Children's Care Gateway Frequently Asked Questions
What is Children's Care Gateway?
Children’s Care Gateway is a portal to real-time clinical information at Seattle Children’s Hospital. You can access information about your patients and those associated with other providers in your practice. The applications accessible via the gateway are available from any location with Internet access. Access is available to providers and designated staff in your practice.
Children’s Care Gateway currently includes:
- CIS View
- PACS Web
- Physician Directory: contact information for all faculty and most referring providers
- Library: access to electronic information in Seattle Children's Hospital's library (for medical staff members only)
- Clinical Resources: guidelines, pathways and other clinical resources
What is CIS View?
CIS View is a Web-based application that allows referring providers to review their patients' health records, including visit information, clinical data, laboratory and imaging results, documents and reports.
What is PACS Web?
PACS Web is a Web-based application used to view digital radiology images at Children’s. It allows you to pull up your patient's exams on your computer monitor within minutes after they are completed.
What is eReferral?
eReferral is a Web-based application that allows referring providers to make referrals to Seattle Children's online.
What will we be able to see and do?
On CIS View, providers and their staff can review a patient's electronic medical record, including:
- Select clinical notes
- Laboratory results
- Radiology results
- Radiology images
- Microbiology results
- Diagnostic studies
- Medication lists
- Immunizations given at Children's
- Future tests
- Future appointments
- Vital signs and measurements
- Patient demographics
On eReferral, providers and their staff can submit referrals online and follow up on the status of the referral, including a list of all upcoming appointments for a patient. Users can also request a chance of demographic information or a PCP change for their patients.
In addition, documents can be printed and placed into your practice's medical record.
Both CIS View and PACS Web are view-only tools. Users will be unable to modify documents or other information, place orders or communicate with Children’s providers via this tool. No information within PACS Web can be printed or exported to other applications.
Is Children’s Care Gateway only available to providers?
CIS View and eReferral are also available to designated office staff members. PACS Web is only accessible to providers.
Will I still have access to CIS?
If you currently have access to CIS, this will not be revoked.
Using Children’s Care Gateway
How do I get access?
To obtain access, your practice needs to sign up for Children’s Care Gateway at Getting Started. If your practice already has access but you need to be added to your practice group, please visit Changes to Existing Practices.
How will we be recognized as a "connected" provider?
To be a connected provider, your practice needs to be registered for for Children’s Care Gateway. Practices that have not yet signed up can do so at Getting Started. In addition, providers are connected with their patients at the time of a patient registration event such as checking in or making an appointment or being admitted to the hospital.
How do we add, delete or change practice info?
Click on Changes to Existing Practices and follow the instructions.
Is the information in Children’s Care Gateway printable?
All items from CIS View are printable (although there is a known limitation in that lab results print without patient identification).
PACS Web does not support printing of reports or images.
Can the information from Children’s Care Gateway be downloaded into my electronic medical record?
Certain clinical information can be electronically saved to PDF files from CIS View, which can then be loaded in some EMRs. Documentation received from CIS View, including but not limited to results, reports or notes, is not to be altered.
If I already have access to the CIS or the secure Medical Staff website, will I be able to use the same user name and password?
You will be able to use the same user name. However, these accounts are separate and password changes are not automatically synchronized.
How often will I have to renew my password?
At Children’s, all passwords must be changed every 90 days. If your password expires or you no longer remember it, please contact the service desk at 206-987-1111 or via email.
What are the technical requirements for accessing the information at Children’s Care Gateway?
Review the system requirements.
Will CIS View and PACS Web work on a Mac?
Yes, CIS View and eReferral can be used on a Mac if you use Firefox. PACS Web will only work in the Windows environment, since it uses ActiveX controls.
Where do I go if I need additional help?
Call 206-987-1111 or email us and a representative will assist you.
Using CIS View
How is CIS View different from the CIS?
CIS View is a Web-based, view-only version of the CIS. It is designed to provide access to the electronic medical records of patients to their referring providers and designated staff. CIS View can be accessed from any location with Internet access without the need of specialized software. The CIS is Children’s fully functional electronic health record used for both entering information (e.g., orders, lab results, clinical notes, etc.) and its review. The use of The CIS is limited to the employees of Seattle Children’s Hospital and its medical staff.
How do I find a patient within CIS View?
CIS View creates a patient list for you each time you log into the application. By default, the patient list looks for all patients that have an active relationship with you that have been seen at Children’s within the past 30 days. If you need to find a patient that doesn't meet these criteria, you can modify the search parameters. However, there is no "free text" searching.
What do I do if I don't see a patient's name when I log on?
First, modify your filter settings to search for "all days." If you are still unable to find your patient, it is possible that the patient has been associated with a different provider in your group. Modify your search filters to include all members of your practice by selecting the tab "My Groups" and then your practice name in the dropdown menu in the menu bar.
There are times when patients are not associated with the correct primary care or referring provider. If after trying both the steps above you are still unable to find your patient, you will need to have your patient associated with you. Please have your patient send us a completed Authorization to Release Patient Health Information form (PDF) to have the association added, or have a provider with access to The CIS open the patient's record and add a relationship.
