Document Management Scenarios

 

Which Workflow Meets the Needs of your Practice?

Consider which of the following scenarios apply to your practice.

Workflow 1

Via the Scan/Import Correspondence Window (store to the patient's record)

  1. Patient’s paper-based results (Pathology, Radiology, Cervical Screening etc.) are reviewed and stamped by practitioners.

  2. Practice staff scan/import these documents in bulk, and store results within the patient’s record via Document Holding Bay (pre Clinical 3.14).

Workflow 2

Via the Patient’s Clinical Window

  1. Patient’s paper-based results (Pathology, Radiology, Cervical Screening etc.) are reviewed and stamped by practitioners.

  2. Practitioner or practice staff scan/import these documents and store the results directly to the patient’s clinical record.

Workflow 3

Via Scan/Import Correspondence Window (store to the Holding File - Manual Transfer)

  1. Patient’s paper-based results (Pathology, Radiology, Cervical Screening etc.) not review yet by the practitioner are scanned/imported by practice staff that have a minimum level of ‘Basic’ security access.

  2. Practitioner reviews and actions the scanned/imported results before storing to the patient’s clinical record.

Workflow 4

Via Scan/Import Correspondence Window (store to the Holding File - Automatic transfer)

  1. Patient’s paper-based results (Pathology, Radiology, Cervical Screening etc.) not review yet by the practitioner are scanned/imported by practice staff that have a minimum level of ‘Basic’ security access.

  2. Practitioner reviews and actions the scanned/imported results before storing to the patient’s clinical record.

Workflow 5

Via the Holding File

  1. Patient’s paper-based results (Pathology, Radiology, Cervical Screening etc.) not review yet by the recipient are scanned/imported by practice staff that have a minimum level of ‘Limited’ security access.

  2. Recipient reviews and actions the scanned/imported results before storing to the patient’s clinical record.

 

 


Workflow 1 - Via the Scan/Import Correspondence Window

(store to the patient's record)

The Scan/Import Correspondence Windows is available to all users.

 

1.      Log into Clinical as any user, select File > Scan/Import Correspondence. The Scan/Import Correspondence window appears. When opening this window, the default view is filtered to display only those items scanned or imported by the user currently logged into Clinical. To display items scanned/imported by all users, click the button.


Please see Scan/Import Correspondence Window for detailed information about this window.

 

2.      Choose whether to import or scan a document by clicking the associated button in the upper tool bar;

o       If you choose to import a document, you will be asked to select a document to import. Skip to Step. 6.

o       If you choose to scan a document, the scanning utility will appear. Continue now to Step 3.

 

3.      If you have chosen to perform a scan, your third-party scanning software will be called upon. It is with this software you perform the scan, after which you will be returned to Clinical and presented with the Scan Document window.

 

4.      Upon completing the scan you will be able to see a preview of the scan you have conducted, along with all the other scans you have added to this document. Each thumbnail on the left-hand side of this window represents a page that you have either scanned or imported into this document. The example below shows that the current document consists of two scanned pages. From here you can delete pages, rearrange pages, and add annotations.


Please see Scanning Documents for more information about this window.

 

5.      Click the button to save the current document.

6.      The Document Details window appears. Enter details as desired. It is advisable to associate this document with a patient, and assign it to a recipient at this time also.

 

7.      Click the button to confirm and save the information. You will be returned to the Save/Import Correspondence Window.

 

This concludes the steps for scanning/importing documents into the Scan/Import Correspondence window. Documents added to Clinical in this way will appear within the Holding File, ready to be actioned by a recipient, after which they will be removed from both windows, and stored within the patient’s record.

 

 


Workflow 2 – Via the Patient’s Clinical Window

This method is not available to users with ‘Basic’ access.

1.      Within the patient’s Clinical Window, select either of the Correspondence, Results, Letters, or Documents tabs. You can import/scan from any of these tabs, and then move the resulting document between tabs if you wish. As the Correspondence tab displays a culmination of documents from other tabs, it will be used for the remainder of this example workflow.


