Documents

1The page at a glance

On the left are your folders, with Faxes near the top. In the middle are the files in the folder you picked. Click a file and its details open on the right.

The top of the page says how many documents you have. Above the files, a yellow box lists anything about to expire, and a blue box counts documents waiting for a patient to sign.

2Folders

1. 1All Documents shows everything.
2. 2Every file lives in one folder, like Consents, Licenses & Credentials, Lab Results or Staff Documents. The number beside a folder is how many files are in it.
3. 3Click a folder to see only what is inside.
4. 4Uncategorized holds files that aren’t in any other folder.

3Upload a document

1. 1Click Upload Document.
2. 2Drop a file in the box, or click it to browse. PDF, Word, JPG, PNG and CSV files work.
3. 3Give it a Document Name, or leave it to use the file name.
4. 4Add a Version and an Expires date if it has them.
5. 5Under Link to Patient, pick the patient if the file is theirs.
6. 6Pick a folder under Save to Folder and press Upload.

4Find a document

1. 1Type in Search documents, patients… to find a file by its name or by the patient’s name.
2. 2The two buttons beside the search switch between cards and a list.
3. 3A long folder is split into pages. Use the arrows and page numbers at the bottom.

5The tags on each file

1. 1The first name in purple is the patient the file belongs to.
2. 2Exp and a number counts the days until it expires. Expired shows in red.
3. 3Pending sig. means it went to a patient to sign. Signed means they did.
4. 4Superseded means a newer version was uploaded.

6One document

1. 1Click a file. Its details open on the right: folder, who uploaded it, date, size, and when it expires.
2. 2Quick View opens the file right on the page. Download saves a copy.
3. 3Upload New Version adds a newer copy. The old one is kept and marked Superseded.
4. 4Move to Folder files it somewhere else. The pencil renames it.

7Send a document for signature

1. 1Open a file in Consents or Treatment Agreements and press Send for Signature.
2. 2For a PDF, place where the patient signs and dates it, then save.
3. 3Pick the patient under Send to Portal Patient and press Send to Portal.
4. 4The patient sees the request the next time they open their patient app. The file shows Pending sig. until they sign.

8Delete a document

1. 1Open the file and press Delete File, or pick Delete in its … menu.
2. 2A box names the file and asks you to be sure. A deleted file can’t be brought back.
3. 3Only owners and managers can delete.

9Your own folders

1. 1Click Manage folders at the bottom of the folder list.
2. 2Type a New folder name. Add one sentence on what goes in it, or leave it blank to file into it by hand. Press Add folder.
3. 3Use the pencil to rename a folder. Its files stay where they are.
4. 4Use the trash can to remove one. It asks where its files should go, then press Move and remove.

10Faxes

1. 1Click Faxes in the folder list. The red number is how many new faxes you haven’t read.
2. 2Your clinic’s fax number shows at the top. Click it to copy it.
3. 3The Received tab lists faxes sent to you. Click Open to read one, and Mark read when you’re done.
4. 4Search by sender, number or patient, or filter by state and date.

11File a fax to a chart

1. 1A new fax isn’t on anyone’s chart yet. It shows a red Needs a patient tag.
2. 2Click the tag, then search for the patient. Picking them files it to their chart.
3. 3Not in the system yet? Pick Add a new patient in the same search.
4. 4Click the tag icon to save the sender’s name, so it shows on every fax from that number.

12Send a fax

1. 1Click Send a fax.
2. 2Under To, pick a saved contact, or click Type a number instead.
3. 3Under What to send, choose A document on a chart, A file from this computer or A records request.
4. 4Pick the patient and the document, or choose the file. A file can be up to 10 MB and 49 pages.
5. 5Check This will send and press Send fax. A cover sheet is added for you.

13Sent faxes

1. 1The Sent tab lists every fax you sent, with its state: Queued, Sending, Sent, Failed or Needs checking.
2. 2A failed fax shows the reason it didn’t go, like a number that is out of service.
3. 3The red number on the tab is how many need a look.

14Fax contacts

1. 1The Contacts tab keeps the fax numbers you use, by name.
2. 2Click Add a contact. Fill in the Name, Fax number, Type and a Note if you like, then press Save.
3. 3Pick a contact under To when you send a fax.