MyChart Record Sharing

Support Procedures for Proxy Accounts

The MyChart / Caregiver service allows a parent, guardian, legal caretaker, or loved one (a proxy) to log into their personal MyChart account and connect to patient information.

This is the only way for another person to access a patient's record online through MyChart, regardless of power of attorney, spousal status, guardianship, or parental status.
A patient's caregiver, or proxy, is NOT required to be a Cleveland Clinic patient in order to use the MyChart / Caregiver service.

Purpose:

Minors under 18 may not have their own MyChart account. A parent or legal guardian must request proxy access to their child's account.
Parents or legal guardians of minor children; access to minor accounts is automatically shut down on the minor's 18th birthday.
Parents or legal guardians of minor children between the ages of 13-18 years old may not see all the features of children between the ages of 0-13 years old.
Legal guardians or caregivers with Durable Power of Attorney for the healthcare of dependent adults need to submit proper documentation to HIM.
In cases without legal guardianship (e.g., adult child of a senior parent, friend of an adult patient), a MyChart / Caregiver account can be set up with your signature. This is considered Adult to Adult, and you decide who to grant access to.
More than one caregiver may access a patient's MyChart account (e.g., both parents of a minor child, multiple children of a senior parent); however, each caregiver must complete the appropriate forms separately.
For legal reasons, the proxy process must happen through Health Data Services (HDS) or a Geriatrics or Pediatrics office; the Service Desk is not able to expedite.

Please note: An adult-to-adult proxy/caregiver is not able to make changes to the primary patient account (e.g., password reset). You would have to provide permission to allow the proxy/caregiver to perform this on your behalf.

Self Service

Health Record sharing options available directly in MyChart are located under the Menu. Options include:

Share My Record: Send Health Care Record Invitation, edit Proxy Caregiver information.
Stop Sharing My Record: Revoke access to Health Care Record for Proxy Caregiver.
Who’s Accessed My Record: Access Health Care Record audit history to see who has accessed the Health Care Record and when it was accessed.

How do I send an invitation to share my health record?

Log in to MyChart. From the menu, search for and select Sharing Hub.
Choose from the selection “family member, close friend, or caretaker.”
Choose Manage ongoing access to your MyChart account.
Select "Click link to +Invite someone," fill out and submit the invitation.

The invited person must access the invitation from their email. Once they click the link in the invitation, they are prompted to log in to their MyChart. They will be prompted to enter your birthday. Once they do, they will automatically see your MyChart account within theirs.

If your loved one is not a Cleveland Clinic patient, they can create their own MyChart account.

From the MyChart login page, select "Sign Up Now."
Click the "United States" option > Next.
Click the "I have none of these" option > Next.
Select "No."
Complete the “Please Identify Yourself” form and establish a MyChart Username and Password.

Proxy access for minors

Patients under the age of 18 must be associated with a parent’s or guardian’s MyChart account.

Proxy access can be granted in the following ways for a biological child:

At the pediatrician’s office
From a parent’s MyChart account (search the menu for Request Access for your Child and complete the form).
- Should the parent not have their own MyChart account, they can create one following the procedure above for loved ones who don’t have a MyChart account. Once the account is created, they can submit the electronic form “Request Proxy Access for your child.”
By completing a paper form and sending it to Health Data Services, Health Information Management (HIM).
Once the forms are reviewed and approved by Health Data Services, Health Information Management will grant Proxy / Caregiver access.
If the proxy request needs escalation or if you have questions, they can call HIM at 216.444.4638.

Proxy access for minor patients who have a legal guardian

Legal guardians and foster parents of minor children must complete the paper proxy forms.

For guardians who are Cleveland Clinic patients

From the "Sharing Hub" > "Manage friend and family access", click the link in the bullet for requesting access to a minor.

Then click the link to open "Form B."

For guardians who are not Cleveland Clinic patients

They must complete Form B and send the form to Health Data Services.

Proxy access for adult patients

Proxy access for adult patients can be accomplished in two ways:

An adult can invite another adult from the "Sharing Hub" > "Manage friend and family access."

A screenshot of the sharing hub on MyChart.

A court-appointed guardian of an adult patient (including, the parent of an adult child who is unable to manager their medical care) or a caregiver who has been granted Power of Attorney over another adult, must complete the paper forms available here and send the form to Health Data Services as well as the court document or Power of Attorney paperwork to Health Data Services.

Please note: If the Proxy Caregiver is not currently an active MyChart user, they must create their own MyChart account to access the information. When the access is granted by HIM, the caregiver/proxy will receive a MyChart activation letter to their email address that is listed in their demographic. If the caregiver/proxy is not a Cleveland Clinic patient, HIM does create a Medical Record in order to establish the proxy access.

Processing time and options

The electronic form for proxy access usually takes three business days or less. Caregiver forms normally take one to two weeks to process.
Many Geriatrics and Pediatrics offices can set up caregiver access in-office at appointments, if the caregiver is also already a Cleveland Clinic patient (quickest option, but not applicable in all scenarios) (Pediatric Caregiver accounts only).
To check the status of a caregiver request after the forms have been submitted, refer to Health Data Services at 216.444.4638.

