Docman Advanced

Functionality
USER CONFERENCE & SYMPOSIUM 2013
MASTERING HEALTHCARE STRATEGIES
AUSTIN TEXAS
Presentation Overview
Attendees will gain a better understanding of the benefits of fax manager and the fax monitor. There will also be
demonstrations of Docman tools such as Reference Documents (to store non-patient specific documents) and
Security.
Docman Tools
Category Types
Image Imports
Reference Documents
Security
Patient Documents
Reference Documents
Fax Management
Benefits of Fax Manager
Benefits of Fax Monitor
Fast Filing Incoming Faxes
Common Reasons for Failed Faxes
New Docman Feature
Docman Tools
Why is it important to
customize Docman
categories?
Streamlines the filing process and provides quicker
access to patient documents
With the new Fax Manager 7.2.2, different locations
can send their faxes into a specific category
Category Types
Docman Tools
Category Types
Category Controls
Editing your categories controls
Use in Patient Chart - Allows documents
filed in Docman to be viewed from the
Chart View window in the patients chart
Use in Taskman - Allows users to send
tasks/messages with specific category
designations ultimately providing them
with a more organized system
Use in Docs (Reference Documents) -Track
non-related patient documents
Set Lab Tracking
Allows for tracking of CPT Codes (Orders) in
Order Tracking
Closure of documentation
Docman Tools
Category Types
Document Descriptions
Accurate document descriptions streamline clinical access to patient documents with fewer clicks
Docman Tools
Image Imports
Camera
Import Images
into Visit Note
using a camera
Docman Tools
Image Imports
Diagnostic files
Images are imported into Docman (X-rays, EKGs, CT scans, MRI scans, etc)
Use a Docman tool to compare images side-by-side
Docman Tools
Reference Documents
Reference Documents: Your
Electronic Filing Cabinet for
Non-Patient Related
Documents
Guidelines
Articles
Anatomic diagrams
Handouts
Office Records
Other Non-patient Related
Documents
Documents can be faxed,
emailed and printed.
Security
Patient Documents
Lock Individual Documents
You can choose individual documents in the patients Docman to keep certain users from
seeing them
When you do this the document does not even show up as a choice in Docman. When you
try to view it from chart view it shows up as locked
Remember users can always unlock the documents and if they do so a report will be sent in
Taskman
Security
Reference Documents
Administrators can
scan in documents
into Reference
Documents and
limit access by
specific users to
these documents.
Fax Management
Benefits of the new Fax Manager 2.0
Fax Monitor pointing to Pseudo Servers (aka Virtual
Servers).
Docman respective faxing. Old if no fax
server, made to select. New fax pseudo
server (like a queue of faxes). You can only
assign one server to a queue.
Fax Group (receiving) and Routing Rules
(sent fax)
Caller ID or TSID for identifying fax numbers
and sending to appropriate folders.
Confirm sent and received faxes
Verify status of faxes
Prescriptions, Chart notes, patient education,
reports, medical history, referrals, etc, can all be
faxed.
Virtually any document (within or outside of e-MDs
can be faxed through e-MDs Fax Server (Tiff Printer
+ Fax Monitor + Fax Server).
Fax Manager 2.0
Fax Management
Sample Configuration
Fax Manager 2.0
Fax Management
Fax Manager 2.0
The Received Faxes tab will behave much like the Inbox, Sent Faxes tab will behave much like the Sent
Items, and Pending Faxes tab will behave much like the Outbox does for e-mail. This tab will include any
fax jobs that are awaiting the outgoing time slot of the modem, that are in the process of retrying, and
that have failed to send. Each fax in the grid will have a menu accessible by right clicking the line item.
Fax Management
Fax Manager 2.0
Terms and Description
Fax Manager
The handling of faxes has been totally redesigned in Solution Series 7.2.2. System users can now manage sent, received
and pending faxes from a single Fax Manager interface. This includes the use of virtual fax machines that can be easily
added, reassigned and removed as your needs change and as device access changes See Utility Guide, Chapter 4, Fax
Manager and Chapter 2, Processing Incoming Faxes in Docman section.
Fax Server
Fax Server services have changed as they pertain to inbound and outbound fax drivers. The installation and
configuration instructions have been rewritten to improve functionality and user experience. See e-MDs
FaxServer Installation Guide 7.2.2.
Term Description
e-MDs Fax Server Service e-MDs primary fax engine which communicates with Microsoft Windows Fax Services.
e-MDs Fax Manager Sets options for the e-MDS Fax Server and is a tool for monitoring Outbound and Inbound faxes.
e-MDs Fax Monitor e-MDs Solution Series module that supports outbound faxing from applications such as
Microsoft Word, Outlook, etc.
Microsoft Windows Fax Services Windows service that handles inbound and outbound faxing.
Microsoft Windows Fax Console Application for configuring Microsoft Windows fax services.
Microsoft Windows Fax Monitor Microsoft Windows real time fax status monitor; accessible via the Tools menu in the Fax
Console.
Fax Management
Benefits of Fax Monitor
Faxing from Third Party Software
Faxing Multiple Documents in a Single Fax
e-MDs Solution Series 7.2.2
Fax Monitor
Fax Management
Sending faxes from Word will work
the same way as faxing from any file
that is opened inside e-MDs and
requires third party software to view.
Select a Tiff printer to send the fax
job to the Fax Monitor.
