Document Management Workflow  
Every chart has a document management section called Document Viewer associated with it. When a document is internally generated by the EMR, a copy of it is automatically placed in the relevant folder of that chart's Document Viewer where it remains available for later viewing or printing/faxing. And this Document Viewer is also the place where scans and other external documents filed by the users end up. This implies that all documents, whether they are internal documents (generated visit notes, letters, prescriptions etc) or external documents (imported scans, pdf reports etc), are accessible from a centralized location in a patient's chart.

You can attach any number of external documents to a patient's chart and retrieve them whenever needed. The EMR supports a number of file formats including PDF, BMP, GIF and JPG, with PDF being the format of choice for most users. Once incoming paper documents are converted into any of these digital formats using the scanner and saved on the hard drive, they can easily be filed to the chart they belong using the Document Filer. Document Filer can be reached by clicking Attach Files button at the bottom of the Search screen.

The commonly used practice is to scan all incoming documents, as they arrive, into one folder on the hard drive and then import them into the EMR system at day's end. Depending upon their workflow, some may prefer to import twice a day. After importing the documents, the folder is emptied for the next batch by deleting the documents therein. A few do not even delete the files after importing. As hard disk space is not a problem anymore, they prefer to create a new folder by date every day such as Imports 01-01-2012 and keep the material as an additional backup. Please note that this mostly applies to incoming letters and paper reports that are imported by filing clerks using the Document Filer utility on the Search screen as shown in the above screenshot. Any documents presented at the time of visit may be scanned and imported by any user of the system through Document Viewer from within the chart itself.

Although the EMR software has predefined folders (types) where you can put the filed documents, you can define any number of your own folders if needed. This feature can be useful to better organize the scans and files of specialized reports or images.

Once added, the new folders will become available in the Document Viewer of every chart. The screenshot below shows the two newly added folders ready to be used for storing imported documents and/or images.

Finally, there is a flagging mechanism available that provides document tracking capabilities. The user just has to click the Flag button if he/she comes across a document that may need to be tracked or reminded in future. The flagging action essentially sends the document's link to a flagged documents inbox where it remains available until manually removed.

Every user has its own separate flagged documents inbox which is accessible from the Messages screen shown below. As this inbox can hold links of up to 200 documents at any given time, physicians using this feature normally go through the flagged documents periodically, removing links to the ones that have been dealt with while initiating actions on others as appropriate.

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