Built for care coordination
Care coordination medical records, complete before the patient arrives.
A patient is coming into the program, or coming home from the hospital. Their history is at a primary care office, three specialists, a therapy provider and a hospital, and the care plan cannot be built until all of it is in one place.
The decision
A patient is transitioning.
Care coordination teams at accountable care organizations, management services organizations and health systems: the transition-of-care nurses, intake coordinators and population health staff who take on a patient from everywhere they have been.
A transition is the moment the outside record matters most and is least likely to be complete. The patient is moving between organizations, and the documentation that describes them is spread across every one they have touched. The list below is the checklist a program intake actually works from, and it is long because the decision is a whole care plan rather than a single visit.
Vivlio retrieves the outside record from providers, hospitals and health systems in minutes and organizes it for that plan: what has arrived, from where, what is new, and who said it.
Three transitions have pages of their own, written for their own intake: PACE organizations, home health agencies and structured family caregiving providers.
Before the decision
What the care coordination record has to contain.
Not a generic records list. What has to be on the table before this decision can be made well.
Progress notes, the last six to twelve months
Visit notes from the primary care physician or clinic, so the care plan starts from what the patient's own physician has been managing.
The history and physical
The comprehensive overview of chronic conditions, diagnoses and current status.
Specialist consult notes
Recent evaluations from cardiology, neurology, pulmonology, wound care and whoever else has seen the patient.
Therapy reports and functional notes
Physical and occupational therapy reports, activities-of-daily-living documentation and cognitive screenings, where the decision depends on function rather than diagnosis.
Discharge summaries, imaging and labs
Every emergency visit and admission in the past year, recent imaging reports, and routine panels from the last six months, grouped and dated.
The current medication list
Every active prescription with dose, from every prescriber, because polypharmacy is the risk a transition is most likely to miss.
What arrives
Organized for this decision, not just retrieved.
Retrieval is the commodity. What arrives has already been sorted for the decision above, and each line says where it came from.
- One record per event
- A discharge summary released by the hospital and by the health system arrives once, with both sources named.
- Only what is new since the last hand-off
- Encounters and results that landed after the last review are marked as such, so the coordinator reads what changed.
- Which sources have returned, and when
- Every entry names the organization that released it and the date it arrived, so a source that has not returned anything is visible before the meeting rather than during it.
- A source and a date on every line
- Each line carries which organization it came from and when it arrived, so the care plan can say where every fact came from.
The record
This is what arrives.
The portal itself, rendered from the product's own source over a synthetic patient. Every line carries the organization that released it and the date it arrived.
Vivlio portal, release 5.30.0, rendered from source · Synthetic patient, no PHI
Rivera, Elena
Showing 1–10 of 27 records
| Date of Service | Record Title | Facility | Department/Location | Provider | Transaction Date | |
|---|---|---|---|---|---|---|
| 08/27/2026 | Progress Note | Northside Regional Medical Center | Internal Medicine | Priya Natarajan, MD | 09/02/2026 | |
| 08/14/2026 | Consult Note | Atlanta Cardiology Associates | Cardiology | Marcus Bell, MD | 09/02/2026 | |
| 07/30/2026 | Admission Discharge | Northside Regional Medical Center | Inpatient | Hannah Okafor, DO | 09/02/2026 | |
| 07/22/2026 | Clinical Document | Peachtree Family Medicine | Primary Care | Daniel Reyes, MD | 09/02/2026 | |
| 06/09/2026 | Image Document | Lakeview Imaging Partners | Radiology | Sunil Mehta, MD | 09/02/2026 | |
| 05/12/2026 | Operative Note | Northside Regional Medical Center | Surgery | Grace Lindqvist, MD | 09/02/2026 | |
| 03/03/2026 | Patient History | Peachtree Family Medicine | Primary Care | Daniel Reyes, MD | 09/02/2026 | |
| 01/15/2026 | Progress Note | Atlanta Cardiology Associates | Cardiology | Marcus Bell, MD | 09/02/2026 | |
| 12/02/2025 | Clinical Document | Lakeview Imaging Partners | Radiology | Sunil Mehta, MD | 09/02/2026 | |
| 10/21/2025 | Consult Note | Northside Regional Medical Center | Endocrinology | Rina Adeyemi, MD | 09/02/2026 |
Demographics
Decatur, GA 30030
Data Summary
Encounters
Vitals
Allergies
Immunizations
Problem List
Care Team
Questions
Questions care coordination teams ask first.
Answered here in the same words as the structured data behind the page, so what a search engine shows is what a reader gets.
- Does this cover the documentation a transition of care needs?
- The record is organized around the intake checklist: primary care progress notes, the history and physical, specialist consults, therapy reports and functional notes, cognitive screenings, discharge summaries, imaging reports, labs and the current medication list. Each arrives with its source and date.
- Can the coordinator see which sources have returned records?
- Yes. Every entry names the organization it came from and when it arrived, so the coordinator can see which sources have released records and which have not before the care plan meeting rather than during it.
- Is the demo run on real patient data?
- No. Every walkthrough runs on synthetic records that say so on the screen. Production access to real records requires an NPI, a declared purpose of use and a signed BAA.
Also built for
The same job, a different decision.
Every branch does the same work on the outside record. What changes is who is deciding, and what.
Home health
The face-to-face note, orders, discharge summary and medications, assembled before the first visit.
PACE
The intake checklist, from twelve months of progress notes to the medication list, assembled before the team meets.
Structured family caregiving
Diagnosis documentation, the H&P, medications and the functional evidence, assembled before the nurse's first home visit.
Chart prep
What happened to tomorrow's patients since their last visit, retrieved and organized the night before.
Talk to us
Walk an intake record through the view
Thirty minutes over a synthetic intake: progress notes, consults, assessments, discharge summaries and medications, organized the way they would arrive before the care plan meeting. Send your details and the calendar opens here.
- Send your detailsTwo minutes. Your organization, name, email and phone, and the time records cost you; the rest is optional and helps us reply with something specific.
- Pick a timeThirty minutes, live, over synthetic records in the shape your team works in. No slides, and no discovery call before the demo.
Who this is for, and who it is not
- Coverage comes firstVivlio retrieves from providers, hospitals and health systems it can reach through national exchange networks and direct connections. Name the facilities your patients come from on the form and we check coverage before anyone spends thirty minutes on a demo.
- You can say what the chasing costsThe form asks how many hours a week your team loses to chasing records. If nobody can put a number near it, the case for Vivlio is not there yet, and we would rather say so than sell you a demo.
- Patients and files at volumeThis is built for intake that runs every day. For one record, once, your patient can request it from the provider directly, and that will be faster than going through us.
- Treatment, with the paperwork doneProduction access needs an NPI, a declared purpose of use and a signed BAA. Nobody swipes a card onto live PHI.
If none of those describe you, say so in the last field and we will come back in writing instead of booking a call.
Or call sales directly at 404-777-5772
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Send us your details
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Book a 1:1 call
Thanks. Pick a time below and the invitation comes straight to your inbox.
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We will come back in writing
Thanks - that is a useful answer. Before either of us spends thirty minutes, we will come back by email with the two or three questions that size what record chasing is actually costing your team, and what we can reach for the facilities you named. If the numbers are there, we will send a time then.
If you would rather just talk, the sales line below reaches the same people.