Please see Correspondence Tab for detailed information about this window.

 

2.      Choose whether to import or scan a document by clicking the associated button in the upper tool bar;

o       If you choose to import a document, you will be asked to browse to and select a document to import. Skip to Step. 6.

o       If you choose to scan a document, the scanning utility will appear. Continue now to Step 3.

 

3.      If you have chosen to perform a scan, your third-party scanning software will be called upon. It is with this software you perform the scan, after which you will be returned to Clinical and presented with the Scan Document window.

 

4.      You will be able to see a preview of the scan you have conducted, along with all the other scans you have added to this document. Each thumbnail on the left-hand side of this window represents a page that you have either scanned or imported into this document. The example below shows that the current document consists of two scanned pages. From here you can delete pages, rearrange pages, and add annotations.


Please see Scanning Documents for more information about this window.

 

5.      Click the button to save the current document.

6.      The Document Details window appears. Enter details as desired. The Subject and Document Type is required information. As you have scanned/imported this document within a specific patient’s record, it is assumed that it belongs to this patient, and as such they will be selected by default, as shown in the following image. You can always associate it with another patient if you wish. It is advisable to assign this document to a recipient at this time also.

 

7.      Click the button to confirm and save the information. You will be returned to the Clinical Record.

This concludes the steps for scanning/importing documents directly to the patient’s record.

 

 


Workflow 3 – Via the Scan/Import Correspondence Window

(store to the Holding File - Manual Transfer)

This workflow assumes you have the Show Scan/Import Correspondence in Holding File option un-ticked. This option is available via Investigations options.

The Scan/Import Correspondence window is available to all users.

 

1.      Log into Clinical as any user, select File > Scan/Import Correspondence. The Scan/Import Correspondence window appears. When opening this window, the default view is filtered to display only those items scanned or imported by the user currently logged into Clinical. To display items scanned/imported by all users, click the button.


Please see Scan/Import Correspondence Window for detailed information about this window.

 

2.      Choose whether to import or scan a document by clicking the associated button in the upper tool bar;

o       If you choose to import a document, you will be asked to select a document to import. Skip to Step. 6.

o       If you choose to scan a document, the scanning utility will appear. Continue now to Step 3.

 

3.      If you have chosen to perform a scan, your third-party scanning software will be called upon. It is with this software you perform the scan, after which you will be returned to Clinical and presented with the Scan Document window.

 

4.      Upon completing the scan you will be able to see a preview of the scan you have conducted, along with all the other scans you have added to this document. Each thumbnail on the left-hand side of this window represents a page that you have either scanned or imported into this document. The example below shows that the current document consists of two scanned pages. From here you can delete pages, rearrange pages, and add annotations.


Please see Scanning Documents for more information about this window.

 

5.      Click the button to save the current document.

6.      The Document Details window appears. Enter details as desired. It is advisable to associate this document with a patient, and assign it to a recipient at this time also.

 

7.      Click the button to confirm and save the information. You will be returned to the Save/Import Correspondence Window,  where the new record is now available.

8.      With the current result selected, click the button. The result is removed from the Scan/Import Correspondence window and placed within the Holding File ready for the recipient to action it.

This concludes the steps for scanning/importing result into the Scan/Import Correspondence window. Results added to Clinical in this way will appear within the Holding File, ready to be actioned by a recipient, after which they will be removed from both windows, and stored within the patient’s record.

 

 


Workflow 4 – Via the Scan/Import Correspondence Window

(store to the Holding File - Automatic Transfer)

This workflow assumes you have the Show Scan/Import Correspondence in Holding File option ticked. This option is available via Investigations options.

The Scan/Import Correspondence window is available to all users.

 

1.      Log into Clinical as any user, select File > Scan/Import Correspondence. The Scan/Import Correspondence window appears. When opening this window, the default view is filtered to display only those items scanned or imported by the user currently logged into Clinical. To display items scanned/imported by all users, click the button.


Please see Scan/Import Correspondence Window for detailed information about this window.

