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Document Management Overview

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Avatar Document Management simplifies electronic information collection, management, delivery, storage and access.

Once imported, documents become part of the client’s electronic medical record (EMR). Original copies of the client's records are maintained in the facility’s medical records department. This includes images, insurance forms, orders, lab results, referrals and releases, and system-created legal documents.

  • Integration with myAvatar CWS
  • Electronic health record (EHR) implementation across the range of health care
  • Increase data accuracy
  • Reduce cost of managing and storing paper-based health records
  • Improve consumer safety and quality of care
  • Compatible with TWAIN and multifunctional scanners
  • Scan from multiple workstations at the same time
  • Scan an unlimited number of documents
  • Store data on any available storage device

The term “document” applies to paper forms, files, and pictures. Non-clinical documents using other entity types can be included (guarantor contracts, human resource forms, invoices).

Documents are imported into myAvatar by:

  • Point of service scanning
    High-resolution, point-of-service scanning and indexing for staff to scan, capture and organize client information.
  • Batch scanning
    myAvatar Document Management uses Perceptive Content from Lexmark Enterprise Software as the capture engine. Perceptive Content passes scanned document information for validation against the myAvatar database. Once scanned, documents are submitted to myAvatar CWS.
  • API interface
    An open application programming interface (API) sends information from an external data source using a web service.

Documents stored in Document Management are organized by form type, entity type, category, and form.

  • Users
    Author – participates in data entry either directly or with dictation.
    Authenticator - required to sign off on a form, but did not perform data entry.
    Supervisor – required to approve the data entry of another user.
  • Documents
    Form Document - permanent image of form data including signatures and additions. Viewed in the form's pre-display, chart review, and the Clinical Document Viewer form.