Transferring into Docman - Training Tip

The following is a suggested workflow for filing Out Of Hours (OOH) and discharge summaries, worded by one of our Vision 3 practices:

The XML documents that come into Mail Manager are held in the P:\ATTACH folder. To transfer them into Docman from Mail Manager:

When a document (all non-pathology, for example, OOH, discharge summaries and some outpatient letters, but excluding pathology results) is selected in Mail Manager. It is placed as a temporary file in O:\PROGRAM\Temp.

The IT Clerks' workflow is:

Select document in Mail Manager (by clicking on it) and it appears in the reading pane at the bottom - right click in the reading pane and you see the temporary name, for example, O:\PROGRAM\Temp\C32.htm

The IT clerks, when they are doing their daily scanning are in Docman> File documents > Batch manager. Select 'Capture' (from menu bar), 'Capture Existing Document' This temporary folder shows (the first time you do this you see all the documents on the network so navigate to the O:\PROGRAM\Temp folder - after that it remembers. Also the first time it may be apparently empty - with only 'XML Batch' as the file type available but it seems to still work - after this it shows 'All' as the file type).

Then process and workflow the document/s as normal for a scanned image (using Intellisense, this process is of course semi-automated). You must untick File to Vision or you'll have two instances of the document - remember it is already auto-filed from Mail Manager into Vision 3.

That's all! You can collect all the documents together one at a time in Docman like this and then attach and send to Vision 3 as a second step to simplify the workflow.

You can of course do the same process also from any desktop toolbar at any other time (filing cabinet icon, 'select document').

The doctors then only need to view Docman for all correspondence and can disregard the Mail Manager letters. This improves workflows.

This practice runs a system whereby all Mail Manager OOH reports and discharge summaries are sent to a Mail Manager 'Duty Doctor' folder and the duty doctor looks at these first thing each morning for urgent actions, and sends a quick report to all clinicians in case anyone turns up in morning surgery - this doctor does not do anything else with these letters which he/she knows go via Docman to the coders. Mail Manager outpatient letters go via the scanned documents route.