Important Changes to MyChart

On September 14, The Polyclinic upgraded our electronic health records system and MyChart application. This has resulted in unforeseen delays in telephone wait times and at check in as our staff update patient information in the new system. We apologize for any difficulty you’ve had during this transition. Our teams are working hard to speed up check in, improve phone service, and address any MyChart issues as soon as possible.

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MyChart Frequently Asked Questions

Q. How do I connect to the new MyChart using the MyChart App?

A. After opening the MyChart application, look for the banner that says “Switch Organizations.” On some devices, you will need to click the three dots in the upper right corner in order to choose the “Switch Organizations” option.

  1. Select “Switch Organizations”
  2. Select “The Polyclinic and The Everett Clinic”
  3. Log in as usual

Q. How do I access my health records from before the upgrade on September 14?

  1. Log into the new MyChart at www.MyHealthChart.com
  2. Under the Profile menu, select “Link my Accounts”
  3. On the Discover tab; search for “Polyclinic” in the Discover accounts to link field.
  4. Select “Swedish Medical Center (Historical as of 6-15-19) and Polyclinic (Historical as of 9-14-20)”
  5. Then, select “Link Accounts.” Your records before 9-14-20 may not show up immediately, but should be linked within the next 24 hours.

Note that at some point in the future, the old system will be decommissioned and you won’t have MyChart access to historical data before 9/14/20, even if your accounts are linked. Patients can choose ‘Download My Record’ (under the Health tab) in the old MyChart to keep your own permanent record of that information. And, you can request your medical records at any time at www.polyclinic.com/medicalrecords.

Q. Why did The Polyclinic upgrade MyChart?

A. In September 2020, The Polyclinic partnered with The Everett Clinic to upgrade its Epic electronic medical record and the MyChart online patient portal. If you are a MyChart user, you’ll see a few changes next time you log in. These enhancements offer a better MyChart experience and a more complete overall record of your health, all in one place. Our goal is to ease your way with more information, more ways to customize MyChart to suit your needs, and access to provider notes and scanned documents, among other improvements.

Q. What do I need to do to use the upgraded MyChart?

A. You’ll access your MyChart account from a different web address, so you may need to update your bookmarks or shortcuts (Note: www.MyHealthChart.com is the new location to save in your bookmarks/shortcuts.)

Your user name and password will stay the same in most cases. If you do not remember any of this information, or you do not have a valid e-mail address on file, please call our MyChart Help Desk at 206-320-6767 (or 855-322-6767, if long distance).

Q. What should I do if I forgot my user name or password?

A. From the login screen, under the “Sign In” button, you’ll find links to click to help you recover your user name and password.

If you do not remember any of this information, or you do not have a valid e-mail address on file, please call our MyChart Help Desk at 206-320-6767 (or 855-322-6767, if long distance).

Q. What is changing?

A. Once you log in, you’ll see a new look. Now, you can:

  • Make appointments, easier:
    • Save your “favorite” appointments (type and provider) to skip steps when you schedule your next visit.
    • Choose from all available appointments, sorted by day, in “direct scheduling.”
  • View scanned documents: Access documents and diagnostic images that have been manually scanned into your medical record (with a few exceptions).
  • Communicate your way: Choose what types of MyChart reminder notifications you want to receive from us.
  • Control your personal information: View and edit personal details and update your contact information.
  • See details from other organizations: You can link available medical records from other providers outside The Polyclinic to your MyChart record. This helps create a more comprehensive record of your overall healthcare, all in one place.

Q. How will this affect my care The Polyclinic?

A. The Polyclinic upgraded its Epic electronic health record system, which providers use to enter, store and share information related to your medical history and ongoing care. This update means your providers may need additional time to adjust to the upgraded features and document your details for the next couple of weeks. We appreciate your patience and understanding as we learn the improved system.

Q. Will I lose access to the older version of MyChart after it is upgraded?

No, for a limited time you will still have access to your existing record for reference, but for the best features and experience, please use the new version of MyChart. You can continue to use the existing system to view information related to visits before September 14, 2020, but to send messages to your care team and access information from appointments and other activity that takes place after the September 14 upgrade, you’ll need to use the enhanced version.

Q. How do I communicate with my providers or request refills now?

A. You’ll need to log into the new location at www.MyHealthChart.com.

Your user name and password will stay the same in most cases. If you do not remember any of this information, or you do not have a valid e-mail address on file, please call our MyChart Help Desk at 206-320-6767 (or 855-322-6767, if long distance).

Q. If some of my health information on MyChart is not correct, what should I do?

Your MyChart information comes directly from your Epic electronic health record. If the information you believe to be in error is related to a visit in your doctor's office, please contact your doctor's office or discuss with him/her at your next clinic visit.

Q. I have proxy access for a family member and use MyChart on their behalf. Will I need to complete the proxy form again after the upgrade?

