Review Documents

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Document review works with forms that have workflow functionality, including forms that have been modeled through RADplus modeling. Information can be added to a previously filed document through the Append Documents form.

Documents can be viewed in the Clinical Document Viewer and Chart Review forms (Avatar CWS).

Prerequisites:

The form must have workflow functionality, and the workflow must be enabled.
Document routing must be enabled for the form in the Document Routing Setup form.
The user must have document management access rights through the User Definition, or User Role Definition forms (Document Management section).
To include Final Approvers and Transcribers, these users must be set up in the User Definition or User Role Definition forms (Document Routing section).
To route documents to teams, team names and members must be defined in the Team Definition form.

Review Document

Enter information in a form that has Document Routing enabled.
Submit the form.

If the form is filed under Final status, a temporary TIFF (Tagged Image File Format) file is created and a confirmation screen displays. This screen details information entered in the form.
If the form is filed under Draft status, it is saved without being submitted or routed for approval.
Note: The Warning Message for 'Draft' Forms registry setting affects forms filed in Draft status.
Draft forms should be be available to you when you re-enter the form.
- For Treatment Plans, they are accessible from the form's pre-display.
- For Progress Notes, they are accessible through the Select Draft Note to Edit field (added through modeling).

Review the document image information. The you can either Accept the document (without routing), Accept and Route the document, or Reject the document. Click the option below for further instructions.

► Accept Document

Note: This choice is only available if the Approver Required field is set to No in the Document Routing Setup form.

Click Accept. The Verify Password screen displays.

Enter the user password and click OK.
The document information is submitted to myAvatar . The TIFF is filed with the date, time, and staff name. A workflow notification is sent to the user (defined in RADplus workflow forms).
The user's signature is added to the bottom of the document.

► Accept and Route Document

Click Accept and Route. The Route Document To screen displays.
In the Supervisor field, enter the supervisor's name or ID#, and select the appropriate staff member from the list. Click Add to include the supervisor in the document routing process. Once selected, the staff names and titles appear in the list below.
Note: If the Supervisor Required field in the Document Routing Setup form is set to Yes, this field is required.
In the Add Approver field, enter the approver name or ID#, and select the appropriate staff member from the list. Click Add to include the approver in the document routing process. Once selected, those staff names and titles appear in the list below.
Note: This field is affected by several items in the Document Routing Setup form.
- If Approver Required is set to Yes, this field is required.
- If the Approver List Defaults have been set up, those staff names default into this field.
In the Add Team field, enter the team name or ID#, and select the appropriate team from the list. Click Add to include the team in the document routing process. Once selected, those team members appear in the list below.
Note: Teams are set up in the Team Definition form.
In the Add Staff To Notify When Final field, enter the staff name or ID #, and select the appropriate staff member from the list.
Click Add to include the staff member in the document routing process. Once selected, those members appear in the list below.
The list at the bottom of the screen shows all added staff members, categorized as Approver, Final Approver, or Notify.
Note: Only one person can be checked off as the Final Approver. Only users who are identified as final approvers in the User Role/User Role Definition form (Document Routing section) will have this check box available. All other approvers must accept the document before a To-Do is sent to the final approver for approval.
Once all fields are completed, click Submit.
- A To-Do Notice is sent to the Supervisor. The document can be accepted or rejected.
- If the document is approved by the Supervisor, a To-Do Notice is sent to all Approvers included in the check box. The document can be accepted or rejected.
- If the document is approved by all Approvers, a To-Do Notice is sent to the Final Approver. The document can be accepted or rejected.
- If the document is accepted by the final approver, a notification is sent to staff members identified in the Add Staff To Notify When Final field.

► Reject Document

Click Reject. The form is changed to Draft status and re-displays. The temporary TIFF is deleted.
If appropriate, the form can be filed again.

Transcriber Functionality

For forms with transcriber functionality enabled:

Prior to the form opening, a Select Author popup will appear. Enter the name or ID# of the staff member to be listed as the author of the document. Click Submit.
A default author will automatically display in this field, if set up in the User Definition/User Role Definition form.
If the form is filed under Draft status, the form is saved as a draft with the current user as Transcriber and the selected author as the Author. Only the Transcriber or the Author will be able to access this data.
If the form is filed under Final status, a temporary TIFF file is created and To-Do Notice is sent to the Author to Approve Transcription. The document is NOT Final until the Author approves it.
If the Author does not approve the document, they can send a To-Do Notice back to the Transcriber with a note, or open the form to make their own changes and file as Final.

Note: The To-Do Notice sent to the Transcriber will be removed upon form submission.

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