PhysicianConnect frequently asked questions

WHAT IS PHYSICIANCONNECT?

PhysicianConnect is a real-time Epic application that is a web-based version of UC Davis Health's electronic medical record system. PhysicianConnect offers a secured online access to patient medical records. PhysicianConnect allows UCDH and affiliates to maintain a stronger relationship and communication of the patients they share. 

Additional great functionalities of PhysicianConnect to maintain the continuity of care for our patients:

• View upcoming appointments
• View patients admitted
• Place referrals for services and check status of referrals
• Place lab and imaging orders
• Create new patients
• In-Basket Messaging

WHO CAN SIGN UP FOR PHYSICIANCONNECT?

PhysicianConnect is offered to multiple user types including referring providers and their clinical and non-clinical staff, other non referring clinical entities with a treatment relationship, attorneys, release of information copy agencies, research monitors, and utilization and concurrent review staffing to name just a few.

HOW DO I ENROLL?

Referring Entities: Referring providers and their staff or entity may enroll with the completion of a PhysicianConnect Portal Agreement also known as an enterprise agreement. Once completed, a list of users can be submitted to HS-HIM@UCDAVIS.EDU to request access.  Access requests will be placed for all users to register.

Non-Referring Entities: Non referring entities including skilled nursing facilities, release of information personnel, and payors (not inclusive list) may require a UC Davis Health manager to sponsor and attest to your access.

HOW DO I CHANGE MY PASSWORD?

Please call our 24/7 technical assistance help desk at 916-734-4357 (734-HELP). Non-urgent password reset requests can be sent to HS-HIM@UCDAVIS.EDU and will be completed Monday – Friday between 7 a.m. to 4 p.m.

HOW DO I ADD PATIENTS?

Access to some patients’ charts is automatically granted based on the provider-patient relationship. Providers listed as either the patient’s PCP or referring provider will gain access based on an existing recognized relationship.  Some users have access to search the population for the patient.

If you require access to a patient that is not on your list and do not have access to search and pull a patient into your patient list,  please follow the process below.

For continuing care or users with a treatment relationship, go to your Inbasket within PhysicianConnect, click NEW MESSAGE and send an Access to Patient Chart message. The message should include the following:

• Patient’s Name
• DOB
• Gender
• UC Davis Health MRN# (if known)
• Reason for access

Access to anything other than continuing care may require a valid authorization for release of information.  Business Hours are Monday – Friday (excluding holidays) from 7 am to 5 pm, Please allow up to 1 business day for Processing. If you need a chart urgently, please go to New Message drop down – Urgent Access to Patient Chart and requests will be processed within 30 minutes during business hours. For after hours including holidays and weekends, please call our help desk at (916) 734-4357.

HOW DO I GRANT STAFF MEMBERS ACCESS TO MY PATIENTS? (PROVIDERS)

During the enrollment process, providers will be asked for the names, DOB and email address of supporting staff members. The staff member will receive an email inviting them to register.  Once registered, our team links the staffs to the provider's patient group.

HOW DO I REMOVE PATIENTS?

Users with a patient list may remove the patient directly from the "Patient" tab. The patient will be removed from their shared patient list that is shared with their entire group.

HOW DO I VIEW RADIOLOGY FILMS/IMAGES?

Unfortunately, at this time Radiology films and images are not viewable in PhysicianConnect.  If you need copies, please request them from the UC Davis Health Film Library at 916-703-2147 or email hs-ucdhsimagerequest@ucdavis.edu.

WHERE CAN I FIND DOCUMENTATION ON HOW TO USE PHYSICIANCONNECT?

After you log in to the PhysicianConnect, on the homepage under Quicklinks are links to training documentation.

HOW DO I CLOSE MY ACCOUNT?

While UC Davis health encourages our PhysicianConnect community users to maintain their accounts, we understand circumstances including office relocation or retirement may warrant account closure. Please send an inbasket message to Technical Support to request deactivation of your account along with a brief explanation for you request. An analyst will deactivate your account and notify you via email.

WILL MY ACCOUNT EXPIRE?

Each account is granted access for one year. 21 days prior to expiration, access is reevaluated using various methods, depending on your user type. The account will remain open provided a minimal level of activity is maintained. UC Davis Health will perform an annual review of accounts with no activity. However, the user will be contacted prior to revocation. All PhysicianConnect users will be required to review and accept the Terms and Conditions (PDF) on an annual basis. Upon logging in, the terms and conditions will appear prior to accessing the application. Press "Accept" and access will proceed.

HOW DO I UPDATE MY CLINIC/ENTITY'S INFORMATION?

Please send Technical Support inbasket message with the updated information.

WHAT DO I DO IF PHYSICIANCONNECT IS UNAVAILABLE?

Users will receive a notification upon trying to log in stating whether the downtime is scheduled or unscheduled. Scheduled downtown notifications will include the date and start and end times. Otherwise, our technical team will be working to bring PhysicianConnect back online promptly. We thank you for your patience.

Please direct all fax requests for medical records to UCDH Release of Information at 916-734-2082. Medical records will be mailed or faxed to the requester as appropriate. For questions, please call UCDH Release of Information at 916-734-5205.

Please direct all referral inquiries to the UC Davis Health Referral Center at 800-4-UCDAVIS (800-482-3284) Monday-Friday, 8 a.m. to 5 p.m.

WHAT IS TWO-FACTOR AUTHENTICATION

Two-Factor Authentication provides a second layer of security. By Requiring two different modes of authentication, UC Davis Health can protect user logins from remote hacks and phishing attacks that may exploit stolen usernames and passwords. 

WHAT IS THE FOUR DIGIT CODE ON MY USER ID?

UC Davis Health is committed to protecting the privacy of all users' information. The user ID is comprised of a randomly generated four digit number and the user's last name.

WHERE DID MY "SECURE" BUTTON GO?

Unfortunately, the "Secure" button became obsolete upon transitioning to the more secure Citrix environment. We continue to stress the importance of ensuring access to PhysicianConnect is limited and the safekeeping of your account and password. Remember to always log out when no longer using PhysicianConnect.