Why Is Your Provider Using SMRTNET?

Today your medical records are scattered in the record systems of many providers. These probably include your family doctor, hospital, pharmacy, laboratory, health department, specialist and any other health care provider you have seen. It is potentially harmful to your health when your provider does not see all of your medical information while treating you. To step in their shoes, imagine trying to manage your checkbook if only some of the checks were recorded in your bank records.  If your provider can only see some of your health information then mistakes are more likely to occur. For example, tests are often repeated because the test results are not available promptly and medicines prescribed by your provider could cause you injury or death because not all of your medications, allergies, and reactions are known to your provider.

SMRTNET can also save you and your family money by avoiding repeated tests due to your incomplete record. SMRTNET can save you time because you may not have to wait, have a return visit, or call back because of missing parts of your health record. In Oklahoma, it is estimated that almost 1,200 fatalities and 18,000 injuries arise due to the fact that records are so “scattered.” Scattered records can mean shattered care. 

What is SMRTNET?

Your provider wants to provide you with the best care possible. However, this can be challenging if they spend excess time calling, faxing and waiting for all of your health information from a previous provider to get a complete medical history. For that reason, your provider has enrolled in a system called SMRTNET, which stands for Secure Medical Records Transfer Network. SMRTNET was created though a four year $ 3.4 million dollar effort by health providers from hospitals, public health, community health centers, Native American tribes, Indian Health Service, mental health, universities, pharmacies, and other providers to help improve your healthcare.  SMRTNET collects medical record information from the providers in the SMRTNET network and makes it accessible to your participating provider in one single view on the computer. Your information is updated by providers enrolled in SMRTNET every time a new health event occurs so it is always current. Your health information is organized for your provider so it is more functional than pages stacked up in your paper record. For instance, all the lab results are together in one place rather than looking for them on many different sheets of paper. SMRTNET also includes ePrescribing, a service to increase prescription safety and convenience.  

Who Oversees SMRTNET?

SMRTNET is overseen through many mechanisms. A public non-profit board called the Cherokee County Health Services Council oversees SMRTNET policies so that any issues and expenditures regarding the network are open to public review and every issue within the network is transparent. A SMRTNET Management Committee composed of the major network developers and users of the network oversees the day-to-day workings of SMRTNET. Your local provider is also part of the network through a network agreement where obligations are spelled out locally as well. 

Is SMRTNET a Medical Record?

No. A medical record is a document that your personal health care provider fills out and keeps to record your medical condition and treatment. SMRTNET simply transfers and organizes information from your various medical records electronically so that those records can be viewed by your providers in a single place.  This lets your medical records quickly follow you from place to place to increase your safety and lower your health care costs. 

Can my employer, insurance company or any outside source see my health information?

No, only your medical providers who are treating you can see your health information. Within SMRTNET, there are twenty seven security procedures and policies designed to make sure that only registered health providers can access the system.  

What is ePrescribing (electronic prescribing)?

ePrescribing makes sure that your prescriptions are clearly written and spelled and that the doses are correct.  This makes sure the medication you are being prescribed is less likely to cause a reaction by negatively reacting to another drug, allergy or condition that you already have. ePrescribing is also faster as it can be sent electronically to the pharmacy for you. A major cause of medical errors is through medication misinformation. ePrescribing has been shown to greatly increase your safety. 

What type of information is shared?

The information providers share includes demographics, immunizations, visits to providers, diagnosis of problems, allergies and reactions to medications, laboratory results, vitals, and medications. Over time other information such as image reports may be added as the system grows.

What type of information is not shared?

No information is shared if you chose to withdraw (see "opt out" below) of SMRTNET. Because of state and federal law some information regarding family planning and communicable disease for those under 18, and certain types of mental health and drug abuse treatment are not shared in SMRTNET. Also, information that the provider does not send, provider notes, and information from providers who do not participate in SMRTNET are not included. 

What if you do not want your information shared?

You may opt out of the system anytime you choose. An Opt out form is available at your participating SMRTNET provider’s office with instructions, or you can access the form at www.smrtnet.org  

How does SMRTNET reflect law and regulations for information exchange?

Dozens of attorneys, privacy officers, and officials from many provider agencies and national privacy experts have developed policies so that the network strictly protects your health information according to the law and the regulations of each provider. Every provider in SMRTNET has to sign and comply with a very detailed and specific agreement.  In addition their activity in and use of SMRTNET is electronically audited. 

How will my information be kept confidential?

Only providers who are treating you and are participating in the SMRTNET network are permitted to see your information. In addition, different providers can only see the information they need unlike a paper chart. For example, a clerk cannot see your clinical information, just your demographics (such as your name and address). Each provider has to sign a contract that requires them to keep your information safe, and is issued unique passwords and identification information. The system works very much like what you currently may use for your electronic banking records. Your providers are linked to you, so if you start seeing a new provider they have to establish a relationship to you within the network. Every time a provider looks at your information it is recorded and logged with an audit system. There are twenty seven security measures in SMRTNET to protect your privacy. You can see them all along with many educational resources at www.smrtnet.org.