 | Notify patients | Send notifications to all active patients via Bulk Letter. |
| 3 | Enable Patient Passport access | Invite patients to Patient Passport so they can access their records. |
| 4 | Request bulk exports (if needed) | Contact Elation Support if you need bulk EHI exports for your entire panel. |
| 5 | Handle departing providers | Follow the Best practices for disabling accounts guide. |
| 6 | Download administrative reports | Save copies of all reports (e.g. Patient List, Billing Report, Appointment Report, and Patient Payment Report) for your records. |
Frequently Asked Questions (FAQ)
How long does it take to receive a full practice data export?
Timelines vary based on the size of your patient panel and the type of export requested. Contact Elation Support to discuss your specific needs and timeline.
Can I export data for patients assigned to a specific provider?
Yes. Use the Patient List report to filter by provider, then use the Download CCDA option to export records for those patients. For EHI exports of a specific provider’s panel, contact Elation Support.
What format should I request for data exports?
- C-CDA (CCDA) - Best for importing records into another EHR system
- EHI Export - Best for comprehensive data retention, includes all electronic health information in computable format
Can patients request their own records through Elation after the practice closes?
Patients can only access records through Patient Passport while the practice account is active. Encourage patients to download their records before the closure date.
Do I need to notify Elation before closing my practice?
Yes. Contact Elation Support to notify them of your planned closure date. This ensures proper account handling and allows time to coordinate any bulk data exports you may need.
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