Prepare Accurate Patient Demographics

Patient identity matching depends on the quality of the demographics submitted with each retrieval request. To improve matching rates and reduce the risk of false matches:

• Submit complete and current demographic information, including address and contact data.
• Avoid including placeholder values (such as “Unknown”) in name, address, or gender fields.
• Keep internal patient records up to date to reflect verified identifiers and address history.
• Review unconfirmed addresses and demographics flagged during previous retrievals to inform future requests.

Use Appropriate Retrieval Timing

You can trigger retrieval at any point in your workflow where external data is needed. Consider the following timing recommendations:

• Perform retrieval prior to a scheduled visit to enrich chart review and care planning.
• Perform retrieval during patient intake to identify recent encounters, gaps, and prior care activity.
• Schedule periodic retrieval for active populations in population health or quality programs.
• Avoid triggering frequent duplicate retrievals within short time intervals unless clinically required.

Monitor Retrieval Performance

To maintain high retrieval performance and ensure consistent delivery:

• Monitor success and failure rates for retrieval requests.
• Track matching rates across different networks and patient populations.
• Monitor latency for synchronous and asynchronous retrievals.
• Investigate anomalies in result volume or quality.

Handle Duplicate and Low-Confidence Data

Patient360 applies deduplication and identity resolution automatically, but it is important to manage potential edge cases in your system:

• Implement logic to detect and suppress duplicate records in your downstream views.
• Use metadata tags to assess document and patient-level confidence before surfacing data in clinical workflows.
• Apply internal validation to addresses and demographics marked as unconfirmed.
• Use provenance metadata to trace the source of retrieved data when needed.

Maintain Enrollment and Network Readiness

For networks that require enrollment or pre-discovery (managed automatically by Patient360), follow these additional practices:

• Ensure that your tenant and patients remain in good standing with Carequality, CommonWell, eHealth Exchange (eHEX), and TEFCA (if enabled).
• Coordinate with Health Gorilla Support when onboarding new populations or regions.
• Monitor network coverage changes that may affect retrieval scope or success rates.

Summary

Your organization can maximize the value of Patient360 retrievals by applying these practices:

• Prepare high-quality demographics to improve matching.
• Trigger retrievals at points that add value to your workflows.
• Monitor performance to ensure consistent results.
• Handle potential duplication and data confidence effectively.
• Maintain readiness for ongoing retrieval across supported networks.

By following these guidelines, your organization ensures that Patient360 retrieval integrates seamlessly into clinical and operational workflows and consistently supports quality, risk adjustment, and care coordination goals.