Sending faxes from Word
Fax Management
Instead of sending each document as a separate fax, you can send them to the Fax Monitor
by using the Tiff printer and/or by simply hitting the Done button in the Fax Recipient
window without entering a fax number. Then they can all be sent as a single fax job from the
Fax Monitor.
Faxing multiple documents
in a single fax
Fax Management
Fax Manager 2.0
Fast Filing Incoming Faxes
Fax Groups (available in e-MDs Solutions
Series 7.2.2) are used to presort incoming
faxes based on the phone line on which they
are received. In other words, fax phone lines
are associated with fax groups. The pane in
the lower left corner allows you to control
which group(s) faxes are visible on this
screen. You can select any or all of the listed
groups to view the faxes for those groups.
Your selection will be retained on this screen
until you select more or deselect your
preferred group(s). After changing your
selections in this pane, click the Reset List
button to update the screen results.
Fax Management
Fax Manager 2.0
Fast Filing Incoming Faxes
To Fast File incoming faxes:
1. Prior to Fast Filing, go to
Control Panel > Category and create category folders (such as Temp 1, Temp 2, and Trash) for Fast Filing records
temporarily. This allows you to separate the individual reports so they can be refiled into specific patient records.
2. Highlight the incoming fax file to be Fast Filed and click the Fast File icon.
3. Click on the category where this page needs to be filed.
4. When done, click Yes to save the last file, and then decide to save or not save the bulk file after Fast Filing.
Fast Filing Incoming Faxes
You can also Fast File incoming faxes as they are
converted into (.tif) file format when stored in
Docman. This is useful when receiving bulk fax
reports like labs or radiology reports from a
hospital that may contain several patient files in
one fax job. You can also use this feature to
remove an unwanted cover sheet from a fax.
Fax Management
Fast Filing Incoming Faxes
Reassigning Misplaced Faxes in Docman
If a fax is accidentally routed to an incorrect fax group through Fax Manager, you can reroute the fax
through the Docman interface. For example, if a fax is received on the Clinic A fax phone line, but it
should have gone to the Clinic B fax phone line, the fax will be incorrectly routed to the Clinic A Fax
Group. In order for Clinic B to ever see the fax, it must be moved to the correct fax group or to the
Default Fax Group, which is visible to all users.
To reassign a fax to a different fax group:
1. On the Fast Filing screen, click to select the fax to be reassigned.
Note: If necessary, you can select more than one fax to be reassigned.
2. In the Fax Group list (lower-left pane), double-click the name of the group to which the fax should be
reassigned.
Note: If the correct fax group is not listed, you do not have access to that group. In that case, double-
click the Default Fax Group option. Because all users have access to the Default Fax Group, the users in
the correct fax group will be able to access the reassigned fax for processing.
The following confirmation window will appear, reflecting the name of the actual fax group selected.
3. Click Yes to confirm the reassignment.
OR
Click No if you do not want to complete the change.
This reassignment activity will be tracked and viewable
in the Docman audit trail.
Fax Management
Fax Manager 2.0
Fast Filing Incoming Faxes
Docman Audit Trail accessed via the Control Panel within Docman
Reassigning a fax (document) from one fax group to another will be captured and the appropriate
description given.
Fax Management
Fax Manager 2.0
Fast Filing Incoming Faxes
IMPORTANT REMINDER ABOUT FAX
GROUPS: The Reset File List button
is a refresh after you change the fax
group(s) you are viewing. If you dont
click it, the list of documents wont
reflect the group limits.
For example, if you have a group
selected that has no faxes in it, it will
blank the Docman list. If you then
click the All Fax Groups and Reset
File List, your tree should have all the
documents again.
Fax Management
Common Reasons for Failed Faxes
Most Fax Server issues are resolved through e-MDs Fax Windows Service - Stopping/Starting,
If the service is not started, or stops and starts at random, Fax Server will not function properly.
Fax Manager 2.0
Hardware setup
Reliable & updated modem
Verify correct setup (modem, line, etc)
Aging Notifications - You have X faxes that have exceeded the aging notification of xxxx minutes.
Caused by faxes that have failed to send properly - invalid number, line busy, line interrupt (poor
phone signal line), too large and timed out, receiving line is off or switched to voice mail.
Fax Management
The faxes that were submitted appeared in Fax Manager, but
they do not appear in the Outbox of the Fax Console window.
Verify that the e-MDs Fax Server Service is running
If Windows Picture and Fax Viewer are not being used,
outbound faxes will not be sent.
As shown to the right, the Microsoft Office Document
Imaging device may be default for viewing these images
as opposed to Windows Picture and Fax Viewer.
Fax Manager 2.0
Common Reasons for Failed Faxes
Patient Portal and Docman
When you sign off on a document using the pen or stamp , you now have two new options to
send the document to the Portal.
(1) Rubber Stamp/Sig/Push to Portal When you select this option, the icon changes to a
stamp with the world icon on top of it.
New Docman Feature in e-MDs
Solution Series 7.2.2
Patient Portal
and Docman
(2) Sign off Only/Push to Portal When you select this option, the icon changes to
a pen with the world icon on top of it.
Patient Portal
and Docman
(3) After signing off a document, you can still send it to the Portal by right clicking
on the document in the patients Docman
Patient Portal
and Docman
REQUIREMENTS
The person selected
under Ordering
Provider will be the
only one that can
push the document
to the Portal. If the
Ordering Provider
is None, anyone
can push the
document to the
Portal.