In this article we will be going over how to manage documents from the Inbox. The documents from the Inbox can be assigned to patients, to be accessed from their eChart. As well as to providers, for review and acknowledgment.
Here is a link to a video to help become more familiar with this area: Inbox Overview
To access the Incoming Documents, such as faxes, the asterisk would need to be selected to the right of Inbox in the Green tool bar from the schedule:
Unclaimed Inbox:
The items within this area are Unassigned, meaning they are not yet linked to patients or providers. These items would typically be faxes, or possibly uploaded scans.
In the center it will show a total number of items, and this total would then be broken down by category:
There are currently 17 Documents within the Unassigned Inbox to be actioned.
Along the top are options for filtering the contents of the Inbox:
Far left corner is a patient search box - if items are assigned to patients, or within a provider Inbox, you can filter by patient details such as name or HIN.
Second box allows you to be able to load a different providers Inbox. This can be done by using the drop down option, or by typing in the provider's name to filter.
Next, the Observation Date boxes allows you to filter by a time frame by entering in a Start and End date.
Report Status allows you to filter by New, Acknowledged, Filed and Archived. The default is New items.
Result Status allows you to filter by Abnormal and Normal items. The default is ALL.
To have the time displayed when a new document is added to the Inbox, a Setting needs to be enabled from the Gear Shift located in the far top right corner:
Now that we have become more familiar with the Inbox layout, lets move on to assigning documents to patients and providers. This can be done by using one of two views: List View and Preview Mode.
The two options can be located on the far right side:
List View:
The List View is managed by the 3 horizontal lines with 3 dots icon, this means the documents are all listed in the center, and they need to be clicked on to open and load for review:
To open a document in the List View, you can click anywhere along it from the main Inbox page. Once clicked, it will load in a new window for review and to be actioned.
Preview Mode:
The Preview Mode is managed by the 2 vertical line icon on the right side. This mode will load ALL items in the Inbox to be scrolled down one by one:
The boxes for assigning the Document are the same as under the List View, the only change is scrolling instead of clicking to open.
The information on the right side needs to be completed to assign the document to a patient and a provider.
Going over the first box:
The Title box will be where the name of the Document is entered, this is what is visible from the patient chart under Documents. It is best to be descriptive in the Title so the provider will know what the Document is regarding without having to open it.
Type can be selected with the drop down, but you can also use a Type Ahead to filter the options in the drop down.
A Document can also be flagged as Abnormal by enabling the tab available. This will turn the Document red when received by the provider.
In the next box, the patient and provider will be assigned.
The patient can be searched by typing Last Name, First Name, or DOB or HIN. It is set to load Active Only, but you can toggle that off should you need to assign something to an Inactive chart.
Searching for the patient using their HIN and clicking "Validate HC" will allow you to create a new patient using their HIN details if the patient is not found.
The MRP marked in the Master Record will automatically be assigned with the Link MRP toggle enabled.
Additional Providers can be linked by searching by their Last Name, First Name.
A Document can be Faxed from the Inbox as well:
A fax number on file can be loaded by searching the Consultation list under Specialist box. Alternately, you can manually enter in a fax number and click Enter to load the fax number. Finally Fax can be clicked to send.
The final step is to remove the item from the Unassigned Inbox, with the File button along the top:
File will remove the New Document from the fax queue/ Unassigned Inbox and have it in the patient eChart and assigned to the Provider's Inbox for review.
You can also press the "File and Next" arrow to file the item from the Unclaimed Inbox and open the next item.
View Markup History:
Documents can be marked up by clicking the Annotate (pen) icon at the top of the document viewer.
If a document has not been marked up, an Unedited label is displayed beside the Annotate button.
Once a document has been marked up, the Unedited label is replaced with the name of the user who last marked up the document, along with the date and time of the current version.
Click the Marked up by... label to open the document's Markup History. From here, you can view all saved versions and click Restore on any previous version to make it the current version for viewing, editing, or faxing.
File Selected:
Instead of clicking File on each individual Document, you can mass File all the items once they've been assigned to patients.
From the main Inbox view, and you will want to be in the List View option for this feature.
Here you can individually check off items and then click File Selected.
There is also option to place a checkmark at the top of the list, and that will auto-select all items in the Inbox to be Filed.
Forward Selected:
From the List View, and similar to File Selected, you're able to forward multiple items to another provider's Inbox:
Please contact Support with any questions, help@oscarprodesk.ca