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Setting Visibility in Workflows or Tasks

Training & Education Updated by Training & Education

Visibility settings in Workflows / Tasks

This article will explain what users will see, and how that affects the document's visibility through the Task / Workflow process.

Document Visibility

Whenever a Workflow recipient / Task reviewer selects a task in an inbox, they are presented with the Online Services options at the bottom of the Actions panel, and they are responsible for whether the document is visible to the patient through Patient Facing Services.

Once a decision has been made on visibility, the Online Services buttons in the Actions panel will not be visible to any other recipient of the document during any further workflow stages.

When the workflow is completed, the document is updated in EMIS and is no longer provisional in EMIS.

Document visibility can only be set once within Docman.
If no selection is made during workflow by any recipient, when the workflow is completed and updated in EMIS. By default the document will be made visible to the patient and is no longer provisional in EMIS.

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

Annotations made to a document in a Task in Workflow

If a user Erases or Redacts part of a document in a Task, this change will not be reflected within EMIS and will not be the version that is available to the patient.

In the Annotations menu in the Actions panel of the Tasks screen, if a user selects Erase or Redact a pop-up is displayed that states:

Warning for EMIS users: Erasing or redacting parts of a document in Docman after the point of filing will still mean that all of the original is viewable by the patient.
If you do not want patients being able to access the original document, the whole document can be made non-visible in Docman (using visibility controls) or through EMIS.

How did we do?

Patient Visibility settings when Filing - Review

Existing documents and setting visibility - Edit Filing Details

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