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Grants and In-Kind Support to New York Physicians, Group Practices, and Health Centers to Implement a Medical Records-Sharing Program

From Good to Great: Improving Access to and Use of Patient Visit Notes in Non-Hospital Systems

GrantWatch ID# 206950
Agency: Foundation

Funding Source
New York Health Foundation (NYHealth) and OpenNotes

Geographic Focus
USA: New York CityNew York

Important Dates
Conference Date: 12/13/22
Deadline: 01/26/23 1:00 PM

Grant Description
Grants and in-kind support to New York physicians, group practices, federally-qualified health centers, and other non-hospital systems to implement a program that provides patients with access to their medical records. In addition to funding, grantees will be provided with the technical assistance required to carry out the program. Priority will be given to applicants that are in the early phases of OpenNotes adoption.

Through the Empowering Health Care Consumers priority area, NYHealth promotes greater information transparency and supports patients in engaging as partners in their care. Through their upcoming Primary Care priority area, beginning in 2023, NYHealth will increase primary care access and capacity, build the primary care workforce, and advance racial health equity. The intersection between Empowering Health Care Consumers and Primary Care provides the framework for this Request for Proposals (RFP).

This RFP is open to any non-hospital system in New York State that is implementing and sharing open notes in compliance with recent federal rules and is seeking to go beyond compliance and use open notes to spark a culture change and more meaningfully engage patients. 

Through this RFP, NYHealth—in partnership with the OpenNotes national program office—will provide non-hospital systems throughout the State with funding, technical assistance, and opportunities for peer learning to implement and share open notes effectively. The goal is not merely to support providers in complying with the recent federal mandate to share notes with patients, but also to equip them with the tools to help patients access and use these notes for more informed and engaged care. 

Selected applicants will be required to engage a project team of 3–4 members. Potential team roles to consider include: patient experience/engagement leaders; clinical leaders; electronic health record (EHR) implementation or IT leaders; staff and patient educators; and patients and/or patient advisors. NYHealth strongly encourages organizations to include at least one patient partner and/or advisor on their teams.

Applicants selected for funding will also be required to participate in a 12-month technical assistance and learning network led by the OpenNotes national program office. This program will allow nonhospital systems to learn from experts and each other, and it will focus on strategies to ensure that (1) providers are equipped with the tools to make note-sharing easy and useful; and (2) patients know how to access and use their visit notes productively. Diverse experts will lead monthly technical assistance sessions.

Topics covered will include, but not be limited to:

  • Understanding the recent federal mandate, including the regulation’s intersection with federal and State laws on patient privacy and confidentiality.
  • Addressing issues with EHR and patient portal functionality.
  • Communicating with providers and staff about open notes, addressing clinician concerns, and identifying staff champions.
  • Using multidisciplinary care teams to integrate open notes into workflows.
  • Supporting patients in accessing and reviewing their notes through marketing, navigation, and other engagement activities.
  • Educating patients and caregivers on how to use notes to manage care.
  • Providing notes in plain language, language that reduces bias, and languages other than English.
  • Sharing notes in the context of adolescent, pediatric, and behavioral health care.

In addition to monthly technical assistance sessions, project teams will also have access to individualized coaching sessions with experts from the OpenNotes national program office. 


  • Others (see text field entitled "Additional Eligibility Criteria" for clarification)

Additional Criteria for Eligibility
Eligible providers include federally qualified health centers (FQHCs), multispecialty group practices, hospital-affiliated physician groups, independent physician practices, and other non-hospital systems in New York State.

Providers that are seeking to optimize their early implementation and more meaningfully engage patients are also eligible to apply.

Sole proprietorships and single member LLCs are not eligible to apply.

Pre-Proposal Conference
Webinar Invitation: NYHealth and OpenNotes will be hosting a webinar on December 13, 2022, 1–2 p.m., featuring note-sharing experts and New York State non-hospital system providers who are using open notes to engage patients.

The online discussion will highlight lessons learned from compliance with the 21st Century Cures Act note-sharing requirements. Panelists will also share best practices and strategies for engaging patients and making note-sharing easier and more productive, including in diverse care settings like FQHCs and independent physician practices. NYHealth’s new funding opportunity to support non-hospital systems in implementing and sharing open notes will also be highlighted. Learn more and register for the webinar here:

Pre-Application Information
The deadline to submit an application is Thursday, January 26, 2023, at 1 p.m.

All applicants will be notified about the outcome of their applications by the end of the first quarter of 2023.

Number of Grants

Estimated Size of Grant
Non-hospital systems can request $50,000 per site for up to two sites (for a total of $100,000), pending funding availability.

Contact Information

Programmatic questions about this funding opportunity should be e-mailed to

Technical questions regarding the online application system should be e-mailed to the NYHealth Grants Management Department at

New York Health Foundation
1385 Broadway, 23rd Floor
New York, NY 10018

T: (212) 664-7656

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