Step by step guides & information for the most Frequently Asked Questions about the Kela pHR Card. Scroll down to view all the questions or click on any of the sections on the right for fast access. Can't find an answer? Contact us, we'd be happy to help.

Getting Started

How do I get my medical records?

Always remember that you are the legal owner of your medical records; therefore you have the right to ask for a copy of them. Most clinics charge a fee for providing you a copy of your medical record, but if you ever encounter a doctor or healthcare facility that refuses to, or you feel is charging too high of a fee, please report it to Kela Medical and we will help you obtain the records.

As a Kela Medical member, we are here to assist you with all your medical record needs and will act as an advocate on your behalf

How do I put my initial medical records on the Kela pHR Card?

1. Ask your physician's office for a copy of your medical records
2. Pay associated fee
3. When a copy of the records are received you can scan the documents into PDF format and upload to the Kela pHR Card
4. If you do not have a scanner, you may be eligible for assistance with the conversion based on the plan you have chosen. For more information, contact Kela Medical.

How will I keep my Kela pHR Card updated with ongoing records?

There are multiple ways to upload your future medical records to your Kela pHR Card:

1. Synchronize your Kela pHR Card with your physicians Electronic Medical Record System (If your physician is unable to do this, and would like to know more have them contact us)
2. Obtain a paper copy of your new reports from your healthcare provider and upload it to your Kela pHR Card from your personal computer
3. Have your healthcare provider fax a copy to 905-668-8778 and we will send you a copy of your record to download (number of “fax to card” per year depends on your service plan).

How do I put my diagnostic images on the Kela pHR Card?

1. Request a copy (usually it will be a CD) of the diagnostic test while you are having the procedure
2. Run the CD and save the images as JPG or MPG files
3. Upload the files to your Kela pHR Card
4. If you have any issues, please contact us.

What do I do when I see a doctor?

When seeing a doctor, you should always be prepared. Some facilities will be unable to access the Kela pHR Card due to their use of outdated technology. You should make sure that you always keep a printed copy of your Cumulative Patient Profile (CPP). This print copy will be important if you ever end up in the emergency room or in an ambulance. You will always have the original copy securely stored on your Kela pHR Card.

What if my doctor does not want to use my Kela pHR Card?

You may run into healthcare professionals that will not be able to use the Kela pHR Card due to their lack of knowledge of the product or technology restrictions. In this case, do not worry, all you have to do is obtain a copy of the record or even have them update the printed copy of your Cumulative Patient Profile that you can input into your Kela pHR Card at a later time.

Why do I have to pick the different plans before registration? What do they mean?

The Kela Service Plan that you chose should directly reflect your comfort with computers. There is a base level service plan included with the purchase of your Kela pHR card. It is suitable for someone who is completely comfortable with computers. However, if you will require some assistance maintaining an accurate record by scanning, faxing, and downloading medical documents, Kela provides you two other service plan options in order to make it as easy as possible to create a full and accurate health record.

Why do I have to accept the terms and conditions before registration?

The terms and conditions indicate that you are entering an agreement with Kela Medical to use the Kela pHR Card as a tool to increase the level of care you receive from healthcare professionals. It is important that you fully review the terms and conditions before indicating that you agree.

Medical Documents

How do I add a file?

1.In the Medical Documents section, click “Add New”
2. Click “Browse” and search for the required file. Note: Ensure that the file is in fact saved to your computer.
3. Once you have found the file, click “Upload”. You will receive this message if successful:

How do I add a new folder to organize my files?

1. In the Medical Documents section, click “Add New”
2. Click on folder titled “Personal”
3. Type the name of new folder in text box (example: blood work) and click “Create”

How do I view a file?

1. In the Medical Document section, click “Documents”
2. Click on the folder the document is located in
3. Click “Preview” to show the file in a smaller preview window, and “Open” to open the full document or save it to your computer

How do I delete a file?

1. In the Medical Documents section, click “Add New”
2. Find the file you would like to delete in the correct folder
3. Click “Delete”. You will be asked if you are sure you want to remove the file; click “Yes”

What type of files should I include in the Kela pHR Card?

The Kela pHR Card has the ability to store any file you feel important to your health. By using the document management system built into the card, you will be able to organize all of your medical files in easy to access folders. Any document that deals with your well-being should have a place on your pHR card, making it the one superset of your health information.

Privacy and Security

How are the files on my card protected?

The privacy and security of your medical records is extremely important. The medical information saved on your card is protected by 1024 bit encryption technology, is not stored anywhere online, and is guarded by a personal password chosen by you.

Who should I share my records with?

You have full control on who you want to share your record with. If you are not comfortable with sharing all your records with someone, you can set a PIN and use the guest login function to only show records that you have provided consent to share.

How do I make a strong password?

By adding numbers, a mix of capital and lowercase letters, and special characters such as (#, %, &)

How do I backup my files?

