Documents

The Documents section is used to import electronic documents into Accuro and associate them with a patient's EMR. Documents, such as faxes and scanned in items, can be viewed, manipulated, sent to providers for reviewing and attached to patients' Virtual Charts.

 See Communication and Documents - Core for Administrative Staff on Accuro Learning Academy (ALA) for additional help on this topic! See Accuro Learning Academy for access.

Create the Documents Directory

Before documents can be viewed, a directory on your hard drive or network where the documents are located must be defined.

1. Click the Documents button on the Accuro Navigation bar.
2. Click on the Directory button at the bottom of the screen.
3. Browse to the folder which contains the documents being uploaded and click Open. By default, it is ReadyForAccuro. This is the folder where all your documents are stored.

Browse Between Documents

If a folder contains multiple documents, browse between them to find the one(s) you want.

1. Click the Documents button on the Accuro Navigation bar.
2. Use the Arrows at the bottom of the screen to navigate between documents in the folder. The inner two arrows move between documents one at a time in each direction. The outer two arrows move to the first and last document, respectively.

Note: Only the arrow keys at the bottom of the screen browse between documents. The arrow keys at the top of the screen browse between pages in the currently selected document.

View / Hide Page Thumbnails

The Thumbnail button toggles between hiding and displaying the thumbnails. If the thumbnails are displayed, click and they are hidden. If the thumbnails are hidden, click and they are displayed.

1. Click the Documents button on the Accuro Navigation bar.
2. Click the Thumbnail button  located at the top of the window.

Note: The thumbnail button only displays thumbnails for the currently selected document. The "Show/Hide Document Thumbnails" setting in Document Options displays thumbnails for all documents.

Delete a Document in Documents

Users have the option to move documents to a Deleted folder rather than permanently deleting documents. This means that if a document is deleted in error, provided the "Do not delete documents permanently. Move deleted documents into Deleted folder" checkbox is selected then the documents can be recovered.

1. Click the Documents button on the Accuro Navigation bar to access the documents.
2. Select the appropriate document.
3. Click the Delete button located at the in the top area of the screen.
4. Click Yes in the new window to confirm the action.

Alternatively, right-click a document in the Document Thumbnails, and select Delete. 

Edit a Document

Users can split multi-page documents by using the Edit Document feature. 

1. Click the Documents button on the Accuro Navigation bar to access the documents.
2. Select the appropriate document.
3. To split a multi-page document into two documents either:
   1. Click on the Edit Document button  at the top of the window
   2. Right-click the appropriate document and select Edit Document.
      
4. Click and drag the appropriate pages from the left hand side (Document One) to the right hand side (Document Two).
   
   
5. To keep the original document as it was, select the Keep Original checkbox in the bottom left hand corner. Otherwise the split pages are removed from the original.
6. Click Run to create the new document.

Merge Documents

Users can merge multiple documents into a single document by using the Merge Document feature. 

1. Click the Documents button on the Accuro Navigation bar to access the documents.
2. Select the appropriate documents while holding Ctrl + Clicking.
3. Right-click any of the selected documents and select Merge.
   
4. In the new window, click and drag Documents to re-arrange the order.
   
5. To keep the original documents as they were, select the Keep Original checkbox in the bottom left hand corner. Otherwise the original individual documents will be removed.
6. Click Run to create the new document.

Split Individual Pages

Users can split a document into individual pages the Split Individual Pages feature. 

1. Click the Documents button on the Accuro Navigation bar to access the documents.
2. Select the appropriate document.
3. Right-click and select Split Individual Pages.
   
4. A new window will open prompting if the user wants to save a copy of the original document. Select Yes, No, or Cancel to stop the action.
   

Faxing From the Documents Window

1. Click the Documents button on the Accuro Navigation bar to access the documents.
2. Select the appropriate document.
3. Click the Fax button .
4. The Fax Recipients window is displayed. The Fax Recipients window is the same one that users see when they fax form the Virtual Chart.  

Note: Faxing a document does not require a patient to be assigned to the document being faxed. For this reason and because the faxing is not recorded on any patient charts, the document being faxed is recorded in the Audit Logs.The faxed document will be recorded in the Audit Logs. A warning is displayed to the user indicating the fax is not associated with a patient and the cover sheet message will not be saved to a chart.

Print From the Documents Section

1. Click the Documents button on the Accuro Navigation bar to access the documents.
2. Select the appropriate document.
3. Click the Print button .