A. If you are a Polyclinic patient, your proxy authorization will remain in place after the upgrade as long as it hasn’t been terminated for another reason. If you are not a Polyclinic patient but have proxy access to someone else’s record, you’ll need to contact the patient’s clinic to be set up for access after the September 14 upgrade.

Q. Can I give others access to my MyChart account OR get access to a loved one's MyChart account for whom I am responsible?

Proxy Access (access to another person's medical information) may be requested by parents or legal guardians of children under the age of 18, and by adult children or legal guardians of adults. If you are an adult (18 years and older), you may request another person as proxy for your medical records.

For adult patients:The forms for proxy activation must be completed, signed, and accompanied by photo identification for both the patient and the person designated as proxy. The proxy must provide proof of guardianship or medical power of attorney. If the adult patient is unable to sign legal documents and does not have either a legal guardian or active medical power of attorney, proxy access cannot be assigned.

For pediatric patients: The forms for proxy activation must be completed, signed, and accompanied by photo identification. If the proxy requestor is not the birth or adoptive parent of the child, legal paperwork proving he/she is the legally recognized caregiver for the child is required.

In accordance with Washington State regulations, proxy access may be granted for children 13 - 17 years old, but the type of information available to the proxy is limited.

Please contact your child's provider's office for more information.

Q: Why are my Health Reminders showing as overdue?

A. We are still migrating information to the upgraded MyChart. Over the next few months, you might see overdue reminders for preventive care even if you have already seen your provider for these reasons. You can log into the historical MyChart account at www.myonlinechart.org to confirm if a Health Reminder needs action or not. Once data migration is complete, your Health Reminders should be accurate in the new system.

Q. How will I know when new information is available in MyChart?

When you activate your personal MyChart account, you will be asked to provide an email address. Be sure to enter an email address so you can receive notifications about activity in MyChart. As new medical information becomes available in your MyChart account, a notification will be sent to your email address directing you to log into your secure MyChart account for viewing.

Q. When will I see information in MyChart?

Medical information from clinic visits will begin to show up in MyChart 48 hours after your visit, if you already have a MyChart account. Depending on the type of test, it may take several weeks for the result to be posted in MyChart.

Any tests done prior to setting up your MyChart account may not automatically show up in MyChart. If you want to see this information, please talk with your provider about having it manually added to your MyChart account.

Q. What if information is missing from the new MyChart?

A. The Polyclinic providers and clinical staff will have access to the historical system. You can still log into it to view prior information for a limited time. During the transition, some information may not be immediately available in the upgraded MyChart, but we will continue to add more information (such as your test results and messages) in the next couple months.

Q. Will my provider contact me through MyChart?

When your physician releases medical information into your MyChart account, a message may be included to help you better understand the significance of the information you receive. If you have sent your physician a message through MyChart, your healthcare team may reply with a message sent to you through your MyChart account.

MyChart Basics

What is MyChart?

MyChart is a powerful web-based tool that gives you 24/7, secure access to your electronic health record. MyChart helps you better manage your health by allowing you to:

  • View your health summary. Get a quick snapshot of your health history, immunization record, medications, allergies, and recommended preventive services. You may also download your medical record and share your MyChart information with a healthcare professional at another organization should the need arise.
  • Communicate with your care team. Send electronic messages and photos to your healthcare team. You can expect a reply within three business days.
  • Request prescription refills. If you are out of refills at your pharmacy, you can request a renewal for a currently prescribed medication. Simply log into your MyChart account, select Refill Medications, choose the medication, choose the pharmacy, and click submit.
  • Access test results. Your lab and imaging test results will be automatically released to you online for convenient viewing and access.
  • Schedule and view appointments. Schedule new appointments and view visit summaries from past appointments.
  • View provider notes. View your provider’s notes and recommendations from recent visits.
  • Sign Up for MyChart

    There are multiple ways to sign up:

    1. Letter - Ask your provider’s office to mail a letter to your home with instructions on
      signing up. The activation code is valid for 90 days.
    2. Email or Text- Ask your provider’s office to send you an email or text to sign up; the activation code is valid for 24 hours.
    3. Online - Visit www.myhealthchart.com to sign up. An activation code will be generated for you.
    4. In Clinic - Ask a Polyclinic team member to help you sign up during your visit.

    You’ll need the one-time Activation Code to activate your account the first time, then you’ll create your own ID and password to sign into your account.

    Log In

    If you have your Activation Code and are ready to sign up, click here.

    Get the MyChart Mobile App

    MyChart is also available as a free mobile app for iPhone and Android users from the Apple Store or Google Play.

    Important note about Urgent Issues: Please do NOT use MyChart for urgent medical issues. Instead, call your doctor or call 9-1-1 in an emergency.

    Tips for Using MyChart

    • Use MyChart for non-urgent issues. Allow up to three business days for a reply.
    • MyChart is for brief information exchange. Providers can reply most quickly when your message is concise and to the point.
    • Please keep your messages focused and health related. All messages are written to your medical record and recorded as legal documentation.