Disclosure Management setup - PM

Import Reports

The Import Reports form allows chart items to be imported for Disclosure Management. The reports must have the following parameters in this exact order:

• FACILITY ID
• CLIENT (PATID)
• EPISODE NUMBER
• START DATE
• END DATE

Here is an example Crystal Report that contains the parameter fields in their proper order Disclosure Management Chart Item (Auth).rpt

In the Import Reports form:

1. Check Import Report as Disclosure Management Chart Item in the Select Import Type field.
2. Select either Import New or Update Existing Disclosure Management Chart Item.
3. Click Select Report for Import.
4. Navigate to the report to import.
5. Enter a name for the chart item in Disclosure Management Chart Item Name.
6. Select Yes to require authorization, No for no authorization in Does Disclosure Management Chart Item Require Authorization. If No is selected, then the Authorization section will not need to be completed in order to proceed with a disclosure in the Disclosure Management form.
7. If the report requires access to other namespaces or tables in the current namespace, select Yes for Does This Report Require ODBC Connections in addition to the current database.
8. If Yes click Select New Connection.
   • Select a connection to a namespace required.
   • Fill in log-in information
     SYSTEMCODE:USERNAME
     PASSWORD
   • Click Add New Connection to save this data for the report.
9. Click Submit.
   The report will be available in the Request section of the Disclosure Management form.

Document Management Definition

Document Imaging and Archiving uses Document Management to organize and manage your documents. Document Management features include scanning, importing, storing, viewing, printing, voiding, deleting, and archiving. Documents stored in Document Management are organized by form type, entity type, category, and then form.

The Document Management Definition form provides a way for you to setup the forms and categories that are required in Document Management. When documents are scanned or imported into Document Management, they are assigned a form so that they can be conveniently organized by the system. The forms are in categories that you specify in the dialog box. forms and categories must be set up before you can start using Document Management. The Document Management Definition form then provides a way to view the forms and categories that are setup in the system.

Document Management Setup Steps

• Define Document Management Defaults.
• Define Disclosure Management form (forms and categories).
• Define User Definition for Document Management.

Document Management Defaults

Document Routing allows for an immutable image in the form of a TIFF file to be produced based upon the data in the form. This image is then signed by the user and saved as in image file with the extension “.tif” outside of the Cache database. These images are then accessed primarily through the Clinical Document Viewer, found in the Document Management menu of CWS.

The following fields must be defined in the Document Management Defaults form:

• Document Path
• Archive Document Path
• Deleted Path

These fields define where the TIFF files should be stored. The folders need to be created on a secure server first. Examples of the folders needed are below:

• Cache Server CSP Port
• Select Entity Types Allowed

These fields populate when the form is opened. The Default Behavior for Episode Deletion field populates with Change Documents to Non-Episodic.

Disclosure Management

In the Disclosure Management form, users can request and authorize document images for disclosure.

Prerequisite: The Document Management Definition form must be completed to create forms to associate these images with.

• Click Select Form and choose Add New. If editing an existing form, select the form to edit.
• Document Restrictions creates restrictions for the different forms.
• The Associate Form with Results and Associate Form with Order Type Category fields are available if the myAvatar Results Table module is installed.
  If an association is made with Results or Order Type Category, when launching POS Scanning and selecting this form, an additional section will appear that allows users to choose which Results row to attach the image to.
• In the Category section, click Select Category and choose Add New.
• If editing an existing category, select the category to edit.
• Click Select Forms to display all forms created on the Form section.
  This allows associating a category to a form.

For Meaningful Use, two forms are created that will be associated with either CCD files generated from Avatar, or CCR files imported into Avatar.

The forms defined are as follows:

• Continuity of Care Document
• Continuity of Care Record

A category must be associated to these forms. It is recommended to create one category called “CCD and CCR” to associate both forms in order to keep the files together.

Document Routing Setup

Use document routing to add chart items by selecting a PM or CWS form, assigning it a type, and enabling documenting routing.