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What are Imaging Order Forms?

The Imaging Order Form allows you order testing using different forms of energy to examine different parts of the patients’ body to assist with diagnosing and monitoring diseases/conditions/disorders. Common forms of imaging tests are:
  • X-rays
  • CT scans
  • MRIs
  • Mammograms
  • Ultrasounds
  • Fluoroscopies
  • PET scans

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Creating an Imaging Order

There are a few ways to initiate Imaging Orders in Elation:
  1. Clicking on the “Orders” >> “Imaging Order” button at the top of the patient’s chart
  2. Clicking on the “Imaging” button in any visit note or note
  3. Using an existing Imaging Order and re-ordering the same tests
The Imaging Order Form has the following fields and the fields with an asterisk are required fields:
  • *Test(s)- which test(s) you want the patient to complete. See below for more information about this field
  • *Reason- the reason the patient needs the testing
  • Dx- which health condition is related to the test(s)
    • If the patient has problems with associated diagnosis codes in the patient’s Problem List , those codes will automatically appear in the dropdown for you to select. Use the Problem List Guide to learn more about this feature.
  • Copy To- which provider do you want to also send a copy of results to
  • *Center - which test center you recommend the patient goes to
    If you would like to add additional imaging testing centers to your Imaging Order Form, use the “I need help” -> “Contact Elation Support” button in your Elation account and send the following information to the Support Team who can assist you with adding the test center to your account:
  • Under the “more…” section
    • STAT Wet Reading Phone Report- check this box if you want results urgently by phone
    • STAT Wet Reading Fax Report- check this box if you want results urgently by fax
    • Instruction- any special instructions for the test center. You can also use our special instruction checkboxes to quickly add standardized instructions.
    • Notify Via- how the patient should be notified of their results
    • Do test on- when you want the patient to complete the test(s)
  • Keep as confidential- use this checkbox to mark the order as a confidential record.
    • If you mark a record as confidential, that record will always have a special indicator that can be seen from anywhere in the patient’s chart. This will allow members of your practice to take caution when printing or sharing the record. Learn more about confidential records in the Patient Chart Guide- Managing confidential records article.
Once you are ready to complete an Imaging Order, click “Print & Close” or “Sign & Close” a the bottom of the Imaging Order Form . Imaging Order Form.png

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Managing imaging tests

When you begin typing in the “Tests” field you will begin to see a dropdown of tests that are part of your imaging test database. If there is a test you want to order that does not appear in the imaging test database, you can add the test to your database by typing in your own test name in the test field and completing an order. The new test will then appear in your imaging test database the next time you or anyone in your practice uses the Imaging Order Form for any patient
Take caution when adding new tests to your test database. You will not be able to edit or remove test names after adding the test to your test database.

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Re-ordering, changing or canceling imaging orders

Previous imaging orders can be easily re-ordered by hovering over the signed order in the Chronological Record or in the Reports tab and clicking “Actions” >> “Reorder”.
If the order has already been faxed to an imaging center or shared with a patient and you would like to change or cancel the order, please contact the imaging center to notify them of the changes and contact the patient to provide them with a new imaging order if needed.

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Sharing imaging orders with patients

The best method of sharing imaging orders with patients is via Patient Passport as it is a secure and HIPAA-compliant portal and patients will always have access to the imaging order. To share a imaging order with a patient via Patient Passport:
  1. Find the signed imaging order in the Chronological Record or in the Reports tab and click “Actions” >> “Send Patient Letter”
  2. A new Patient Letter draft will open up with the imaging order attached
  3. Complete the remaining fields of the Patient Letter as needed
    Feel free to reference the Letters & Referrals Guide- Sending messages to patients & corresponding with third party professionals article for more information on completing a Patient Letter.
  4. Click “Sign & Send” to send the order to the patient’s Passport account
The patient will receive a notification that new information was shared with them via their Passport account and the patient can sign in to their Passport account at any time to view and print the imaging order. Alternatively, you can always print an imaging order and hand the imaging order to the patient if the patient is in the office with you. To print a imaging order, find the signed imaging order in the Chronological Record or in the Reports tab and click “Actions” >> “Print”

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Sending imaging orders to testing facilities

After you create and sign an imaging order, you can electronically fax it to a vendor via Elation’s Letter to Provider feature.
  1. Find the signed imaging order in the Chronological Record or in the Reports tab and click “Actions” >> “Send Provider Letter”
  2. In the “To” field, type the fax number of the vendor. If a search result appears in the Provider Directory dropdown, click on the result to select an existing contact.
  • If this is the first time you are faxing to the vendor and you are unable to find them in your directory, press the TAB key on your keyboard and a dialogue window will appear prompting you to save the fax number to a new contact. Select “Organization”, type the name of the vendor, and click “Save”. This will allow you to search for the vendor by their name moving forward.
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  1. Type a subject and message to the vendor as needed.
  2. Next, click on “Select Chart Items to Attach”.
  3. Check the checkbox for “Patient Demographics” and click “Attach Items”.
  4. At the bottom of the letter, check the checkbox for “Also fax copies of attachments”.
  5. Click “Sign & Send” to fax the order to the vendor.
To fax the imaging order outside of Elation with your physical fax machine, you can print a copy of the imaging order by clicking “Actions” >> “Print” and then use your fax machine.

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Receiving test results

Once a patient completes an imaging order and the results are finalized, the imaging vendor will send you the test results:
  1. directly through Elation if you have a results interface set up
  1. via fax (if a fax number was shared with them)

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Close-the-loop feature

Being aware of outstanding orders is vital to prioritizing patient outreach efforts and informing future care plans, which is why we have incorporated an optional set of features that will help your practice keep track of outstanding orders. Learn more about the *Close-the-Loop * experience and how to request access in the Orders Guide- Following up on outstanding lab, radiology or other orders article.

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Frequently Asked Questions (FAQ)

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Can staff members help me create imaging orders?

Yes! Staff Level Users can draft sleep orders for any patient. Once they are done drafting an order, Staff Level Users can click “Save as Draft & Close” to keep the imaging order in the Requiring Action section of the patient’s chart for providers to complete and sign off. When Staff Level Users draft imaging orders, the orders are always assigned to the Provider Assigned in Practice as noted in the patient’s demographics. If you would like staff members to sign imaging orders on your behalf, you can assign them as a delegate. Learn more about staff delegates here .

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Can I send imaging orders electronically to imaging centers?

You cannot send imaging orders electronically to imaging centers directly from the Imaging Order Form. You can create an imaging order and then send the signed order via fax to imaging centers. Learn more about faxing to imaging centers in the Sending imaging orders to testing facilities section.

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Does Elation have any integrations with imaging testing centers?

Yes, Elation does have any integrations with certain imaging centers and we can receive electronic imaging results from these centers. You can always view the most up to date list of integrated partners in our Partners page. To request an integration with one of our integrated partners, click the “I need help” -> “Contact Elation Support” button at the top of your Elation account and send the following information to our Support Team:
  1. Name of the imaging center
  2. Full name of your imaging center representative
  3. Email and phone number of your imaging center representative
Can I order other medical tests in Elation? Yes! You can also order lab, cardiac, pulmonary and sleep tests in Elation. Find out more about the different medical tests forms in the Order Forms Introduction article.