Accept outside data automatically

Normally a clinician checks every item another system sends before it reaches a patient’s chart. Automatic acceptance lets you skip that check, for chosen kinds of new item, from one key or one connected organization. It is off until you turn it on, and it is a decision your clinic takes and owns.

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Who is responsible

Your clinic. Anything added this way becomes part of your patients’ records, and your clinic is responsible for it as if your own team had entered it. The app that sent it and ClinikEHR do not check it for you. Automatic acceptance does not change your agreement with ClinikEHR or with the app. Nothing is checked for you: not whether an item is correct, not whether it belongs to the right patient, and not whether it clashes with what you already know. Allergies and medicines added this way are used by pharmacy interaction checks, so a wrong entry can cause a wrong warning, or a missed one.

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Turn it on

Only an owner or a manager sees the controls. Anyone else who opens the page sees the state of each key and connection, with the line “Only the owner or a manager can change this.” A key you roll or replace, and a connection you set up again after revoking it, starts with automatic acceptance off. Turn it on again.

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What is never automatic

A clinician still reviews:

• Anything that changes or removes something already on the chart, including resolving, stopping, ending or taking out of use.
• Every “no known allergies” statement.
• Anything the chart would refuse, such as an allergy the patient already has. It waits in Review outside data for you to decline.

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See what was accepted

• On the record. Each item shows Accepted automatically from and the app’s name, who turned it on and when, and “not reviewed by a clinician”. It is never shown as confirmed by a clinician.
• In Review outside data. Beneath the waiting items, Accepted automatically (last 7 days) lists what was added, by kind and app.
• A daily summary. Each day an item was accepted, owners and managers get a notice in the bell, “Accepted automatically”, with how many items each app added. It never names a patient. You can mute it with the Patient switch in your notification settings.

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Mark it reviewed

A clinician, a manager or the owner can open an item that was accepted automatically and select Mark reviewed. The line then reads “reviewed by” your name and the date, and the app is told the item has been confirmed.

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Undo it

• Stop new items. Open Automatic acceptance for the key or connection and select Turn off. New items wait for review again. Items already added stay on the chart.
• Take one item out. Open it and choose Entered in error. The confirmation reminds you it was accepted automatically.

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When it pauses

If an app sends more items than your limit in an hour or a day, automatic acceptance pauses itself for that key or connection. New items wait in Review outside data, and a notice in the bell, “Automatic acceptance paused”, tells you. You cannot switch that notice off. It never resumes on its own. Open Automatic acceptance, read the reason, and select Review and turn back on. You read the warning and type your clinic’s name again. A first bulk load of history will usually pause it. That is meant to happen: review the backlog, then turn it back on. If the wording of the warning changes in a way that matters, automatic acceptance pauses until an owner or manager reads the new wording and turns it back on. A small correction does not pause anything.

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Check it worked

Have the app send one new item. It appears on the chart straight away with Accepted automatically from and its name. Then Automatic acceptance shows the kinds you chose.

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If something goes wrong