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Good morning, John 👋

Here's what's happening today

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Add your first patient Start by entering a patient's basic info
›
Send a records request Pull records from a prior provider
›

Good morning, John 👋

⚙

Schedule

Not connected

Requests

Outbound
Inbound
PriorityPatientDOBAppt DateActive RequestsStatusAction

Referrals

Outbound
Inbound
PatientType & OrderReferred ToOrderedDays OpenStatusAction

Patients

All Patients
PriorityPatientDOBAppt DateProviderIntake StatusAction
← Patients
JS

DOB: -  ·  MRN: -

Record Requests

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Documents on File

0 files

Activity

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Patient Info

Appt Date-
Source-
Insurance-
Provider-
Phone-
Email-
HIPAA Release
Intake Form

Care Team

Providers at your clinic who see this patient. Add as many as apply — pick from the list, or type a name and press Enter.

Insurance

Payer—
Member ID—
Last verified Never
+ Front of card
+ Back of card
Verification History ▸

Notes

0
Documents
0
Requests
0
Pending
0
Referrals

Records Inbox

Inbound faxes auto-routed to the right provider. Anything we couldn't match shows below — one click to assign.

Received Patient Sender Routed to Confidence Reroute
No inbound faxes yet.

To-Do

Your morning action list — prioritized by urgency

Automation Rules

Set up automatic follow-up for record requests and referrals

Record Request Follow-ups

First Follow-up
Send reminder if no response
Second Follow-up
Escalate if still no reply
Mark as Failed
Auto-mark and notify coordinator

Referral Follow-ups

Appointment Confirmation
Follow up if no appointment scheduled
Completion Confirmation
Request results after appointment date

Reports & Analytics

Overview
Response Times
Clinic Performance
Referrals
Demographics
—
Active Patients
on the roster
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Records Requests
this month
—
Fulfillment Rate
last 90 days
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Inbox Auto-Routed
last 30 days

Open Workload

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Recent Activity

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📅 Schedule Patient

Connecting to scheduling system...

Connecting to NexHealth...
Fetching available providers and slots
Settings
Manage your account, team, clinic, and integrations
Account
Team
Clinic
Integrations
Security
Notifications
Your Account
Profile information for the user signed in right now.

Detail

New Record Request

Search for patient or create new

Outbound
Inbound
1
Select Patient
2
Choose Clinics
3
Review & Send
or

+ Create New Patient

Manually add a patient not yet in the system

ℹ Patients from scheduling are auto-imported when an EMR is connected. Use this for walk-ins or one-off entries.
* Required

New Referral

Send a referral to an outside provider

Outbound
Inbound
Quick Insert
ownityhealth.com[email protected]
Referred To
Selected Provider / Clinic
New Referral

Dear Scheduling Department,

We are referring the below patient for evaluation and would appreciate your earliest available appointment.

Patient Information
Select a patient above...
Order Details
Complete the form above...
Clinical Notes / Reason
Enter clinical notes above...
Action Requested

✓ Please schedule patient at your earliest convenience

✓ Notify our office of the appointment date

✓ Send consultation notes / results via the secure link below

Secure Upload Link
https://upload.ownity.health/ref/xxxxxxxxxx
Use this link to securely send results back to our office

This referral was sent via Ownity, a HIPAA-compliant care coordination platform. If you have questions, contact our office at the number above.

Sent via Ownity · HIPAA-compliant referral management
What is Ownity?Send Results BackContact Us
Auto follow-up: enabled · 5 days

Connect your EMR

Securely link your clinic's records system

🔗
Search for your clinic's electronic health record system. We support 50+ EMR platforms.
256-bit encrypted · HIPAA compliant · Read-only access · Revoke anytime

Send Records — Patient

To Clinic

Records in Ownity
Search EMR
Upload
Paper Records
Select documents to send:
0 selected

Quick Actions

Your current dashboard shortcuts

+
New Request
Search or add patient
Active
↓
Review Inbound
9 requests waiting
Active
?
Missing Info
7 patients need detail
Active
→
New Referral
Send referral / order
Active
✦
To-Do
3 urgent tasks today
Active

Full customization coming soon

You'll be able to add, remove, and reorder any shortcut.

Add Provider

Name appears in the topbar provider switcher and the patient referring-physician picker.

"Dr." and capitalization are added automatically.
Capitalization is added automatically. Common acronyms (ENT, OB/GYN, ICU…) stay uppercase.

