Clinical Research Operations

How to Submit a Patient's Outside (Non-NIH) Record(s) to the Clinical Center Medical Record Department for Scanning and Viewing in CRIS

STEP 1: Identify which outside (Non-NIH) Record(s) to the Clinical Center Medical Record Department for Scanning and Viewing in CRIS

• In the interest of eliminating unnecessary bulk and retaining meaningful information, entire outside medical records are not routinely filed in the Clinical Center medical record. Institutes should select documents of significance to be scanned into the electronic medical record (i.e. CRIS).

•   The following categories in CRIS will identify the outside medical information:

• Outside Lab Results
• Outside Imaging Results
• Outside Pathology
• Other Outside Diagnostic Test Results
• Outside Physician Notes
• Other Outside Notes

STEP 2: Enter patient identification information on the outside of document(s)

• Include the patient’s Clinical Center medical record number and name in the bottom left-hand corner of each document to be filed. This can be handwritten in ink or attach the Clinical Center patient label.
• See Clinical Center’s Medical Record Handbook, page 50, section entitled “Processing of Non-NIH Medical Information” found at: http://intranet.cc.nih.gov/ccc/mrh/mrhandbook.pdf.

STEP 3:  Send the outside document(s) to the Clinical Center’s Medical Record Department  

• Place documents in an interoffice envelope and mark it “Confidential”
  • You can attach a cover memo to include the submitter’s contact information in case Medical Records has any questions, but this is not mandatory.
• Send documents to the Medical Record Department through:
• inter-office mail to Record Management Section, Building 10 Room 1N211
• Clinical Center tube system – Station #815, Record Management Section..

STEP 4:  Medical Records Processing

• The expected turnaround time is 1-2 days. Materials received during the day will be sorted at night and scanning will be done the next day.
  • There may be exceptions when extraordinarily large batches of outside materials are received. There may be a delay of a day in this instance.
• Outside lab results are top priority. 
• Outside records are dated per the date of the document.  

STEP 5:  Viewing Outside Records

• Outside records can be viewed from the Documents Tab using the following Document Selection filters:
• Outside Records (all outside medical information)
• Prescriber Notes (all outside prescriber notes)
  • The Prescriber Notes filter has been updated to include the outside prescriber notes. The previous two filters: Prescribers and Prescriber Notes have been incorporated into the Prescriber Notes filter.
• To view the scanned files, use the media icon  shown next to the document name in CRIS.

To view a screenshot from CRIS, please click the link below:    

 Appendix 1 (Word)