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Existing documents and setting visibility - Move

Training & Education Updated by Training & Education

Visibility settings for moving filed documents

This article will explain how moving a document will affect the visibility settings.

Moving Documents

If you are required to move a document to another patient's record, for example, a misfiled document on the wrong patient record.

The system allows you to move a document to another record. More details on this process can be found in this article, How to Move a Document.

To enable the Move option when viewing Patients Documents:

  1. Select Add to Document Clipboard from the Actions panel
  2. Select Document Clipboard
  3. Select the document added by using the tick box.
  4. Select Move
  5. You will be prompted to search for the new patient that you wish to move the document to
  6. Type to search and select their name from the list of results.

A pop up warning will read:

PFS Visibility
PFS Visibility needs setting for the Moved document
Please select PFS Visibility status for Clinical Letter
Visible | Not Visible

  1. You will be responsible for selecting either the Visible or Not Visible option, and this will set its visibility in EMIS.
When moving a document to a new patient, you will receive a notification once the moved document is added to EMIS Web. You will also be warned to delete the original document in EMIS for the incorrect patient moved from. Docman is not permitted to edit or delete content from EMIS Web.

Audit activity in Docman

When a decision is made to set the visibility of a document, the document audit entry will include the date, time and users name who made the decision. And the audit will be updated with a statement of either:

Document has not been set as viewable for patient in Emis Web

Or

Document has been set as viewable for patient in Emis Web

To understand the considerations for setting visibility when document filing details are edited, or a document is copied / duplicated, take a look at these articles:

How did we do?

Existing documents and setting visibility - Edit Filing Details

Existing documents and setting visibility - Duplicate

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