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Use this checklist to prepare for practice closure, EHR transition, or other offboarding scenarios. This guide covers exporting patient records, notifying patients, and ensuring a smooth transition.

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Overview

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Who is this guide for?

This guide is for practice owners and administrators preparing for:
  • Practice closure
  • Transitioning to a different EHR system
  • Major practice changes requiring patient notification and record export

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What is offboarding?

Offboarding refers to the process of closing your Elation account or transitioning away from Elation EHR. This includes exporting patient clinical data, notifying patients of changes, and ensuring continuity of care.

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Workflow Instructions

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Exporting patient records

You can export patient clinical summaries in C-CDA (CCDA) format, which is a standardized file type that allows secure transfer of medical records between EHR systems.

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Exporting C-CDA files for multiple patients

Admin Level Users can export C-CDA files in bulk for multiple patients using the Patient List Report.
  1. Navigate to Patient List - Click Reports in the blue navigation bar, then click Patient List.
  2. Apply filters - Apply filters to narrow down the list of patients, or click Generate List to view all patient charts.
  3. Download CCDA files - Click Download → Download CCDA.
  4. Create a password - Create and enter a password (twice) to protect the .ZIP file that will be created.
    You will need to securely share this password with the recipient of the C-CDA files if applicable.
  5. Wait for download - If there are many patient charts or a lot of clinical information, it may take more than a few minutes for the bulk C-CDA file to be generated.
    Keep the Patient List Report window open until you see the download prompt.
The bulk export provides a password-protected .ZIP file containing individually labeled CCDA files for each patient.

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Exporting individual patient records

You can export C-CDA files for specific patients directly from the patient’s chart. Options include:
  • Entire Health Information (EHI) - Exports all patient health information stored at time of export, aligned with regulatory requirements for patient data requests.
  • Complete Record - Exports the full clinical record.
  • Customized Record - Allows you to select specific sections to share.
  • Referral Record - Shares relevant information for referring a patient to another provider.
To export from a patient’s chart, open the chart and select the appropriate export option from the available actions.

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When to contact Support

Contact the Elation Support Team using the I need help → Contact Elation Support button for:
  • Bulk C-CDA imports or exports beyond what is available through self-service
  • Questions about offboarding timelines or authorization requirements
  • Assistance with large-scale patient reassignments

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Notifying patients about practice changes

When closing a practice or transitioning to a new EHR, notify patients so they can request their records and understand how to continue receiving care.

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Using Patient List to identify affected patients

Use the Patient List Report to find patients who need to be notified.
  1. Navigate to Patient List - Click Reports in the blue navigation bar, then click Patient List.
  2. Apply filters - Apply filters to identify the relevant patient cohort:
    • Provider - Filter by the provider’s patient panel.
    • Last Seen (Last Signed Visit Note) - Filter by patients seen within a specific timeframe.
    • Patient Status - Filter for active patients.
    • Patient Passport Status - Identify patients who are registered, invited but not registered, or not invited to Passport.
  3. Generate the list - Click Generate List to view the results.
  4. Download for analysis - Download the list as a CSV file for further analysis or to prepare mailing lists for patients without Passport accounts.

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Using Bulk Letter to communicate with patients

The Bulk Letter feature allows you to send the same message to a group of patients at once.
  1. Select patients - After generating your Patient List, select the patients you want to contact by checking the box next to their name, or check the box at the top to select all patients.
  2. Start Bulk Letter - Click the orange Send Bulk Letter button.
  3. Complete the form - Complete the Bulk Letter form:
    • Give your Bulk Letter a short description - For example, “Practice Closure Notice – [Date]”. This is for internal reference only.
    • Compose the Letter - Add a subject and body explaining the practice change, how patients can request their records, and any next steps for their care.
    • Send this as a Patient Passport letter to… - Select patients already signed up for Passport and/or patients who can be invited to Passport.
    • Generate printable PDFs of letters for… - Select patients who cannot receive Passport letters (no email or mobile number on file) to generate paper letters for mailing.
  4. Preview the letter - Click Next to preview the letter and confirm your sending options.
  5. Send the letter - Click Send Bulk Letter.
Use the Bulk Letter Dashboard to track which patients have opened the letter and which may need follow-up.

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Enabling patients to download their own records via Passport

Patients with active Patient Passport accounts can view their clinical profile and visit summaries directly. To help patients access their records:
  1. Invite patients to Passport - Invite patients to Passport if they are not already registered. Use the Bulk Letter feature to send Passport invitations to eligible patients (those with an email address and mobile phone number on file).
  2. Explain access in your communication - In your Bulk Letter or Patient Letter, explain that patients can log in to their Passport account to view and download their health information.
  3. Send additional records as needed - For patients who need additional records (such as lab reports or orders), send those records via a Patient Letter with attachments.

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Checklist Summary

Use this quick reference to understand which tasks you can complete yourself and which require Support assistance.
TaskSelf-service or Support?
Export C-CDA files in bulk via Patient ListSelf-service (Admin only)
Export individual patient C-CDA from chartSelf-service
Run Patient List to identify affected patientsSelf-service
Send Bulk Letter to notify patientsSelf-service
Invite patients to Passport in bulkSelf-service
Request bulk data exports beyond self-serviceContact Support
Questions about offboarding timelines or authorizationContact Support

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Frequently Asked Questions (FAQ)

Can I export all patient records at once?
Yes, Admin Level Users can use the Patient List Report to export C-CDA files for multiple patients in bulk. The export generates a password-protected .ZIP file.
What file format are patient records exported in?
Patient records are exported as C-CDA (CCDA) files, which is a standardized format for securely transferring medical records between EHR systems.
How do I notify patients who do not have Passport accounts?
Use the Bulk Letter feature to generate printable PDF letters for patients who do not have Passport accounts or do not qualify for an invitation. You can then mail these letters to patients.
Can patients download their own records?
Patients with active Passport accounts can view their clinical profile and visit summaries. For other records, you must send them via a Patient Letter.
Who should I contact for questions about offboarding timelines?
Contact the Elation Support Team using the I need help → Contact Elation Support button for questions about offboarding timelines, authorization requirements, or bulk data exports.
Can I use Bulk Letters to notify patients of practice closure or EHR transition?
Yes, Bulk Letters are an effective way to notify patients about practice closure or EHR transition. Use the Patient List Report to identify affected patients, then send a Bulk Letter explaining the change and how patients can request or access their records.