Skip to main content
This article provides a step-by-step checklist for practice owners and administrators preparing for practice closure or transitioning to a different EHR system. It covers exporting patient data, communicating with patients, and ensuring continuity of care.

​
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. Open the patient’s chart - Navigate to the patient whose record you want to export.
  2. Access Data Exchange - Click More → Data Exchange in the gray navigation bar.
  3. Choose an export option - Select one of the following:
    • 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. Navigate to Patient List - Click Reports → Patient List in the blue navigation bar.
  2. Generate your patient list - Apply filters if needed (e.g., by provider, last seen date) and click Generate List.
  3. Download CCDAs - Click Download → Download CCDA.
  4. Set a password - Enter a password to protect the .ZIP file containing the patient records.
  5. Download the file - Wait for the file to be generated. 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. Contact Elation Support - Submit a request for a full practice data export.
  2. Provide required information - Include:
    • 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. Build your distribution list - 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)
  2. Generate and select patients - Click Generate List, then select the patients you want to notify. Click Send Bulk Letter.
  3. Write your message - 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 delivery method - Select whether to:
    • 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. Review and send - 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

Patients with Patient Passport accounts can download their own records directly.

​
Inviting Patients to Patient Passport

If patients don’t have Passport accounts, you can invite them in bulk:
  1. Generate a Patient List - Click Reports → Patient List and filter for patients without Passport accounts.
  2. Send Passport invitations - Select the patients and use the Bulk Letter feature to invite them to sign up for Patient Passport.
  3. Include instructions - In your message, explain how they can use Passport to:
    • View their health records
    • Download clinical summaries
    • Communicate with the practice before the transition

​
What Patients Can Access via Patient Passport

Patients with Passport accounts can:
  • View their health summary, medications, allergies, and immunizations
  • Download clinical summaries in PDF format
  • Send and receive secure messages
  • View lab results and other reports
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

StepTaskDetails
1Export patient recordsExport all patient records you need to retain using EHI or C-CDA format
2Notify patientsSend notifications to all active patients via Bulk Letter
3Enable Patient Passport accessInvite patients to Patient Passport so they can access their records
4Request bulk exports (if needed)Contact Elation Support if you need bulk EHI exports for your entire panel
5Handle departing providersFollow the Best practices for disabling accounts guide
6Download administrative reportsSave copies of Patient List, Billing Report, and Appointment 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.