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Document Management

Explain it to me in 15 seconds…

Documents are stored on the Documents tab in the patient record.
Here you can upload received and scanned documents and images that need to be stored in the patient record by clicking Upload Document or Upload Image.

Documents created in MMEx will also be stored here including (but not limited to):

  • Assessments completed in MMEx
  • Letter Writer produced documents
  • Secure messages that are linked to a patient record
  • Images created using the progress notes sketch tool

Document properties can be modified, including:

  • Name
  • Category
  • Privacy Level

You can search documents:

  • using the keyword search field
  • filter by category
  • filter by the document creator
  • Sort by column titles

We recommend using specific document naming for example Referral RMH Orthopaedic Hip instead of referral. It makes documents easier to find in the future.

Documents can be viewed in MMEx to prevent unnecessary downloading of documents to a non-secure location (e.g. local desktop) and better maintaining patient privacy.


Patient documents are managed on the documents tab of the patient record. Documents are displayed in a table with a number of filters:

  • Category: list of all available document categories
    • Administration
    • Assessments (includes clinical forms etc)
    • Consent
    • Discharge Summaries
    • General Correspondence
    • Investigations
    • Legal
    • Medications and Immunisations
    • Progress Notes
    • Referrals
    • Specialist Letters
  • Added By: a list of all users who have added a document to this patient record
  • Keyword Search: searches the document name column
  • State: Current or Archived

In addition each column is sortable by clicking on the column title.

Adding Documents

Documents are added to this list by the system or by users.

User Upload - Document

Click Upload File button to upload a document. Complete the relevant fields:

  • Name of Document: optional field, if you do not define a name, the name of the uploaded document will be used
  • Privacy Level: you can assign a privacy level to a document. As with MMEx privacy functionality you will only see the privacy options that are assigned to your user role or profile. (If you believe you should have access to additional options please speak with your Organisation Administrator.) If you do not make a selection the document will be Visible to All by default.
  • Category: mandatory field. You must select a category for the document.
  • Date: the default will be today's date but you may backdate a document. It will be recorded as having been uploaded today in the system but will display your selected date.
  • Upload file: click to select the document from your local files. There are restrictions on file size (<60Mb) and file types that can be uploaded. You will see an error if you have selected a restricted file type.

Click Save to complete the upload.

Messages and Reports

All messages or reports that you receive in your MMEx Inbox can be associated with a patient as either a letter or a document. To do this, open the MMEx message from your Inbox and click on the Associate with Patient button.

Next, select the patient from your list of patients.
You will now be able to view the message from the Documents section of the patient record and can delete the message from the inbox if desired.

User Upload - Images

Click Upload Images button to upload one or more images. Complete the relevant fields:

  • Privacy Level: you can assign a privacy level to a document. As with MMEx privacy functionality you will only see the privacy options that are assigned to your user role or profile. (If you believe you should have access to additional options please speak with your Organisation Administrator.) If you do not make a selection the document will be Visible to All by default.
  • Category: mandatory field. You must select a category for the image.
  • Date: the default will be today's date but you may backdate an image. It will be recorded as having been uploaded today in the system but will display your selected date.
  • Upload file: click to select the images from your local files. There are restrictions on file size (<60Mb) and file types that can be uploaded. You will see an error if you have selected a restricted file type.

Click Save to complete the upload.

System Created Documents

As you create a range of activities in a patient record, documents are created and saved automatically. Some examples:

  • Create a pathology request, two documents are created:
    • A PDF version of the form as a copy of what was printed
    • A smart form that is a copy of the page you saved when completing the request.
  • Send a secure message
    • A copy of what was sent is saved in the linked patient record along with any documents that were attached
  • Create a referral letter or document in the letter writer
    • The referral letter is saved as a PDF
  • Complete an assessment form
    • A smart form that is a copy of the page you saved when completing the assessment is saved
    • Some forms create a 'picture in time' PDF version as well.
  • Add a sketch to a progress note
    • Saved as an image (sketch)

System created documents will have a category applied automatically:

  • Administration (MR1)
    • Uploaded patient profile photos
  • Assessments (includes clinical forms etc)
    • MMEx forms
  • Consent
    • Documents uploaded when saving a consent
  • Discharge Summaries
    • Received via HL7 message
  • General Correspondence
    • Letterwriter documents
    • Secure messages received
    • Secure messages sent
    • SMS/email appointment reminders
    • Appointment reminder mailings
    • Report bulk actions - letters, SMS, email
  • Investigations
    • Diagnostic request forms
  • Medications and Immunisations
    • DAA prescriptions
  • Progress Notes
    • Sketches
  • Referrals
    • Letter writer letters of referral type

Document Icons

Icon Document types associated
MMEx Smart forms still in draft state
MMEx Smart Forms in completed state
Document or image uploaded by user or created by MMEx. May include mulitple document or image file formats
Secure Message sent or received and associated with a patient record

Rename Documents

Right click on a document and select Properties.

Give the document a new name if required, or modify other properties as required.

Click Save.

Viewing/Printing Documents

To view a document, select it from the documents list. The document will open in the browser.

Depending on your user profile settings you may see a Download or a Print button.
With the MMEx Assistant installed, clicking Print will send the document straight to your configured printer.
Clicking Download will save a copy of the document to a local file location.

If you do not see these options, but believe you should be able to to, speak with your organisation administrator.

Scanned Document Management

To efficiently add scanned documents to a patient file you can use the following method to scan a document and save it to your local network drive ready for upload to MMEx using the MMEx Client, and send the file(s) to a particular MMEx user where it will be received into their secure message inbox.
You may need your local IT assistance to set up a ‘scanned folder’ on your local network for you to save these files to and to configure a prefix for scanned file names to make the naming convention overviewed below easier.

  1. Scan the document
  2. Apply the naming protocol(if not configured to be applied automatically)
  3. Move the file to the configured MMEx Client collection folder (if required)
  4. The MMEx Client will check this folder for files at regular intervals, upload and send them as a secure message in MMEx to the user account configured to receive it.
  5. When received by the intended person or entity, they associate this file with the named patient record and the document will be added into the patient file.

Prerequisite: Your local IT have installed and configured the MMEx Client on a local server.

File Naming Convention

To use the scan and upload via secure message function, you will need to configure the file name using the correct naming convention below. This will allow the Secure Message to be sent with the correct details and be received by the correct person. Once the document is in MMEx then it can be associated with a patient record.

There are 5 parts to the file name.

Part1_Part2_Part3_Part4_Part5

  1. MMEx Username you are sending the message to.
  2. Patient Name
  3. Optional (DOB, URN etc). If you are not using this field you must add a character such as the number ‘1’.
  4. Optional (Org Name, Location etc) If you are not using this field you must add a character such as the number ‘1’.
  5. Title of the Document

Examples:

  • mmexusername_Jill Aaron_Part3_Part4_Referral
  • mmexusername_Part2_Part3_Part4_Part5
  • mmexusername_Jill Aaron_Part3_Part4_Part5

This is how the document title displays in the inbox:
If you do not use the correct naming convention when naming the file, the upload will not work and no message will be sent to the MMEx user.

Scanning & Uploading Workflows

Option 1 - Single file direct upload

Option 2 - Upload to Organisation inbox

Option 3 - Upload to User inbox

manual/documents.txt · Last modified: 2019/12/15 22:18 by sarahb