Overview
What is the Elation Provider Directory/Care Team?
The Provider Directory (also known as Care Team for customers using the Collaborative Health Record feature) is a centralized database of Providers and Organizations used for sending a Provider Letter or Referral. The Provider Directory is composed of Elation Contacts and Custom Contacts. Details about each contact type are provided below.What are the benefits of the Provider Directory/Care Team?
The Provider Directory/Care Team database is equivalent to a Contacts List or Address Book. The database offers access to contact information for thousands of Providers and Organizations, allowing you to seamlessly use their details when sharing patient information via any method supported by the Letter & Referral features.What are the differences between an Elation Contact and a Custom Contact?
The following table outlines the differences between Elation Contacts and Custom Contacts.| Elation Contact | Custom Contact | |
|---|---|---|
| Indicator | Indicated by a blue Elation E* label next to their name.  | Indicated by a blue ‘Custom Contact’ label in their contact details and P* Passport logo next to their name.  and  |
| Source | Providers using Elation EHR. • Providers or Organizations with Elation Connect accounts. • Providers or Organizations in the National Provider Identifier Registry Public Search (NPPES NPI Registry). | Created by your practice. |
| Access & visibility | Available to all Elation users. • Can be found in both the Provider Directory and while drafting a Letter or Referral | Available only to your practice. • Can only be found when drafting a Provider Letter or Referral |
| Maintenance | Maintained by Elation. | Maintained by your practice. |
| Editable Contact information | Speciality • Direct message address • Address • Ste or apt # • City • State • Zip • Phone • Fax • Cell Phone • Preferred fax • Email • Notes | Contact type (Individual Provider or Organization) • First Name(For Individual Providers Only) • Last Name(For Individual Providers Only) • Middle Name(For Individual Providers Only) • Credentials (For Individual Providers Only) • Organization Name (For Organizations Only) • Speciality • Direct message address • Address • Ste or apt # • City • State • Zip • Phone • Fax • Cell Phone • Preferred fax • Email • Notes |
- If the Contact has an Elation logo in their profile then they will only receive information in their Elation account, regardless if other contact information is available.
- For all other contacts, the chart below shows how information will be delivered, based on the information in their contact details.
Workflow Instructions
Searching for Contacts
Searching while drafting a Provider Letter or Referral
This method shows results for Elation Contacts and Custom Contacts:Searching in the Provider Directory window
This method shows only results for Elation Contacts:Managing Elation Contacts
Exception: You cannot create or delete Elation Contacts—but you can make edits that are visible to your practice only.
Updating an Elation Contact
Managing Custom Contacts
Creating a Custom Contact
Updating a Custom Contact
Deleting a Custom Contact
Frequently Asked Questions
Why is a provider’s information from the NPPES NPI Registry incorrect?
Elation imports contact information from the NPPES database periodically. If the registry has been updated since the import, existing contacts won’t reflect those changes automatically. You can manually update the contact information for that Elation Contact to reflect the most current information.Why are some provider names not clickable in the Elation Directory?
If a Provider’s/Organization’s name appears in plain, black text (and not blue text that is clickable), it means they have never communicated with Elation users before. Click Letter or Referral under their name, and then click Edit to view or update their contact information.What happens when I can’t find the provider I am looking for?
If you have tried various search parameters and you are unable to find a specific Provider/Organization in the database, create a Custom Contact.Will changes made to Elation Contacts affect other practices?
No, changes made to Elation Contacts are only visible within your practice.Can I update the clinic name or NPI for a Contact?
No, the clinic name and NPI cannot be edited.Can I delete an Elation Contact?
No, Elation Contacts are managed by Elation and cannot be deleted. Only Custom Contacts can be deleted.Why can’t I save a Custom Contact?
Add a Direct message address, Fax, or Email to save a Custom Contact.Do contact updates apply across Workspaces?
Yes, contact updates show in all Workspaces within your Elation account.Can I see who edited a contact?
No, there are no audit logs for contact edits.If different users make changes to the same contact, will they create duplicates?
No, when multiple users edit a contact, only the last saved changes are kept. No duplicates are created.Can I add new specialties to the database?
No, specialties are managed by Elation and cannot be added manually.Can I store more than one address for a contact who has multiple locations?
No, each contact has a single Address field. As a workaround, note the additional location(s) in the contact’s Notes field.Can I export or print my full list of Directory contacts?
Not at this time — there’s no built-in option to export or print your complete list of Custom Contacts from the Directory. You can still view and edit contacts individually: from a Letter or Referral, search for the contact in the To field and click Edit Contact, or from any patient chart, click Directory and search for the contact. If you’re looking to export patient contact details instead of Directory contacts, use the Patient List Report and click Download CSV.How do I find a provider’s Direct message address?
Locate the contact using either search method above, then open their contact details—from a Letter or Referral, click Edit Contact next to their name; from the Provider Directory window, click their name. Their Direct message address appears in their contact details if one is on file. See the Direct messaging guide for the full step-by-step workflow.Related Articles
- Letter & Referral Introduction
- Letter & Referral Guide - Sending correspondences to other Elation EHR Users
- Letter & Referral Guide - Sending and receiving Direct messages
- Letter & Referral Guide - Sending a fax
- Letter & Referral Guide - Sending correspondences via a secure Provider Portal
- Letter & Referral Guide - Accessing patient information sent by an Elation EHR user
- Letter & Referral Guide - Fax Usage Settings