How to File a Document with Filing Templates

Training Updated by Training

This article will explain how to file documents using Filing Templates.

Filing Templates can be used to populate document properties such as: Description, Organisation, Department and a folder. Filing Templates are particularly useful for documents that Intellisense may not find details for, this may be due to poor quality copy, or handwriting.

To file a document:

  1. Select Filing.

The Capture and Filing area will open. Documents can be filed from the Capture and Filing area into the patient and document sections.

  1. Select a document from a Folder.
  2. From Filing Actions on the right, ensure Use Intellisense is ticked. This will apply OCR to the document.
Please note: Only documents filed to the Patient Section (Patient Records) use Intellisense.
  1. Select the File Document button.

If Intellisense matches a patient by Patient number, First name, Surname, and Date of Birth, it will display the patient in the banner, if there isn't a full match the system will offer you the 5 best matches for you to check and select yourself.

This uses a traffic light system, reflecting the quality of the match, hover over the coloured icon to see a tool tip displaying the values it has matched.

Whether Use Intellisense has been ticked or not, Filing Templates can be applied.

  1. Select the matched Patient from the list. The File Document page will open.

Intellisense will display further findings within the Filing Details which are identified by the i icon in the right of the field, and includes the following:

  • Event Date
  • Description
  • Organisation
  • Department
  • Folder

If this i icon is green, then Intellisense has matched multiple options.

  1. Select Templates to open a drop-down list.
Filing Templates may be configured to define a Document Review / Workflow route or a Clinical Coding Task. This will depend on your processes in your practice. To see more details see the Managing Filing Templates article.
  1. Choose a Template from the list. The content in the template will override any findings Intellisense may have made; these include the following fields: Description, Organisation, Department, Folder and a Clinical code, if included in the template.

Filing Templates may also predefine the Review status of the type of document, this is defined in the settings.

The list may vary, however, best practice items such as New patient questionnaire, Consent Forms, ECGs should be present, and they will be configured to suit your practices processes.
  1. Select the green i icon and choose an alternative option from the drop-down list if required.
  2. For incomplete fields, you can type a value into it to find a match and select an option from the drop-down list to complete the field.
If Intellisense does not recognise items on a regular basis, please speak to your Docman System Administrator. You could also review the keywords and/or Intellisense templates to ensure better matches on regular correspondence in the future.
  1. Complete all other fields and select Save to finish.

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How to File a Document with Intellisense

Create a Document Review - Workflow Template

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