Streamlining Care with the Record Locator & Exchange Feature
Every provider knows the challenge of treating a patient without the full story. Perhaps the patient has recently moved, consulted an out-of-network specialist, or received treatment at a hospital that doesn’t permit patient data sharing. Whatever the case, missing records create gaps that slow down decisions, increase risks, and make care less efficient.
The record locator & exchange (RLE) feature, now available in most modern electronic health record (EHR) systems, helps close those gaps by automatically searching across connected networks. As a powerful piece of care coordination technology, it enables EHR interoperability and consolidates each patient’s health history into a single, comprehensive view. This results in smoother workflows, more informed and safer clinical decisions, and greater focus on patients instead of paperwork.
Let’s take a closer look at how the EHR-integrated record locator & exchange feature works and why it’s becoming a game-changer for modern healthcare.
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What Exactly Is the Record Locator & Exchange Feature?
We like to describe it as a GPS for patient records. Instead of relying on phone calls, faxes, or a patient’s memory, our record locator & exchange tool automatically searches connected networks to show you where a patient has been seen and what data is available.
Through 1st Providers Choice, this IMS EHR feature taps into major national networks, including:
- Surescripts Record Locator & Exchange
- Carequality Interoperability Framework
- CommonWell Health Alliance
- eHealth Exchange
Together, these connections provide a sweeping view of your patient’s health history across hospitals, clinics, urgent care centers, specialists, and more.
In practice, this means that when a patient checks in, our system can automatically query for records, identify other organizations holding relevant data, and retrieve the results—all without extra steps for your staff.
Supported Data Formats and Standards
Different systems use different formats, and without a way to translate and standardize that information, critical details can easily be lost. That’s why interoperability in healthcare IT isn’t just about connecting networks — it’s about making sure the data that moves between them is accurate, readable, and usable.
1st Providers Choice ensures nothing gets lost in translation by supporting the most widely adopted healthcare data standards, including:
- HL7 v2.x: ADT, ORM, ORU, DFT, SIU, VXU messages
- FHIR: Modern, API-driven interoperability
- JSON & XML: Flexible formats for integration
- C-CDA: Standardized clinical documents
- DICOM & PACS: Universal formats for medical imaging.
Why Seamless Healthcare Data Exchange Matters in Everyday Care
Consider a common scenario: A patient comes in for a follow-up visit, but the most recent ER notes or lab results are missing. Without those details, you may need to:
- Order redundant tests “just to be safe.”
- Miss an important allergy or contraindication.
- Spend valuable time chasing records instead of caring for the patient.
With the IMS EHR feature that supports record locator & exchange, all that context is available in seconds. You can see the ER visit, review the labs, confirm medications, and move forward with confidence.
Benefits of Using an EHR with Record Locator & Exchange Capabilities
By enabling secure healthcare data exchange, the RLE feature ensures providers have the right information at the right time, enhancing both workflows and outcomes. It removes the guesswork and administrative hurdles that often slow things down, helping practices work smarter, faster, and more effectively.
Here are some of the most valuable benefits we’ve seen:
Time Savings for Providers and Staff
Every second you’re not chasing paperwork is a second you can spend with patients. The automation behind RLE means your front desk isn’t calling other offices, your nurses aren’t waiting on fax machines, and your providers aren’t left guessing.
Improved Care Coordination
Very few patients receive all of their care in one place. They may see a primary care provider, multiple specialists, visit urgent care, or even get hospitalized—all within a short time frame.
Without a record locator & exchange tool, piecing together that journey is nearly impossible. RLE eliminates these silos by pulling in visit history, diagnoses, labs, imaging reports, and treatment notes across facilities.
Reduced Redundancy and Costs
Duplicate procedures increase out-of-pocket expenses for patients and place unnecessary strain on healthcare providers. The RLE feature gives clinicians access to recent labs, imaging, and other test results across connected networks, reducing the need for repeat testing. This not only spares patients from additional needle sticks, radiation exposure, and copays but also helps practices conserve resources, improve efficiency, and stay aligned with value-based care goals.
Built-In Compliance and Interoperability
Healthcare providers are under growing pressure to meet regulatory requirements around EHR interoperability, healthcare data exchange, and quality reporting. Our patient record locator tools are built with these standards in mind.
Our system supports HL7, FHIR, and C-CDA, and is HIPAA-compliant and TEFCA-ready, ensuring providers meet CMS interoperability rules and MIPS reporting requirements without extra effort. That means practices can stay compliant while also reaping the everyday clinical benefits of a more connected system.
Enhanced Patient Experience
From the patient’s perspective, nothing is more reassuring than walking into an appointment and realizing their provider already knows the details of their recent hospital stay, specialist consult, or new prescription. It sends a clear message: Your care is connected, and your providers are working together on your behalf. That trust goes a long way in improving patient engagement, satisfaction, and outcomes. Patients no longer feel like they have to act as the messenger between different providers—the system takes care of it for them.
Experience Unmatched EHR Interoperability with 1st Providers Choice’s Record Locator & Exchange
For years, “interoperability” felt more like a buzzword than a reality. Providers wanted it, regulators pushed for it, yet every day, workflows still left critical gaps in patient information.
That’s finally changing. With 1st Providers Choice’s record locator & exchange capabilities, interoperability is now happening at scale. Networks like Carequality, CommonWell, and eHealth Exchange connect millions of records each month, giving providers instant access to a complete view of their patients’ health data.
The federal TEFCA framework is also driving this momentum further, expanding healthcare data exchange to be broader, faster, and more reliable than ever. Best of all, RLE is already built into our HIPAA-compliant EHR. There’s no need to manage multiple platforms or juggle extra logins — just seamless, secure access to patient records within your existing workflow.
See the difference for yourself. Schedule a personalized demo today and experience how true EHR interoperability can transform your practice.
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Frequently Asked Questions
1. How does the record locator & exchange feature ensure the right records match the correct patient?
RLE uses advanced patient-matching algorithms that account for identifiers like name, date of birth, and prior visit history to accurately link records across multiple systems.
2. How quickly are records retrieved once a patient checks in?
Records can be accessed in seconds, reducing delays in care and minimizing manual follow-up for staff.
3. Does using RLE require extra steps for staff or providers?
No. The system automates queries, retrieval, and integration so your team can focus on patient care instead of administrative tasks.
4. How does RLE handle patient data sharing and consent preferences?
Providers can configure consent settings to ensure patient records are shared and retrieved according to organizational, state, and federal privacy rules.