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Document Routing Setup

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With this form you can enable forms for Document Routing. When a form with Document Routing is filed, an image detailing information entered in the form (a TIFF file) will display.

Prerequisites:

  • Document Routing Users (Transcribers, Authors, Supervisors, Approvers, Teams, and Final Approvers) must be set up in the Document Routing section of the User Definition/User Role Definition forms.
  • Forms must be defined in the Document Management Definition form (myAvatar CWS).
  • The Document Management Defaults form (myAvatar CWS) must be completed.
  • To route documents to teams, team names and members must be defined in the User Definition/User Role Definition or Team Definition forms.
  1. Go to: Avatar PM > RADplus Utilities > Document Routing > Document Routing Setup.
  2. In the Application field, select the myAvatar parent application to enable Document Routing.
  3. Click Select Form. Choose the appropriate form to enable Document Routing for, and click OK. The name will display in the Form Name field.
    Note: To be available for selection in this field, forms must have workflow functionality. Progress notes must have the Include Draft/Final Prompt registry setting enabled.
  4. Click Select Type.
  5. Choose the appropriate form type and click OK.
  6. In the Enable Document Routing field, select Yes to enable document routing for the form.
  7. In the Void Reason Code field, select the document void reason to associate with the form.
    Note: Voiding a document removes the document from a client's chart.
  8. In the Create Document Only field, select yes or no.
    • If Yes is selected, once the form is finalized and submitted document routing will only create the TIFF image and place it in the client's chart.
  9. In the Skip Display of Document Image field, select yes or no. 
    • This is simply a preference if the user would like a display of the specific document TIFF image during the document routing process.
  10. In the Skip Password Entry field, select yes or no.
    • If No is selected, the user routing the document is forced to enter their password when signing the document.
Approver - subsection
  1. In the Approver Required field, select Yes to require sign-off by an approver.
  2. In the Approver List Defaults box, check off the staff members to include in the document routing approval process: Admitting Practitioner, Attending Practitioner, Caseload Practitioners, and/or Default from Last Filing.
    • If there is no Admitting Practitioner or the treatment is non-episodic, no staff names will default into the list of approvers.
    • If no defaults are selected, the clinician will have to type in the name of the user or users to send the documents to. It is recommended to not use approver list defaults. For example, a clinician can select all options at the time of routing with the simple click of a few buttons. They may not realize that one or more of the default staff is not available to approve these documents in a timely manner due to being on leave or for other reasons. 
  3. In the Require Final Approver field, select yes or no. Final Approvers must be identified in the User Definition/User Role Definition form (Document Routing section).
    • If Yes is selected, the Final Approver will receive a To Do notice to approve the document after all other users have approved it.
    • If No is selected, all approvers will receive the To Do notice at the same time.
  4. In the Allow Transcriber field, select Yes or No.
    Note: A Transcriber is a staff member who enters an author's (e.g., a clinician's) dictation of speech into myAvatar. Transcribers must be associated with a user, in the User Definition/User Role Definition forms (Document Routing section).
  5. In the Allow Notifications When Final field, select whether or not the Final Approver will receive a To-Do notice to approve the document after all other users have approved it.
  6. In the Allow Notification With No Approvers field, select whether or not users will be allowed to notify staff members that the current document has been created without routing the document to any approvers/supervisors.
  7. Allow Comments During Approval field, select yes or no, based on if the user would like comments to be added in the approval process.
  8. In the Use Crystal Report Template field, select yes or no. This field will only be enabled if the selected form is a Progress Note, Treatment Plan, or modeled form for which the main table has the Create Pre-Filing Report Table field set to 'Yes' in Form Definition.
  9. In the Crystal Report field, select the applicable crystal report from the drop-down.
  10. In the Notification List Defaults field, you can default the staff that would receive a notification after the document has been finalized or signed by the final approver or every approver.
Acknowledgments - subsection

The Acknowledgments subsection allows the sending of finalized documents to users to acknowledge the creation or update of a document. Note: An Acknowledgement of a document is not the same as approval. The user is acknowledging the document exists or an update has been made that they should be aware of.

  1. In the Acknowledgement Allowed field, select Yes to enable this functionality.
  2. In the Acknowledgement List Defaults field, select specific or multiple staff members for acknowledgment can be completed.
  3. In the Verification Level of Acknowledgement field, select whether to warn the user to acknowledge the document or force the user to acknowledge the document.
    • By selecting Disallow User if Acknowledgement is Missing will force the user to acknowledge the document before moving on.
    • By selecting Warn User if Acknowledgment is Missing will present a warning to the user to acknowledge a document.
  4. In the Days after finalized document to alert field, enter a numerical value based on days after the document has been finalized to send that alert.
  5. In the Forms to error when accessed field, is where specific forms can be filtered down to receive an error when accessed prior to an acknowledgment.
  6. Once finished, Click File.
► Test Scripts

For implementing new systems or new functionality, download the following standard test script for this feature. Please contact your Netsmart representative for more information about Test scripts.

 

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