Multi-EHR Fetch

If you work across multiple hospitals or clinics with different EHR systems, Multi-EHR Fetch lets you pull patient data from all of them simultaneously—saving you from manually navigating to each system.

What Is Multi-EHR Fetch?

Multi-EHR Fetch retrieves clinical data (medications, labs, allergies, conditions) from all your configured EHR systems in one action. Instead of manually opening each EHR and searching for the patient, Cleo handles it automatically.

Tip

This feature is especially useful when you need a complete picture of a patient who receives care at multiple facilities.

How It Works

When you trigger a Multi-EHR fetch:

1. Cleo opens browser tabs to each of your configured EHRs (you’ll see them appear)
2. Searches for the current patient in each system
3. Extracts available clinical data
4. Consolidates the results
5. Closes the tabs automatically when finished

Note

You’ll see tabs opening during the fetch process. This is normal—Cleo needs to access each EHR to retrieve patient data. You can continue working in your original tab while this happens.

Using Multi-EHR Fetch

1. Make sure you have a patient in context (you’re viewing a patient’s chart).

2. Look for the Action Island floating at the top of your screen.

3. Click the menu icon to open the actions dropdown.

4. Select Multi-EHR with the description “Fetch from all EHRs.”

5. Watch the progress tracker as Cleo fetches data from each system.

What You’ll See

Progress Tracker

While the fetch is running, a tracker appears showing:

• “Multi-EHR extraction” label
• Current status and progress
• Which EHRs are being queried

Login Prompts

If any EHR requires you to log in:

• The tracker shows “(Login needed: [EHR name])”
• A notification appears asking you to authenticate
• Click the notification to go to that EHR’s login page
• After logging in, the fetch continues automatically

Note

Cleo never stores your EHR passwords. If a session has expired, you’ll need to log in manually.

Completion

When the fetch completes:

• The tracker shows success status
• A notification summarizes results: “Successfully fetched data from X EHR(s)”
• If the patient wasn’t found in some systems, you’ll see which ones

Results

After a Multi-EHR fetch, the patient’s data is:

• Consolidated — Data from all sources is merged into a single view
• Deduplicated — Duplicate medications or conditions are combined
• Labeled — Each piece of data shows which EHR it came from
• Synced — Results are saved to the Hub for later access

Requirements

For Multi-EHR Fetch to work:

Requirement	Details
Multiple EHRs configured	Add at least two EHRs in Settings
Patient in context	Must be viewing a patient’s chart
Matching patient	Patient must exist in the other EHRs (matched by name and DOB)

Troubleshooting

Patient Not Found

• The patient may not have records in that EHR system
• Check that name and date of birth match across systems
• Some EHRs may use different name formats (e.g., nicknames)

Login Required

• Click the notification to open the EHR login page
• Log in with your credentials
• The fetch will retry automatically after you authenticate

Fetch Failed

• Check your internet connection
• Verify the EHR URL is correct in Settings
• The EHR system may be temporarily unavailable
• Try again in a few minutes

Privacy & Security

• Tabs are closed automatically after data is retrieved
• Each EHR is accessed using your existing authenticated session
• Data is encrypted before syncing to the Hub
• No credentials are stored by Cleo

Next Steps

Patient Briefs

View automatic clinical summaries →

Explore & Navigate

Map and navigate your EHR →