Munson Healthcare Electronic Health Record (EHR) Access Policy

Providers and practice staff requesting access to Munson Healthcare’s Electronic Health Record (EHR) must comply with this policy and the actions outlined below to ensure regulatory compliance, minimize organizational risk, and safeguard patient health information.

There are two approved pathways to accessing clinical information for Munson Healthcare patients.

PATH 1: Direct Access to Munson Healthcare EHR

The following individuals may be approved for direct Munson Healthcare EHR access:

• Munson Healthcare-employed providers and staff with a job-related need for access.
• Independent providers credentialed by a Munson Healthcare hospital, including: 
  • Physicians: MD, DO, DMD, DPM, DDS
  • Advanced Practice Providers: CAA, CNM, CRNA, NP, PA, PhD, PsyD
• Independent clinical staff and schedulers who meet the following three requirements: 
  1. Hold an approved license or certification (NP, PA, licensed nurse, licensed or unlicensed MA with job description), or schedulers using Oracle Scheduling,
  2. Sponsored and directly supervised by a Munson Healthcare-credentialed provider, and
  3. Comply with the 4:1 clinical staff-to-provider ratio and three (3) schedulers per office limit.

Actions Required to Enroll a New Office/Clinician/Scheduler

• Munson Healthcare-credentialed providers and employed staff with a documented job-related need will receive Munson EHR access as part of the onboarding process.
• Non-employed clinical staff and schedulers: Register by emailing the following to SecurityOfficer@mhc.net:
  • Name, email, title of authorized company signer for: Information Services Remote Access Agreement (one per office)
  • Name, title, and email address of an organizational contact to serve as the primary contact on behalf of the credentialed providers
  • Name, title, and email address of organization privacy official
• After registration is complete:
  • Computer System Access Request Form (one per user)
  • Confidentiality Agreement (one per user)

PATH 2: Access via a Health Information Exchange (HIE)

External providers and staff who are not eligible for direct Munson Healthcare EHR access (PATH 1) must obtain patient information through a Health Information Exchange (HIE).

This pathway applies to the following roles and offices:

• Non-clinical workforce members
• Billing staff
• Compliance staff
• Health record completeness staff
• Quality Assurance staff
• Population Health staff
• Office staff
• Practice Administrator/Manager
• Organization administrator (registered with Munson Healthcare)
• Offices and organizations without a Munson Healthcare-credentialed sponsoring provider

Access Options Include:

• Michigan Health Information Network (MiHIN): Enables secure, statewide exchange of clinical data, including Munson Healthcare information.
  • To request access, contact MiHIN Help Desk at help@mihin.org or 844-454-2443.
• National HIEs (e.g., CommonWell Alliance, Carequality): Available through many EHR vendors, often at no additional cost.
  • Contact your EHR vendor to enable participation.
    

Questions or requests for clarification regarding this policy may be directed to: Munson Healthcare IT Security at SecurityOfficer@mhc.net.