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Why should I convert external visit notes into Elation visit notes?

At Elation we believe that you should never sacrifice clinical effectiveness for administrative efficiency. That is why we have designed Elation to allow you to take your existing visit notes from either paper or another EMR system and seamlessly transform them into an Elation visit note. By converting your existing visit notes into Elation visit notes you will be able to add structured clinical data such as vital signs and diagnoses. You will also be able to streamline clinical communication through letters and even create a create a super bill or patient invoice from the visit note.

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Conversion options

There are a few ways to convert your external visit notes into Elation visit notes:
  1. If your external visit notes are all on paper
  2. scan the paper notes onto your computer as PDF files using a scanner
  3. fax the paper notes from a physical fax machine to yourElation fax number so that your paper notes become PDF files in the Fax Inbox
  4. If your external visit notes are in another electronic health record system, export the visit notes from the other system as PDF files and upload the PDF files into Elation

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Uploading PDF visit notes into Elation

You will use the drag-and-drop feature to upload your external visit notes into Elation.
  1. Open the patient’s chart
  2. Find the old visit note you want to file into your patient’s chart on your computer
  3. Click on the file from your the folder on your computer, hold down on your mouse cursor and drag the file anywhere over the patient’s chart in Elation and release your mouse cursor to drop the file
Drop Visit Note.png
  1. Fill out the reviewer’s name, date of document, select the document type “New Visit Note” and check off “File on behalf of Reviewer”.
File Visit Note.png
  1. Click “Upload File” when you are ready to upload the old visit note
  2. Wait for the document to upload and process before moving or removing it from the original location on your computer or the upload will fail.
  3. Once processed, the document will appear as a visit note in your patient’s Chronological Record.
The visit note format used for this feature will be based on the reviewer’s default visit note format as selected from the reviewer’s user preferences. Frequently Asked Questions (FAQ) I have a large quantity of old visit notes I want to upload, is there a quicker way to achieve this? If you have a large quantity of old visit notes from another electronic health record system and the other electronic health record system can provide you with an export of all of your patients’ visit notes, Elation can attempt to import those visit note files for you in bulk. Practices that are new to Elation may receive this bulk import free of charge as part of their Elation implementation. Please notify your implementation manager if you would like a bulk visit note import to discuss this option in more detail. Once the visit notes are imported to corresponding patient charts, you will see the visit notes in the Chronological Record section of each patient’s chart. Can I use this same method to convert old reports to Elation reports? Yes, you can use this same method to convert old paper reports or reports from other electronic health record systems into Elation reports. Related Articles Patient Chart Guide- Uploading documents directly within the patient’s chartVisit Note Documentation Guide- Visit Note FormatsBilling Guide- Creating a Super Bill and coding for your visitBilling Guide- Patient Invoicing- Generating invoices to patients for services rendered