How to revoke proxy access to MyChart accounts

Adult Account: Proxy can be revoked from MyChart full website, as well as the Epic MyChart mobile app, following the same steps. However, proxy changes cannot be made on the MyClevelandClinic app.

How do I remove caregiver/proxy access to my health record?

Log into MyChart > "Menu" > "Stop Sharing My Record."
Select the caregiver that you would like to change access for, and click "Revoke Access."

If you cannot revoke the access from MyChart

Contact Health Data Services at 216.444.4638 or 800.223.2273 ext.44638 for more information.
These requests must be submitted in writing with supporting documents.

Caregiver receives a mismatch error

These requests must be submitted in writing with supporting documents.

Minor account (under the age of 18): Proxy cannot be revoked from MyChart.

Contact Health Data Services at 216.444.4638 or 800.223.2273 ext.44638 for more information.
These requests must be submitted in writing with supporting documents.

Minor account (Ages 13-18): Proxy may not be able to see certain information, such as Demographics features or notes.

Proxy account when minor turns 18: When a minor turns 18, the proxy will no longer have access unless the 18-year-old creates their own MyChart account and sends a Proxy invitation to the proxy.

The settings

Number of days proxy will continue to see your name on the list after expiration (will not be able to switch over to their record): 1 day
Days the warning will display prior to expiration: 5 days (plus one day prior to their birthday)

Two ways proxies are notified that their access to a patient's account is about to expire

With a warning message that appears on the Personalize page in MyChart.
With a secure patient message that is automatically sent and includes expiration information.

Proxy receives an invitation to access a patient’s MyChart account: "Accept Invitation" or "Decline Invitation."

A confirmation of your Date of Birth is required even if the invitation is being declined.

Share Everywhere Support Procedures

Share Everywhere allows patients to share their medical records with other individuals, like a doctor, chiropractor, social worker, physical therapist, dentist, or school nurse. This gives the other individual the ability to see your health record summary, other clinical data, and to submit a note to their care team.

For more information on this system, visit their FAQ page here.

Common Issues and Questions

My Share Code from MyChart is not working on Share Everywhere.com.

Contact Epic at 608.271.9000

What information can the share code recipient see?

The person who receives the share code can see a subset of the same information you can see in your own MyChart account, including medications, allergies, health issues, immunizations, care gaps, lab results, medical history, visit records, and code status. If your health system hasn’t made a particular part of the chart available to you in MyChart, it also won’t be available in Share Everywhere.

Can I use Share Everywhere to share a family member’s information?

Yes, if the healthcare organization allows it and you have access to the family member’s information in MyChart. For example, if a parent has proxy access to her child’s chart in MyChart, the parent can generate a share code from the child’s record and give it to the provider just like they could from their own MyChart account. The provider can see the same information that a parent can see for their child.

How long can the share code recipient view my record?

The person who receives the share code can view your health information only until they log out of the Share Everywhere website. They cannot log in later and see it again unless you give them another share code.

How is Share Everywhere secure?

To generate a share code, patients must be logged in to their MyChart or MyChart mobile account. When they generate a share code, it is valid only until it’s used, up to five minutes. To be able to see your information in Share Everywhere, the share code recipient must also know your date of birth. If this person enters your date of birth incorrectly three times, the share code is invalidated. As an additional layer of protection, the share code redemption page is protected by reCAPTCHA.

Does Share Everywhere work on all devices?

Patients can generate share codes from any computer or device with access to the MyChart website, or through the MyChart mobile app, which is supported on Android and iOS devices. Note that patients must update the mobile app to version 5.4 or higher to use Share Everywhere.

Where do notes that providers write on the Share Everywhere website go?

Notes providers write in Share Everywhere are sent back to the healthcare organization from which you generated the share code, where they are filed to your chart.

Can someone from your health system respond to the person who sent the note through Share Everywhere?

There is no way to respond directly through Share Everywhere, but providers are prompted to include their contact information in the notes they send so that they can be reached if needed.

Sharing Your Record with Another Hospital System

To share your medical record with another hospital system, such as University Hospitals of Cleveland, Summa Health, and MetroHealth, click on Menu / Link My Accounts. Use the search bar under Discover accounts to link to search for hospital systems to link to your account. Please note that if a hospital system you are searching for does not appear, that hospital system may not be on a similar Epic platform or may not be a participating organization.

Linking your Cleveland Clinic MyChart account with other hospital systems you have visited will allow you to see your health information from that organization, including some test results, within the same MyChart account.

Once you have found the organization you would like to link to, click on that organization and then click on the orange "Link account button."

You can view which accounts you already have linked in the Linked accounts. Tap near the top of the page.

For more information on Health information exchanges with other organizations, please visit the link below:

Patient Medical-Records Care Everywhere