Medical Records owns outbound documents, provider-signature follow-up, and filing returned records to the correct patient chart.
Clinical review comes first. Medical Records starts after an order, plan of care, or add-on eval is approved and ready to send.
Tasks they own
Task | What it means |
Send Provider Order | Send an approved order by fax, e-signature, portal, mail, or the provider's preferred method. |
Follow Up for Provider Signature | Track unsigned orders, plans of care, and other documents until they are returned. |
Attach Signed Orders and Faxes | File returned documents to the correct order and patient chart. |
Obtain Eligible Face-to-Face Documentation | Confirm the F2F document exists, is signed by an eligible provider, falls inside the required window, and is attached to the right patient. |
Verify Provider Notes | Confirm H&P, operative notes, and other provider documentation are present when needed. |
Order handoff
The Clinical Manager approves the clinical content. Medical Records sends the approved order and follows it until the signed copy comes back.
A signed order is not done until it is filed to the patient chart. Automated e-signature and QR-coded fax returns attach automatically. Manual returns are linked by hand.
F2F handoff
Medical Records confirms that the face-to-face document has the required signature, date, and provider information.
The Clinical Manager's F2F review is still separate. Clinical review confirms the F2F aligns with the visit note, plan of care, and OASIS.
If something goes wrong
An approved order is not moving. Open the Orders dashboard and check whether it is Ready to Send, Awaiting Signature, Failed to Send, or Signed - Unfiled.
A signed copy came back but did not attach. Link the document by hand and file it to the chart.
The provider information is wrong. Correct the provider record or delivery method before resending.