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About Document Routing configuration

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Document Routing provides the capability to route finalized clinical submissions electronically to multiple staff members and supervisors for approval prior to including the data in the client record.

Document Routing works with any myAvatar form that has a workflow component. This includes forms modeled through the Site Specific Section Modeling form.

Configuration
  1. In order for a form to be included in Document Routing, the Draft/Pending Approval or Draft/Final fields must be enabled via the Include Draft/Final Prompt registry setting. For the Progress Notes (Group and Individual) form, this setting is added through Site Specific Section Modeling and not through Registry Settings. All Document Routing logic is based on these fields selected in the forms being filed.
  2. Each form for which Document Routing will be used, must be enabled and set up with approval requirements in the Document Routing Setup form.
    If the Enable Document Routing field is set to No, the old workflow functionality is used for that form.
  3. Users must be set up as Approvers, Transcribers, or Supervisors in the Document Routing section of the User Definition and User Role Definition forms.
  4. Filters are based on selections made in the User Role/User Role Definition, Document Routing Setup, and the Required User List Management (Avatar CWS) forms.
Usage
  • Documents can be entered into Document Management through the Point-of-Service Scanning (POS Scan form), or by filing a form that has Document Routing enabled.
  • When a user files a form with Document Routing, a temporary TIFF (Tagged Image File Format) image file is created, detailing information entered in the form. Depending on how Document Routing is set up and defined, the TIFF screen can display Accept, Accept and Route, and Reject buttons. The Accept button will not be enabled until the TIFF is loaded.
    Note: Documents can be routed for review by Supervisors, Approvers, Teams, and Final Approvers.
  • TIFF files cannot be voided in Document Routing. If necessary, you can utilize Final to Draft Override, but if you have a final row, you must have a final document associated with it.
► See Also
Workflow Diagrams

The following diagrams outline the routing actions available to the user:

Acceptable Document Formats

The following document formats can be imported and scanned: JPG, GIF, TIFF, BMP, PNG, DOC, XLS, PDF, TXT.

  • When JPG, GIF, BMP, and PNG files are imported, the documents are stored as TIFF files. Saving files as a TIFF file increases the file size.
  • When DOC, XLS, PDF, and TXT files imported, their original file size is retained.
  • All scanned files are saved as TIFF files.
Learning Path
myAvatar Document Routing Setup
This path will walk you through the steps to set up Document Routing within myAvatar.
Pages: 6