Helpline: 020 7501 7105 a Few Notes About Docman from PCTI

Helpline: 020 7501 7105 A few notes about DocMan from PCTI

http://www.inps.co.uk

DocMan Notes

Training with PM/Administrator 3

PM/Administrator to carry out the following tasks; 3

Check all users have been set up 3

Create Workflow Recipients 3

Workflows 4

Discuss a Workflow Process 4

Preset Workflow Recipients 4

Preset Read code for Filing 5

Scanning Information 5

Separate documents for scanning 5

Discuss Scanner 5

Replacements Parts list: 5

Scanning Letters (Handwritten / without Intellisense) 6

Scanning extra documents into the same batch 8

Renaming a Batch if Auto-naming is on 8

Delete single page(s) from batch 8

Delete batch 8

Document is to be filed to more than one patient 8

Scanning Letters (typed text with Intellisense) 9

Using a stamp 12

Viewing Documents 13

Document Viewer (Patient Documents) 13

Alter screen layouts 13

Change Column order 13

Change Sort order 13

Add a new folder to list 13

Search Options 14

Clinical System 14

Merge templates 14

Protecting patient’s documents from being accessed by certain staff 14

Letter in wrong folder 14

Print Documents 14

Audit Trail 14

Summarise Letter 15

Move or Copy Document to other patient 15

Delete Document 16

Add more folders 16

Workflows 17

Workflow In-Tray 17

Mark Action as Complete 17

Highlighting Text 18

Selecting subsequent pages 18

Open the Patients record in Vision 18

Send document to another staff member (Re-Route) 18

Print document 18

Enlarge the document to full screen 18

Open document in Viewer 19

Email document 19

Stop the workflow 19

Edit filing details 19

Summarise Letter 20

Maintain Lists - User section 21

Add new user 21

User has forgotten password 21

Mark user “Out Of Office” manually 21

Staff member has left practice 21

How to Tasks… 22

Add a Hospital without using Intellisense 22

Add a Hospital when using Intellisense 22

Add a Department without using Intellisense 24

Add a Department when using Intellisense 25

Admin Intellisense Template 27

Results Intellisense Template 27

Edit Filing Templates 28

Edit Intellisense Templates 28

Administrator Tasks 29

DocMan updates 29

Read Code Updates 30

Patient synchronization 30

Creating Workflow Views 30

Page 4 of 34

Bradley Sieve

Helpline: 020 7501 7105 A few notes about DocMan from PCTI

http://www.inps.co.uk

Training with PM/Administrator

Important Notes

Everyday users must login to DocMan, just as they do for there medical system.

To check workflows, messages, actions and display patient letters quicker, using floating toolbar or main menu

PM/Administrator to carry out the following tasks;

1. Enter User name

2. Press return to create a password

3. Explain that users do not enter a password on first use.

Check all users have been set up

1. Maintain Lists

2. Users

If not Add Staff;

3. Add button

4. Enter Short Login Name

5. Full Name

6. Select Gender ( for picture on front screen)

7. Discuss and select Options for Staff

I normally give as a default;

a. Document – Delete / Copy / Move

8. Discuss and select Access Level – 9 for Doctors (Sensitive Documents, i.e. internal staff, Abuse cases etc…)

Create Workflow Recipients

Add a couple of workflow groups; one for all GPs and another for all Staff

1. Add button

2. Enter Description

3. Add – relevant staff

Workflows

Discuss a Workflow Process

Some popular workflow methods;

Open post a divide into 2 sections (Double-sided documents and single-sided)

1. Letters scanned straightaway

2. Filed to patient record

3. Sent to Clinician to read

Then either:

a) Marked as Seen with a comment (which completes the document workflow)

b) Re-route to another member of staff to carry out an action, then Mark as Seen

Another method…

Preset recipients in a workflow; each staff member receives the letter in turn and can add any comments or actions. (1st Dr > 2nd Dr > 3rd Dr > Summariser)

1. Letters scanned straightaway

2. Filed to patient record

3. Work-flow is displayed with all recipients already in workflow list. (this can be altered per document)

4. Sent to 1st Clinician to read

5. Who selects Marked as Seen with a comment or action

This now is automatically sent to each recipient in the workflow in turn, each being able to add additional comments and actions or just mark as seen to pass it on…

Preset Workflow Recipients

Please note: that the recipient list can be altered when filing each document, if required.