Invite User

Send a teammate an invite link to join your clinic.

Invite expires in 7 days. The teammate must use the same email when they sign up.

New Patient

Add a patient to your roster. You can request records or refer them later.

Edit Care Team

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Send Intake Link

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The patient gets an intake link to e-sign their HIPAA release and list any prior providers we should pull records from. Sent immediately on confirm.
At least one is required. Real SMS/email delivery wires up once the BAA-signed vendor is configured — for now the link is logged and viewable from the patient detail page.

Insurance Update Reminders

Patients eligible for a one-tap link to refresh their insurance.

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Checking…

Bulk Eligibility Verification

Pre-verify every patient with an upcoming appointment.

Click "Preview" to see how many patients qualify before running any API calls.

Log Eligibility Check

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Record what you found when you checked coverage (payer portal, phone call, etc.). When Ownity wires an eligibility API, this same log fills automatically — but manual entries from today still count.

Import Schedule

Get your appointments into Ownity so records workups start automatically.

📄 Upload CSV
✏ Paste
✉ Email forwarding
⚙ EMR auto-sync
Export tomorrow's schedule from your EMR or scheduler as a CSV, then drop it here. We auto-detect columns by header name — first/last (or "Name"), DOB, MRN, appointment date/time, provider, reason, phone, email. Anything we can't map is shown for you to confirm.
↓
Drop a CSV here or click to browse
.csv files only · up to a few thousand rows at a time

Edit Patient Info

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Changes here update the patient record. Insurance and referring physician have their own Edit panels below.

Edit Insurance

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Auto-fill from card photo Upload a front/back photo on the patient detail page, then click below.

Decline Inbound Request

The requesting clinic will not receive records. The reason is logged for audit.

✦ AI Auto-Configure

Let AI set up your automation rules

✦

AI Recommendation

Based on your clinic data: First follow-up after 3 days via fax + email. If no response after 7 days, escalate to phone call. Mark failed after 21 days. For referrals, follow up after 5 days and request results 3 days post-appointment.

✓ These settings reflect best practices for your clinic type and size

🔒 HIPAA Audit Log Requirements

What Ownity logs and why it matters

✓ Ownity automatically satisfies HIPAA Security Rule §164.312(b) — Audit Controls
What HIPAA Requires You to Log
✓
User Identification
Who accessed ePHI — name, role, and login ID
✓
Date & Timestamp
Exact date and time of every access event
✓
Type of Action
View, create, modify, delete, export, transmit, print
✓
What Was Accessed
Patient record or data element that was accessed
✓
Workstation / Device
IP address, device ID, and browser used
✓
Success / Failure
Whether the access attempt was successful or denied
✓
6-Year Retention
All logs retained minimum 6 years per §164.316(b)(2)
✓
Tamper-Evident & Encrypted
Logs cannot be modified by any user, encrypted at rest
For a Breach Investigation: Use the Export Report button to generate a timestamped PDF of all access events for a date range. This is what OCR (Office for Civil Rights) will request in an audit.

Referral Auto Follow-up

No Appointment Scheduled
Follow up if no appointment booked
No Results Received
Request results after appointment date

Add Widget

Choose a widget to add to your dashboard

Send Records Request

Print the fax cover or copy the email body, then send through your existing fax/email tool.

✉ Email
📠 Fax Cover
O
Ownity Health <[email protected]>
Medical Record Request — Patient Name
To: Records Department • [email protected]
Just now
ownityhealth.com [email protected]
Medical Record Request • HIPAA-Compliant

Requesting Clinic

Your Clinic

Medical Record Request — Patient

Message body

Records Requested

✓ Full Record Set

🔒 HIPAA Authorization Attached

A signed HIPAA-compliant release is enclosed. Return records via the secure upload link below.

⇧ Upload Records Securely

Encrypted • HIPAA-compliant • No login needed

Sent via Ownity • HIPAA-compliant • Encrypted ownityhealth.com [email protected]

Is your clinic still managing records manually?

Ownity automates requests, follow-ups & secure document exchange.

 Book a Demo →

CONFIDENTIALITY NOTICE: This email contains protected health information intended solely for the named recipient. If received in error, please destroy and notify [email protected].

Incoming Fax

Review the fax on the left, fill in the request details on the right, then Convert.

Loading PDF…

Send Records

Pick the records to send, review the cover sheet, then send via fax or email.