 

2.      Choose whether to import or scan a document by clicking the associated button in the upper tool bar;

o       If you choose to import a document, you will be asked to select a document to import. Skip to Step. 6.

o       If you choose to scan a document, the scanning utility will appear. Continue now to Step 3.

 

3.      If you have chosen to perform a scan, your third-party scanning software will be called upon. It is with this software you perform the scan, after which you will be returned to Clinical and presented with the Scan Document window.

 

4.      Upon completing the scan you will be able to see a preview of the scan you have conducted, along with all the other scans you have added to this document. Each thumbnail on the left-hand side of this window represents a page that you have either scanned or imported into this document. The example below shows that the current document consists of two scanned pages. From here you can delete pages, rearrange pages, and add annotations.


Please see Scanning Documents for more information about this window.

 

5.      Click the button to save the current document.

6.      The Document Details window appears. Enter details as desired. It is advisable to associate this document with a patient, and assign it to a recipient at this time also.

 

7.      Click the button to confirm and save the information. You will be returned to the Save/Import Correspondence Window. Note that this record will also be visible in the Holding File.

8.      With the current result selected, click the button. The result is removed from the Scan/Import Correspondence window and placed within the Holding File ready for the recipient to action it.

This concludes the steps for scanning/importing result into the Scan/Import Correspondence window. Results added to Clinical in this way will appear within the Holding File, ready to be actioned by a recipient , after which they will be removed from both windows, and stored within the patient’s record.

 

 


Workflow 5 – Via the Holding File

This is accessible to practitioners and users with Full Access where the ‘Display Results to Staff’ Investigations option is enabled.

1.      Log into Clinical as a practitioner, select Correspondence > Check Holding File. You will be prompted to select one or more recipients whose results you wish to examine.

 

2.      From this window select the recipient(s) whose results you wish to examine:

o       Select a single recipient by clicking their name, and then clicking the button to open the Holding File to display only their results. Alternatively you can double-click a name to select them and open the Holding File.

o       Select multiple recipients by clicking each name. To deselect a name, simply click it again. Then, click the button to open the Holding File to display only the results of the selected recipients.

o       Select all recipients by clicking the All Practitioners option. Clicking the button then opens the Holding File to display results for all recipients. Alternatively you can double-click the All Practitioners option to simultaneously select all recipients and open the Holding File.

Note that, as making a selection from this window locks the results associated with the selected recipient, it is recommended that you select only a specific recipient, as selecting All Practitioner will prevent others from accessing any results whilst you have the Holding File open.

 

3.      You will be presented with the Holding File.

 

4.      Choose whether to import or scan a document by clicking the associated button in the upper tool bar;

o       If you choose to import a document, you will be asked to select a document to import. Skip to Step 7.

o       If you choose to scan a document, the scanning utility will appear. Continue now to Step 5.

 

5.      If you choose to perform a scan, your third-party scanning software will be called upon. It is with this software you perform the scan, after which you will be returned to Clinical and the Scan Document window.

 

6.      Upon completing the scan, you will be able to see a preview of the scan you have conducted, along with all the other scans you have added to this document. Each thumbnail on the left-hand side of this window represents a page that you have either scanned or imported into this document. The example below shows that the current document consists of two scanned pages. From here you can delete pages, rearrange pages, and add annotations.


Please see Scanning Documents for more information about this window.

 

7.      Click the button to save the current document. The Document Details window appears. Enter details as desired. It is advisable to associate this document with a patient, and assign it to a recipient at this time also.

 

8.      Click the button to confirm and save the information. You will be returned to the Holding File.

This concludes the steps for scanning/importing documents into the Holding File.

 

From within the Holding File, you can now;

o       Associate a selected record with a different patient.

o       Assign a selected record to a different recipient.

o       Modify a document’s details.

o       Action results/records.

o       Add Recalls.

o       Indicate on which tab within the Clinical Window a selected document should reside once saved to the patient’s record.

o       View the digital signature (if available) associated with any selected document.

o       View an audit trail of modifications made to a selected record.

 

Please see The Holding File for further information.