1. Maintain Lists

2. Filing Templates

3. Double click Clinical Letters (or other template)

4. Select relevant Workflow route from the dropdown box.

5. Save

Additionally, some practices may prefer to use a specific read code for scanning and filing into a patient record, (i.e. #9b30 Scanned document.) as this speeds up the filing process and can be later summarised with any relevant read codes.

Please note: that although this is set it can be cleared when filing specific documents, by clicking on the read code on the last template screen, under File to Vision clinical system.

Preset Read code for Filing

1. Maintain Lists

2. Filing Template

3. Double click Clinical Letters (or other template)

4. Select Pre-defined from Clinical Entry dropdown box

5. Click Select Button

6. Search for read code ( i.e. Scanned Document)

Scanning Information

Gather the relevant staff members.

Separate documents for scanning

1. Single sided (include all handwritten and text documents)

a. For 2 or more pages per patient write on each document 1 of 2, 2 of 2 etc... For your own reference later on, to remind you they are multi page documents.

2. Double sided

Discuss Scanner

1. How to open scanner in case of jam

2. Documents face down

3. Replacement parts can be ordered, when multi-feeding continually occurs

a. Pick up roller (life 100,000 sheets or 1 year, fi-4530C & above 200,000 sheets)

b. Pad assembly (life 50,000 sheets or 1 year, fi-4530C & above 100,000 sheets)

Replacements Parts list:

Website: http://www.fel.fujitsu.com/home/v3__scan.asp?wg=23 for part numbers

· Pick Roller for Fujitsu fi-4120, 4220C, 4120C2, 4220C2, 5120C & 5220C
(Product Code: PA03289-0001)

· Pick Roller for Fujitsu fi-4530C (Product Code: PA03334-0001)

· Pad Assembly for Fujitsu fi-4120 & 4220C (Product Code: PA03289-0003)

· Pad Assembly for C2 Models, 5120C & 5220C (Product Code: PA03289-0111)

· Pad Assembly for Fujitsu fi-4530C (Product Code: PA03334-0002)

Scanning Letters (Handwritten / without Intellisense)

User signs into DocMan
(If it’s the 1st time just enter a username and press return, and the user will be asked to enter a new password (Minimum 5 characters))

Note: Passwords are not carried over from clinical system

1. File Documents – F2

2. Check Layout (for Single sided or Double sided)

3. Place letters in scanner face down

4. Click Scan button, once complete all the thumb images are displayed in the middle section under the “Today” heading and a batch is created and called “Scan”. (This can be switched off to enable a user to name each batch, under Batch File menu > Auto Naming.)

Note: Keep hardcopy letters just scanned in correct order for your reference later

5. Highlight 1st letter

a. If multi page document, hold CTRL key and click following page(s)

6. Check File to section – Patients (or Surgery or Secure)

7. Click File button

From this point defines without Intellisense…

8. Search for patient

a. Best method is 3 & 3 (three characters of surname and forename, anyway around)

i. Address can be used, type address with speech marks “ “

ii. DOB must use forward slash / to divide DD/MM/YYYY

iii. Wildcards can be used %

Note: To Show a Preview of the patient details, click the Options button

Listed below are the registration status definitions;

· REG001 = Applied
· REG002 = Permanent
· REG003 = T/R<15 days
· REG004 = T/R>16 days
· REG005 = T/O
· REG006 =
· REG007 = Immediately Necessary Treatment
· REG008 = Emergency Treatment
· REG009 = Child Health Surveillance
· REG010 = Contraception / · REG011 = Maternity
· REG012 = Minor Surgery
· REG013 = Private
· REG014 = Referred
· REG015 = Walk in Centre
· REG016 = GP with Special Interest
· REG017 = Minor Injury Clinic
· REG018 = HMP Inmate
· REG019 = Visitor (EC111)

9. Highlight correct patient and double click (click Select button or use Return key)

10. Select Filing Template – Clinical (Admin, Discharge Summary, OOH etc…)

11. Choose date of letter (clinic date is preferred for clinical letters)

12. Choose Local Hospital from list or Out of Area Hospital (free text hospital name) or add new one if regular correspondence is received from hospital.

a. Add button

b. Patients: Hospital/Clinics

c. Type new hospital name

d. Save

Note: Do not add a folder, when adding a hospital, because you will need to choose a different folder for each document.