Why can't I search for a patient in CIS View?
In order to protect patients' privacy, Children’s has limited CIS View to only display patient information to providers that have been identified by the patient as having an active role in their ongoing medical care. Therefore, CIS View uses patient lists that are based on an active provider/patient relationship. There is no patient-search functionality.
What do I do if I see incorrect information in a patient's record?
Call 206-987-1111 or email us and a representative will assist you.
Where can I find results for echocardiography studies?
Echocardiography studies can be found under the Diagnostic Studies tab in the navigator menu on the left.
Are immunizations given at Children’s displayed in CIS View?
All medications, including immunizations that have been administered or prescribed, can be found within CIS View. To view immunizations, click on the Immunization tab in the navigator menu on the left. In addition, all immunizations given at Children's are automatically sent to the state's immunization registry, Child Profile.
What notes are available in CIS View?
Any clinical notes that have been entered into The CIS are available within CIS View. These include ambulatory clinic notes, ED discharge summaries, inpatient ICU progress notes, inpatient interim and discharge summaries, operative notes, some inpatient consult notes and telephone notes. ED physician notes and inpatient documentation completed on paper are not available within CIS View.
Can I see future or planned orders for a patient?
Yes. These orders can be found by first selecting the reports tab in the navigator menu on the left-hand portion of the screen, clicking "Future Orders Report," and then the view button. A report of the future orders for that patient should be displayed.
Can I see future appointments for my patients?
Yes. Future appointments can be found by selecting the reports tab in the navigator menu on the left-hand portion of the screen, clicking "Future Visits Report," and then the view button. A report of the future visits for that patient should be displayed. In addition, appointment information can be seen within eReferral.
Using PACS Web
How do I find my patient within PACS Web?
PACS Web works slightly differently from CIS View; it requires that you search for a patient using their complete name and the year that the study took place.
Can we download the images from PACS Web and store them within our EMR or PACS system?
Access to Patient Records
How is the provider-patient relationship created?
For CIS View, this relationship is created at the time of patient registration or referral. Patient registration can occur at multiple different times, including, but not limited to admission to the hospital, visiting the Emergency Department, checking in for a clinic appointment and having lab work or radiology tests completed. In addition, the relationship can be created when accessing a patient's record in the full CIS.
For eReferral, this relationship is created when a provider from your practice is listed as a PCP for a patient or you have gained access to a patient through First Access. In First Access, you can search the entire Children's database for a patient, and, if not found, create a new patient record in order to submit a referral.
How do I get access to additional patients in my practice that are not available on my list?
For CIS View, have the patient or their legal guardian fill out the Authorization to Release Patient Health Information form (PDF).
For eReferral, patients will be added to your list if a provider from your practice is listed as the PCP for a patient in Children's system. Also, with a full name, date of birth and gender you can gain access to any patient in Children's database through a First Access search.
What do the various referral statuses mean on the referral by member > referral details?
- Authorized: Patient's payor requirements were met or the visit requested does not need payor approval to be scheduled
- Closed: Referral was determined not to be necessary or has expired. It can no longer be used.
- Denied: Patient's payor has denied the visit to Seattle Children’s.
- Incomplete: All incoming referrals from the community not requiring prior authorization will remain in this status until they are reviewed by the Seattle Children’s intake staff.
- New Request: All incoming Psychology referrals from the community will remain in this status until they are reviewed by the Seattle Children’s intake staff.
- Pending Review: Referral is being reviewed by Seattle Children’s Authorization department and most likely the appointment has already been scheduled.
What happens after a referral is submitted through eReferral?
Referrals are sorted and distributed to Children's scheduling system, allowing for quicker turnaround between referral submission and the appointment being scheduled. If there are questions about the referral, a consulting nurse will review the eReferral form and will contact you with any questions or to request additional clinical data to optimally prepare for the appointment.
When can my families call to make the appointment after the referral is submitted electronically?
The family may call once the referral is submitted. If you are faxing additional documents as part of your referral, we recommend waiting 24 hours before calling.
How do I find out when the appointment is made?
With a patient selected, click on the Upcoming Appts report under the Referral tab to see all future appointments scheduled for that patient. Event Monitor also gives you the ability to follow up on your referrals and your patients to know their upcoming appointments, ED visits and admissions.
What do I do if I submit a referral with a mistake, such as referring to the wrong department specialty?
If you submit a referral and realize there's a mistake, please call the Seattle Children’s Intake Coordinator at 206-987-2080 (option 2) and we can correct the mistake.
What should I do if our patient’s address has changed or if the family notifies us they want to change their PCP?
You can easily communicate demographic changes or PCP changes with Seattle Children’s by sending an InBasket message and we will update the requested information. This communication is one way only, from your practice to Seattle Children’s.
Do I need to submit supporting documentation with each referral?
In order to offer the best care possible, we still need clinical documentation from the referring practice so that we can better serve patients. After submitting a referral through eReferral, supporting clinical documentation for that referral can be faxed to Seattle Children’s Hospital at 206-985-3121. It is critical that you include a printed copy of the eReferral or the referral number and patient MRN that is listed on the eReferral report after submitting.