1. In the Features section, click “System Configuration”
2. Click, “Backup”
3. Choose the location you want to save the backup (default path settings are in system configuration)
4. Click the blue “kVault” folder under the blue arrow to start the backup

How do I turn on Password Bypass?

1. In the Features section, click “System Configuration”
2. Click “Password Bypass” on the menu
3. Check the box beside “Password Bypass"
4. Read the Terms and Conditions
5. Check the box to accept the Terms and Conditions
6. Click “Save”

What is the guest log in?

The guest log in allows you to provide your healthcare professional a 4 digit PIN code so you do not need to disclose your personal password. This will allow you to control the amount of information you share with your various healthcare professionals.

How do I set my PIN?

1. In the Features section, click “System Configuration”
2. Click “PIN Management”
3. Enter a 4-12 character PIN that you will provide to a caregiver for access to your records, choose how many days you want the PIN to be active for, then click “Save”

Membership

How can I get a Kela pHR Card for my friends and family?

Because of the many health and safety benefits that come from owning a Kela pHR Card and carrying your medical records, it is important to not only protect yourself, but to make your friends and family aware also. If your loved one is not a patient of the clinic where you purchased your Kela pHR Card, it is available for online purchase at www.kelaphr.com.

Features

What is CMS/EMR and HL7 synchronization?

The synchronization is to allow the exchange of your records from your doctor’s computer systems to the pHR card. The button is enabled when a medical record file from your doctor computer system has been added to the pHR card. You can click the button to accept the information. Any discrepancy will be shown on screen for your confirmation.

What is the “Password Bypass?”

“Password Bypass” will allow your medical summary to be accessed without a password or PIN. This is an important feature if you’re unable to communicate in an emergency situation.

Why do I have to agree to terms and conditions for using the password Bypass feature?

Kela provides the option to allow access to all of your information without the use of a password or PIN in the event that you are not able to communicate with a healthcare professional. The terms and conditions state that using this tool is a choice you have made for what you feel will give you increased care. It is important to fully review the terms and conditions before indicating that you agree.

What is “Back up”?

The “Back Up” feature allows you to save a copy of your entire medical record, in an encrypted format on your personal computer. Click on “Back Up” and follow the instructions.

What is a “PIN”?

A PIN is a temporary password you can create, manage, and remove as needed. This will not affect your personal password and is used to grant temporary access to a care provider without revealing your password or allowing them to make changes. If you are planning to show your Kela pHR Card at your next appointment, create a pin number that will display your files to the physician in a read-only format.

What is the Audit Log?

The audit log captures all the activities in using the card and provides you with an idea on what information is changed on your medical record. You can search specific days or files and see all the changes made to your card.

Cumulative Patient Profile (CPP)

What is a CPP?

CPP stands for Cumulative Patient Profile and is a one-page summary of your most crucial medical history. This includes information such as your contact details, medications, health conditions, allergies, risk factors, physicians, and recent encounters.

How do I populate my Cumulative Patient Profile (CPP)?

The first time you log-in there will be a button showing “BEGIN HERE”. Click this button to launch the wizard, which will take you through the various health questions that will initially populate your CPP.

What is the CPP wizard?

The CPP wizard is a questionnaire that will help you to initially populate your Cumulative Patient Profile. As you complete the wizard, you will notice different buttons such as SKIP or + MORE. See the figure below for a description of each:

What is the validation date of the Cumulative Patient Profile and why is it asking me periodically to validate?

The validation date shows healthcare professionals the last time you have viewed and agreed that the information on the card is accurate. By validating periodically, it ensures that the information is current and healthcare professionals can make informed decisions about your health.

General

Why is it important to put all medical records on the Kela pHR Card?

Having your medical information on you at all times will increase the level of care you receive from your healthcare professional. By providing your healthcare professional with a full picture of your health, they are able to make informed decisions about how to treat you best.

Why is it important to update my medical records on a periodic basis?

Healthcare professionals need up to date information to fully assess your health. By updating your Kela pHR Card on a regular basis, they can be sure that they are viewing accurate information when making decisions.

Who should I share my records with?

You have full control on who you want to share your record with. If you are not comfortable with sharing all your records with someone, you can set a PIN and use the guest login function to only show records that you have provided consent to share.

What are CMC/EMR 4.0 and HL7?

CMS/EMR is the Ontario standard to share Health records. HL7 is the Industry standard to share medical records between Healthcare Management systems.

How do I change my personal information?

1. In the features section, click “System Configuration”
2. Click on the “Personal Information” tab
3. Update or add to any fields, then click “Save”
4. Please note there are multiple tabs in this section, see below figure:

How can I contact Kela Medical?

Phone: 905-665-5352
Email: support@kelamedical.com
Fax: 905-665-5355
Mail to: 3020 Brock Street North, Whitby ON L1R3J7

Call 1 905 665 KELA (5352)
Email support@kelaphr.com

Click any category below to be taken directly to the beginning of that section.

+ Getting Started

+ Medical Documents

+ Privacy & Security

+ Membership

+ Features

+ Cumulative Patient Profile

+ General