13. Choose Department (or add new one)

a. Select Patients: Departments

b. Type new department name

c. Select folder to store documents for new department (or add new one as below)

i. Maintain button

ii. Add button

iii. New Folder name

iv. Highlight either Top Level to create a new folder or highlight an existing folder to create a sub level folder.

v. Confirm Add

vi. Close

14. Check File Document form details

Note:

· Filing Details - is the data written to Vision, Patients record

· Categorisation – is storage location of document in DocMan

· Security – only staff with sufficient rights will be able to view document. All users have a default 5; this means they will be able to view level 5 documents and below.

· After Filing – note that these tick boxes are workstation specific and remember the last selection. Therefore if a tick is removed when filing a specific document, you must remember to replace the tick for the next document. Also, if the user moves from PC to PC the ticks must be checked on initial filing

o Add to Workflow Batch – option if set, does not immediately send the document to the workflow process but instead stores the document and subsequent filed documents in a batch which may then be actioned later, using the Filing menu > Process Workflow Batch. This works well for documents which are going through the same workflow route as it means the user only has to set the route once instead of for each document.

15. Check read code if predefined (click on read code to remove, if you want to select an alternative read code for current document)

16. Click File Document (F12)

17. Check or Add Workflow recipient(s)

a. Send in Order – recipients receive/see the document in turn, each recipient must select “Mark as Seen” before it moves to the next user. (if the user has Workflow Administer options, they could also use “Move to next user” from Workflow menu)

b. Broadcast to all – all recipients receive/see the document at the same time

Note: Comments, Actions and highlights can be seen by all recipients as and when they are entered. Each recipient must select “Mark as Seen”, for completion.

18. Select read code to file scanned letter under or add new one. (Unless predefined, in which case you will not be prompted to add a read code)

Scanning extra documents into the same batch

1. Highlight batch

2. Click Add Page(s) button

Renaming a Batch if Auto-naming is on

1. Right mouse click on batch “Scan”

2. Select Rename

Note: if Auto-naming is switched off, the users will be prompted to type a name for each batch

1. Batch File menu

2. Click to remove tick from Auto name

Delete single page(s) from batch

1. Right mouse click on page thumbnail within Pages column

2. Select Remove selected page(s)

Delete batch

1. Right mouse click on batch

2. Select Delete

Document is to be filed to more than one patient

1. Filing menu

2. Click Remove after filing (to remove the tick mark)

3. Now file document as usual, but it will remain after completion

4. Remember to replace the tick as above when filing the document(s) to last patient.

Scanning Letters (typed text with Intellisense)

User signs into DocMan

1. File Documents – F2

2. Check Layout (for Single sided or Double sided)

3. Place letters in scanner face down

Note: Keep hardcopy letters just scanned in correct order for your reference later

5. Highlight 1st letter

a. If multi page document, hold CTRL key and click following page(s)

6. Check File to section – Patients (or Surgery or Secure)

7. Make sure the tick make is in “Use Intellisense” > Click File button

8. Check details;
You may want to switch on Patient Match Details from the Options button

a. Patient match – uses a 1-3 numbering system

· 1 = NHS Number (found)

· 1 = Surname, Forename, DOB (all found)

· 2 = Surname, Forename (only found)

· 2 = DOB (only found)

· 3 = Surname (only found)

· 3 = Forename (only found)

Note: Click on an option within the Patient Match list to display where the text was picked up from within the document.

Displayed within the Patient Match Details is the number of matches found, if this is greater than one, a list of patient names will be displayed when continued...

b. Filing Match – if multiple choices are displayed, double click correct choice

If certain details have not been picked up, then you may have to define some words

Click Maintain Templates;

· To add a Hospital

· Click Add button

· Type a Template name (i.e. Hospital: St Thomas Hospital)

· Description = Clinical Letter

· Organisation = St Thomas Hospital