C-14-122 Fax Episode Summary Report to Hospital

👤 Responsible Person

Medical Records Specialist

🎯 Purpose

When a client is hospitalized, transferred to a facility, or to another inpatient setting, the Transfer Summary report must be faxed to the receiving facility. An Episode Summary will generate once the Transfer has been completed and reviewed. Sending this report is a COP (Condition of Participation).

The intake department will obtain a fax number to which the Transfer Summary must be sent; this fax number will be saved within the Hospital Hold Information Coordination Note.

🔄 Process

1. Select Fax Episode Summary Report to Hospital in Patient Related Tasks.

   

2. Select Review Discharge-Transfer Summary Report

   

3. Select the Print icon and save as PDF to a location you will be able to easily find, labeling with identifying information (such as Client last name, client first name Episode Summary).

   

4. While viewing the document, scroll down to locate the Coordination Notes section, where there will be a Hospital Hold Coordination Note. The Facility Fax Number will be listed.

   

5. Open a new Outlook email.

   

6. Attach the external fax communication PDF (that was just saved) to the Outlook e-mail.
7. Follow O-5-217 Fax Server Sending Guide to send the document using the fax server. Send to the Facility Fax Number referenced in step 4.

8. Once fax has been sent, navigate back to the task in HCHB Workflow and select Stage Completed.

   

📅 Effective: 11.04.2024  |  🛠️ Revised: 07.28.2026  |  ✅ Approved by: JFJ