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Existing documents and setting visibility - Duplicate

Training & Education Updated by Training & Education

Visibility settings for copying filed documents

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

Duplicating Documents

If you require a copy of a document to be added to another patient's record, for example, siblings on a foster document. The system allows you to copy (Duplicate) a document to another record.

More details on this process can be found in this article How to Duplicate Documents Once Filed.

To enable the Duplicate 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 Duplicate
  5. You will be prompted to search for the new patient that you wish to copy 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 duplicated 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.
You receive a notification that the duplication process was successful once the document copy is added to 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 moved, take a look at these articles:

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Existing documents and setting visibility - Move

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