Table of Contents

How to File a Document

Kevin Wall Updated by Kevin Wall

This article will explain how to file documents, covering the use of both Intellisense and Filing Templates.

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

To file a document:

  1. Select a document from a folder.
  2. Select the File Document button.


Filing with Intellisense

Intellisense uses Optical Character Recognition (OCR) to help match the patient. It also uses templates with keywords to identify document properties such as Description, Organisation, Department, alongside event dates. To aid filing the document quickly and concisely.

  1. Ensure the Use Intellisense selection is ticked. Only documents filed to the Patient Section (Patient Records) use Intellisense.
  2. Selecting File Document will apply OCR to the document.
  3. 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.
  4. Intellisense will display further findings in the Filing details screen. Offering the Event Date, Description, Hospital or Organisation and Department.
  5. Any findings offered by Intellisense are identified by the i icon in the right of the field. If this icon is Green, then Intellisense has matched multiple options, selecting the green icon will display a dropdown list of other options. Select an alternative if required.
  6. Any missing fields can be typed into, or selected to offer a dropdown list to complete the field.
If Intellisense does not recognise items on a regular basis, please speak to your Docman System Administrator review the keywords and/or Intellisense templates to ensure better matches on regular correspondence in the future.


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.

  1. After selecting File Document, whether Use Intellisense has been selected or not, Filing Templates can be applied.
  2. Select Templates in the Filing screen. This will open a drop-down list.
  3. 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.
  4. Selecting a Filing Template will override any findings Intellisense may have made. These can be reinstated by selecting the Intellisense icon(s) and picking from the list.
  5. 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.

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