How To: Search for a Patient in Scanned Medical Records

Unfortunately the hospital does not yet have an electronic medical record (EMR). This means that all our progress notes, charts and request forms are still paper based. Once a patient has been discharged, all of the patient’s paper medical record is scanned and made available to clinicians via a web app called Scanned Medical Records. This allows doctors to view the patient’s medical record without requiring the physical file.

This article is part of a series on how to use SMR:

To access SMR, the easiest way is to go through the Clinical Portal:

Intranet clinical portal


Once you’ve found the Clinical Portal, click on the SMR Icon:

Clinical Portal SMR


This will take you to the login screen. You can login using your standard Monash Health credentials:

SMR Login


Once you’ve logged in, the screen most of you will see is the search screen. Almost all of the time you will search using the patient’s UR number, but occasionally, searching by other fields like Family name can be useful. You can enter the patient’s UR number into the search box indicated by the arrow:

SMR Search


After searching you will be presented with any patients with that matching UR number:

SMR Search Result


After you’ve clicked on the patient you want, you’ll be presented with the Cover tab. This tab displays the patient’s details, as well as any Alerts.

SMR Patient Result

The legal tab often provides specific legal documentation such as paperwork regarding a ‘power of attorney’ for example

The emergency tab provides past paperwork related to presentations to ED that did not result in an admission. If it did result in an admission, the ED notes can be reviewed within that particular admission’s paperwork

The outpatients tab, as suggested, provides all paperwork from outpatient appointments. Anecdotally, often hand-written outpatient notes are found in this tab, whilst dictated correspondence with more detail is found in the correspondence tab

The community tab can include paperwork related to community mental health reviews for example

The diagnostic tab is often a good place to search for past echo/EEG and other specialised test results that are not found on the imaging viewer

The correspondence tab, as suggested, contains all correspondence between medical and allied health staff

The admission tab, will be discussed in more detail via the link below

In the next part of the series, we will show you how to view a patient’s previous admissions.