Penn PhysicianLink

Clinicians and their staff can request an account. Anyone who intends to retrieve medical records and/or billing information from your practice must have their own PhysicianLink account.

You will receive a confirmation email with your username and password, with instructions on how to log in to PhysicianLink portal.

Once your credentials are confirmed, your account will typically be available in ~ 2 business weeks. At that time, you will receive an email with your username, password and instructions on how to activate your new account.

Learn more about Physician Link features, such as managing medication lists and viewing patient encounters, by logging on to PhysicianLink and selecting any of the supporting documents in the Quick Links section in your account.

For support contact the Help Desk at 215-662-7474.

There are two ways you can message with Penn Medicine providers in PhysicianLink: Through your InBasket, and via Chart Review.

Chart Review allows users to access patient demographic and encounters information, among other information, such as patient notes, and lab and imaging results. For technical support, please contact the Help Desk at 215-662-7474.

To search for a patient, enter the Name, Sex, DOB and at least one of the recommended fields (SSN Last 4, Zip code, MRN, Phone #).

Remember: Patient search may only be used to access patient information necessary to your professional duties. Access is monitored and inappropriate access will result in account termination

Patients are automatically added to the referred provider’s My Patient List when they check in. Any identified primary care providers in PhysicianLink will also get this notification. All other providers seeking to add patients to My Patient List will need to search for their patient. Once an initial search is conducted by anyone in the practice, the patient will automatically show up in this section.

If you have the appropriate access, click on My Reports, which will display a list of available reports. Select the report that you would like to review and it will be displayed.

If you do not have access to this functionality, please contact the Help Desk by calling 215-662-7474.

No. Like any secure system, due to HIPAA, the standard automatic log out time is after seven minutes of inactivity. After seven minutes, you will be logged out and required to log back in.

Users are required to change their passwords every six months for security purposes. Go to menu and select Settings and select Change Password.

We also strongly encourage setting up challenge questions, in case you forget your password in the future. To set up your challenge questions, go to menu and select Settings then select Challenge Questions.

If you know your User ID, reset your password.

If you have not created challenge questions, reach out to your Site Administrator who can reset your password for you.

If your Site Administrator is not available, please call the Help Desk at 215-662-7474 and select the option for all password issues. If you do not know who your Site Administrator is, contact PennPhysicianlink@uphs.upenn.edu for assistance and provide your practice site name, address and phone number

Once you regain access to your account, we highly recommend setting up challenge questions to be able to reset your own password in the future.

If you forgot your user ID, reach out to your Site Administrator who can provide it to you and also reset your password if need be.

If you have enabled challenge questions, you can reset your own password.

If you have not logged in within a 90-day period, your account will become blocked and you will receive the message “User login is blocked for this account” upon login attempt. If this happens, you must reach out to your Site Administrator who can remove the block from your account.

If you do not know your Site Administrator, please email the team at PennPhysicianLink@uphs.upenn.edu or call the Help Desk at 215-662-7474.

If you need to reinstate an account for an active practice site, contact your site administrator. If you don’t know who your Site Administrator is, please email PennPhysicianLink@uphs.upenn.edu.

If you need to reinstate your account but your practice site is no longer active, then someone from your practice site needs to request a new account for the entire site.

If you have your reset code, on the Enter Your Authentication Code form, click the reset additional authentication hyperlink. Enter the reset code where indicated and select Reset to continue. You can then select the authentication method, and start over with a new authentication.

If you do not have your reset code, your site administrator can reset your two-factor authentication.

If your Site Administrator is unavailable to assist you, you will need to call the Help Desk at 215-662-7474 to have your 2FA method reset.

A Site Administrator is a practice’s primary point of contact in PhysicianLink. The Site Administrator can:

• Request to add new users (request access for a new user in your practice)
• Delete users (notify Penn Medicine that a user has left the practice)
• Remove the inactivity block from a user's account so he or she can log in
• Obtain usernames for PhysicianLink users in your practice
• Update who is listed as the site administrator for the practice, should your practice's staff change

Yes, every site is required to have an active Site Administrator. This person could be a provider, clinical staff member, or non-clinician user.

If your team needs to change their Site Administrator, or if you do not know who your Site Administrator is, please contact PennPhysicianlink@uphs.upenn.edu for assistance and provide your practice site name, address and phone number.

If you already have an active Site Administrator, they can use the Admin tab to submit a request to update your role to Site Administrator. If your practice does not currently have an active Site Administrator, please email PennPhysicianLink@uphs.upenn.edu.

If you are replacing a previous Site Administrator, please email PennPhysicianLink@uphs.upenn.edu once your role has been changed, noting your practice's name and the old Site Administrator account (to be deactivated).

Click on the Admin tab and select My Groups. This will show a list of all users in your group.

Click on the Admin tab and select Site Verification, which will give you a list of your current users. From there you can verify whether they are active or not, by selecting Yes or No. Select Acknowledge and Verify to complete the process. You will also be prompted upon log in to verify your account every 90 days.

Use the Admin tab to update a user’s role.

You can delete users, which removes them immediately.

To delete a staff member, click on the Admin tab and select My Groups. Click on the minus icon to the far right to deactivate the user. If you have accidentally deleted a user, please request a new PhysicianLink account for them through the Admin tab.

You can follow these steps to add a new user:

• Select the Admin tab and click Account Requests.
• Click Request New Account. Choose the type of account you want to create. For example, to create an account for a new provider at your site, click Request access for a new provider.
• Enter the user’s demographic information. In the User group field, select the user group to which the user should belong.
• Enter a comment about your request, if necessary, and click Submit Request.
• After your request has been processed, the new user will receive a login instructions letter

Go to Admin tab and select My Groups. Select the user and select the key icon ("Change password") to the far right.

When the screen appears:

• In the New Password field, enter Welcome2!
• In the Verify New Password field, again enter Welcome2!
• In the Password for PhysicianLink Site Admin field, the SA needs to enter their own password.
• Click Accept.

When the user logs in to PhysicianLink, they will be prompted to enter a new password of their choice.

Click on the Admin tab and select My Groups. Identify the user in question and if they are blocked, they will have a lock icon next to the left of their name. To unblock the user, click on the unlocked lock icon to the far right.

• Click on the Admin tab and select My Groups.
• Identify the user in question and select the user. Click on the “key with an arrow icon” to the far right.
• The user will be prompted to select a new form of 2FA at their next sign in.