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About Merging Client Document Images - Perceptive

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About Merging Client Document Images

You can merge client documents from one client to another. After you merge documents, the duplicate record is deleted from the source client. When the clients are merged, the target client contains all of the source client’s information with the exception of demographic information.

Note: The Client Merge form merges all existing data from the source client to the target client, not just the document images.

Prerequisites:

Prerequisites: You must have the following items configured to merge client document images.

  • You must have 2 clients admitted into myAvatar
  • You must have documents already scanned or imported into myAvatar .
  • You must have access to the Client Merge form.

Merge Client Documents

  1. Open the Client Merge form.

  2. In the Source Client field, enter the source client name and select a value from the Results list. 

Note: The source client will be merged into the target client.

  1. In the Source Client Episode field, select the source client episode.

  2. In the Target Client field, enter the target client name and select a value from the Results list.

Note: The target client is the client that the source client will be merged into.

  1. Click File. The source client is deleted from myAvatar PM. A message displays the new target client episode number.

About Archiving Documents

You can archive documents to other storage media or a server to free up network space. You can restrict user access to the form.

Prerequisites: You must have the following items configured to archive documents.

Before You Begin

Prerequisites: You must have the following items configured to archive documents.

  • You must have access to the Document Archiving form.
  • You must define a document archive path in the Document Management Defaults form.
  • You must have documents entered into myAvatar Document Imaging before the past 180 days.

Archive Documents

  1. In the Document Archiving form, in the Entity Type drop-down list, select the entity.
  2. In the Include section, select an option:
  • All – Choose all documents.
  • Individual – Choose an individual form.
  1. In the Entity field, enter the client or staff name. Note: this field is available only if you select Individual in the Include section.
  2. If a client is chosen, in the Episode drop-down list, select the client episode.
  • Inactive Only – Choose inactive forms (as defined in the Document Management Definition form).

  1. In the Archive Documents Older Than field, enter a date that will archive documents based on the creation date. This date must be at least 180 days previous to the current date. 

Note: Document creation dates are defined when the document was filed in a form with document routing, or through document scanning.

  1. Click View Form Types Included.

System result: The Form Types screen is displayed and shows what will be archived. Click OK.

  1. In the Override Form Archive Restriction field, select the Yes option to archive a form defined as “Do not archive” in the Document Management Definition form – Document Restrictions field. 

  2. In the Form Types To Include field, select Do Not Archive form types to be archived.

  3. If scheduling an archive for a future date, in the Archive Date and Archive Time fields, enter the archive date and time.

  4. Click Archive.

document_archiving.png

System results:

  • After the document is archived, you cannot view it from the Clinical Document Viewer form in the ChartView.
  • The archived document is stored in the directory defined in the Document Management Defaults form.

About Moving Documents to a Different Client Episode

You can move documents that were added incorrectly from one client to different client or a different episode.

Before you Begin

Prerequisites: You must have the following items configured to move documents.

  • You must have documents already scanned/import into myAvatar .
  • You must have access to the Clinical Document Viewer.
  • You must have the permissions to void documents.

 Void and Copy Documents

  1. Open the Clinical Document Viewer.

  2. In the Document List, select the appropriate document.

  3. In the bottom of the viewer, click the Void button.

void_button.png
 

  1. When the new fields are displayed, select the Void & Copy radio button.

  2. Select a Void Reason value.

  3. Enter any necessary comments in the Void Comments box.

  4. Select a new client, or the same client you wish to move the document to, in the Select Client field.

  5.  

    Choose an episode to move the document to in the Select Episode dropdown.

void_and_copy.png
 

  1. Click the Void button.

About Changing the Document Type

You must rescan or reimport the document if you select the wrong document on the initial submission. 

Use the Clinical Document Viewer form to void the document with the incorrect document type, or use the Delete Documents form to completely remove the document from myAvatar .