1. Pick records
2. Review
3. Sent
Preparing secure download link…
Done
HIPAA Authorization
✓ Signed electronically • Ref:

AUTHORIZATION FOR RELEASE OF HEALTH INFORMATION

Pursuant to 45 CFR §164.508 (HIPAA)

Patient Information
Full Legal Name
—
Date of Birth
—
Insurance Provider
—
MRN
—
Authorization

I authorize my healthcare provider and any prior treating physicians, hospitals, clinics, or health plans to disclose my protected health information to:

Requesting Organization
Ownity Health / Requesting Clinic
records@ownityhealth.com • (800) 555-0190

Purpose: Continuity of care — to obtain prior medical records in advance of an upcoming appointment on —.

Records authorized for release:

✓ Office visit notes ✓ Lab results ✓ Imaging & radiology ✓ Medication history ✓ Procedure reports ✓ Specialist referrals
Patient Rights

• I understand I may revoke this authorization at any time by contacting Ownity Health in writing, except where action has already been taken in reliance on this authorization.

• I understand that signing this authorization is voluntary and that my treatment is not conditioned upon signing.

• I understand that information disclosed may be subject to re-disclosure and no longer protected by HIPAA.

• This authorization expires one year from the date of signature or upon fulfillment of the records request, whichever comes first.

Electronic Signature
Patient Signature
—
Date Signed
—
Signed Via
E-signature • Ownity intake portal
IP Address
192.168.1.42

This authorization was collected in compliance with 45 CFR §164.508 of the Health Insurance Portability and Accountability Act (HIPAA). A copy of this signed authorization has been provided to the patient and is retained on file by Ownity Health.

✦
Ownity Found Additional Records

While processing records from , Ownity identified provider(s) not yet in ’s request list.

Discovered by analyzing incoming record references • Review before sending

Follow-up Settings

Configure automatic follow-ups for this referral

Auto Follow-up
Automatically follow up if no response

📞
Phone
📠
Fax
✉
Email
🕐
Hours

Follow-up

Send a follow-up to

Email
Fax

Records Discovery

Gather records from a new patient's prior providers

1
Patient
2
Intake
3
Providers
4
Match
5
Send

Preview

What the patient will receive

📲 Text Message
✉ Email
📄 Intake Form
9:41 🔊 📶
O
Ownity Health
Text Message · Today 9:41 AM
Hi Jane, this is St. Mark's Family Medicine. To prep for your visit next Tuesday, please tell us about your prior doctors so we can gather your records.

Secure link:
ownity.health/i/xxxx

Reply STOP to opt out.
Delivered

Prior Providers

Adding for —

List any doctors, specialists, or hospitals this patient has seen in the last 2 years. Fill this in with the patient in person or over the phone. No HIPAA signature required for staff-entered intakes.

Ownity Intake

Preview — what the patient will see

Hi ,

To make your upcoming appointment go smoothly, please help us gather your records. List any doctors, specialists, or hospitals you've been to in the last 2 years. Don't worry if you don't remember everything — whatever you remember helps.

🔒 Your information is encrypted and only shared with your care team. HIPAA compliant.

🧪 Inject test fax

Bypass SRFax for testing — uploads a PDF straight into the inbound pipeline.

Creates an inbound_faxes row with the PDF + spoofed sender, then runs Claude extraction + auto-routing — same path as a real SRFax-polled fax.

✉️ Inject test scheduling email

Bypasses the email vendor — runs the email extractor + referral match against a manual payload.

Inserts an inbound_emails row, runs Claude extraction + referral match. If the patient name matches an unscheduled inbound referral, that referral's appointment date is auto-filled.

✉ Match email to referral

Extracted patient: —
Appointment: —
From: —
Loading referrals…

✉ Email source

From:
Subject: 

    

    

      
      
    

  


























  

    

      

        
⚠ Verify at intake

        

      

      
    

    

      
      

      
      

        Details
        

      

      
Confirm the flagged detail with the sending clinic or the patient at intake. Once resolved, click Mark Verified to clear this warning and record who confirmed it.

    

    

      
      
      
      
      
      
    

  







  

    

      

        
📅 Mark Scheduled

        

      

      
    

    

      
      
      
Use this when you've scheduled the patient in your EMR but Ownity hasn't picked up the confirmation email yet. The referral will move to Scheduled status with this date.