Void Documents - Perceptive

Purpose: If a document was scanned into a client’s chart incorrectly, this process will allow you to void the document.

Prerequisites:

Access to the "Clinicial Document Viewer" form in User Definition/User Role Definition
Ability to Void under the Document Management section of User Definition/User Role

Navigate to the Clinical Document Viewer form (the PM and the CWS versions of this form are the exact same and you can view all of the same documents).
Click Individual in the “Select All or Individual Client” field. Type the necessary client id # or last name into the “Select Client” field. Then select the appropriate episode for the client.
The “Document Status” field allows you to filter your search results by Final or Void.
- All documents scanned into myAvatar are considered Final, unless they have been voided
- It is okay to leave this question blank.
The “Document Source” field allows you to filter the search results by how the document was entered into the system.
- All Perceptive documents will return with POS Scan / Import (including Batch).
- It is okay to leave this question blank.
The “Document Origination Date” section, allows you to filter the results by a particular date range.
- It is okay to leave this section blank.

If you select Entire Chart on the “Form Selection field, then the search will bring all documents types scanned into the client’s chart.

If you select By Categories / Forms on the “Form Selection field and the click on the select button, a new window will appear that will allow you to filter the search results by document type.
- Note: If the window is blank or does not show your ImageNow document types, then searching has not been setup. This is an easy fix in the Document Management Definition form.

Select the appropriate document types and then click OK. Then click on the “Process” button at the bottom of the screen.

After you click process, a results tab will open.
If a padlock appears next to the view checkbox, then your user/user role does not have the ability to view that type of document.
- Example: in the screen shot below, I do not have the ability to view any documents scanned into the “Assessment” document type.

Click on the view checkbox of the document that you would like to void. Then click on the “View” button at the bottom of the screen.

To void the document, click on the “Void” button at the bottom of the screen (Note: if this button is greyed out, then your user/user role does not have the ability to void documents.

At the top of the screen there are two options, Void and Void and Copy. Select Void.
- Do not use Void and Copy because this functionality is still in development and it will not work properly.
In the “Void Reason” field, select the reason that you are voiding this document.
- Note: it is possible to update these values in Dictionary Update.
If applicable, make any comments about the reason in the “Void Comments” field.
Then Click on the “Void” button at the bottom of the screen.

After clicking on the “Void” button, click on the “Close All Documents” button at the bottom of the screen.
Then click on the “Search” tab in the upper left-hand corner.

Voidied documents remain a part of the client's chart and they ares still accessible in Clinical Document Viewer and in the client's ChartView. However, the documents status will be listed as "Voided".
It is possible to restrict which users/user roles have the ability to view voided documents in the Document Management portion of User Definition/User Role Definition.
There is a different process to completely delete a document from avatar and ImageNow. Only an ImageNow Administrator has the ability to delete a document.

Approved - 10/21/2013