Document Management

Document management is module within the RIS (IDX) system that views/creates an electronic copy of a paper document.  Document management is NOT part of the official medical record.  Documents that need to be part of the official medical record can be scanned into the RIS to assist in radiology workflow, but a hard copy of the document will still need to be forwarded to Medical Records (HIM).  Documents that should be scanned into the RIS are ones that will be used by staff for their current appointment or as reference for past appointments.

Setting up Document Management scanner

Scanning in of documents needs to be performed at a computer that has a document scanner attached to it.

1. select the Tools button from the upper-right and select Document Acquire

2. When you first use Document Acquire you will need to select a scanning device.  Select the Options icon.

3. Choose the Define button from the options pop-up window.

4. Perform a look-up for the TWAIN device.

5. Choose the appropriate device.

6. Choose the Kodak driver, Plus it down and Save.

Scanning in a Document

1. Select tools and Document Acquire from the upper right hand tool area. (see prior section)

2. Select a patient to attach the document to by doing a patient look-up. (If you already had a patient active in the banner, this area will auto populate.)

Note:  Be sure that the Organization is set to All when doing a patient search.

3. If the document is in regard to a specific exam, then select the appropriate ACC#.  If the document is specific to a patient but not an exam or if the ACC# for the exam has not been created yet (you have the order but the patient hasn’t called to schedule yet.), you can leave the document attached just to the patient.

4. Documents can be attached to more than one ACC#.

5. Adjust the Org if necessary.

6. Enter in the appropriate document type

(document type options)

7. Select the appropriate Keywords for the document. (more than one key word can be used.)

8. Place the document to be scanned into the scanner top first, facing away. (You can scan multiple page documents)

9. Press the scan button

10. The document will display.  If there are multiple pages, a thumbnail will display on the side for each page.  You can navigate to those pages by clicking on the pages or by using the page arrows at the bottom of the screen.

A. Zoom In

B. Re-size image

C. Zoom out

D. Rotate the image 90 degrees (press twice if image is upside-down)

E. Pan image (slider bar)

F. Edit – to enter new/additional keywords, ACC#, update document type, etc…

Viewing Documents

There are multiple ways to bring up documents to view within the RIS.

You can set your preferences to auto lunch documents in certain circumstances.  It is recommended that you select ‘Auto launch documents from Paperclip’

Method 1

If there are documents available for a patient there will be a Paperclip Icon on the right had side of the patient banner.  This icon is also available in other part of the application.

When the paper clip is selected, a list of all available documents will be displayed.  Put a check in front of the document you wish to view and press View. (if you have auto-launch on paperclip selected in your user preferences, all documents will be automatically opened for you.)

Method 2

You can choose Document Management from the Tools button

From the ‘Inbox’ press the Find Pt. Button and perform a search for the patient.

Put a check in front of the document you wish to view and press View.