Navigate Multi-Page Documents

Sometimes a document contains more than one page. One document may contain pages related to different patients which must be split apart and filed separately.

1. Click the Documents button on the Accuro Navigation bar to access the documents.
2. Select the appropriate document.
3. Use the Arrow keys  at the top of the screen to move between pages of a multi-page document. The inside keys move one page at a time in the direction of the arrow. The outside keys move to the first and last page, respectively.
4. View thumbnails of the different pages of a multi-page document by clicking on the Show Thumbnails button , located at the top of the screen.

Zoom In / Out of Documents

Zoom in and out of documents for easier reading.

1. Click the Documents button on the Accuro Navigation bar to access your documents.
2. Select the appropriate document.
3. Zoom in or out on a document by selecting the Zoom dropdown box at the top of the screen and selecting from the options displayed.
   

Rotate Documents

Sometimes documents are scanned in upside down or even sideways. In these cases the documents can be rotated for easier reading. Accuro saves the changes made when you file the document to a patient's Virtual Chart.

1. Click the Documents button on the Accuro Navigation bar to access the documents.
2. Select the appropriate document.
3. If a document gets scanned upside down, it can be rotated it by using the Rotate buttons . A document can be rotated 90°, 180°, and 270°.

File a Document

To save a document in Accuro you must file it to a patient's Virtual Chart.

1. Click the Documents button on the Accuro Navigation bar to access the documents.
2. Select the appropriate document.
3. If a patient has not been loaded, select a patient with the Search Tool in the upper-right corner.
   
   
4. Click the dropdown list  to select the Document Type from the dropdown list below the patient's name. Add and remove document types by selecting Manage from the dropdown list.
   
5. Select the Created date using the calendar. The default is the current date.
6. Select the Priority of the document. The default is Normal.
7. Type in a comment in the Description text box if required.
8. Include the filename in the description by clicking on the checkbox beside Include Filename.
9. If the document has been reviewed:
10. Select the Reviewed date using the calendar. The default is the current date.
11. Select the Provider you want the document attached to.
12. Click File Document to attach the document to the patient's chart. The document is marked as reviewed.

Batch Mode

When filing multiple documents with the same settings (ie. date, document type, priority, etc.) enabling batch mode will retain the information rather than resetting after a single document if filed. 

1. Click the Documents button on the Accuro Navigation bar to access the documents.
2. Select the Patient, Document Type, Dates, and Priority.
3. Enable Batch Mode.
   

Note: Disable Batch Mode once batch filing is complete to have the above selected reset after filing each document.

Document Options

The Options Configure button   in the Documents Section allows users to configure various Document Options.

Clicking the Options Configure button  opens the Document Options window. 

Use single Provider dropdown when filing documents: Allows for a single Provider to be selected in the Provider dropdown. When disabled, users are able to send a document to more than one Provider.

Do not permanently delete documents, move deleted documents into Deleted subfolder: When deleting documents, they move to a Deleted folder rather than deleting documents completely. This means that if a document is deleted in error, provided the "Do not delete documents permanently. Move deleted documents into Deleted folder" checkbox is selected, then the documents can be recovered.

Default Received date to the current date: When enabled, the document Received Date automatically populates the Current Date. When disabled, this setting keeps the Received Date blank. If the field is left blank then the Received Date will display as the Created Date in the Virtual Chart. 

Use patient Office Provider for default document Provider: The Provider in the dropdown will automatically change to the patient's Office Provider, from the Patients Section, if an Office Provider is assigned to the patient. 

Show/hide document thumbnails: Enables the thumbnail preview for all documents in the documents section.

Manually refresh document folder: The Documents Folder by default will automatically refresh after filing a document.

Clear global patient after filing document: Enables automatic clearing of the globally selected patient after filing each individual document. This setting is disabled by default.

Note: These settings are user specific.

Send a Document to be Reviewed

1. Click the Documents button on the Accuro Navigation bar to access the documents.
2. Select the appropriate document.
3. Select the Priority from the Priority dropdown list.
4. Select the Provider who is reviewing the document.
5. Click the Send to Provider(s) button.

Note: To send a document to multiple providers, disable the "Use single Provider dropdown when filing" settings in the Document Options window.

Upload Documents Without Selecting a Provider

It is possible in Accuro to upload documents to a patient's EMR without having to select a Provider.

1. Click the Documents button .
2. Select the appropriate patient.
3. Select the document to be uploaded.
4. Click the dropdown list  and instead of selecting a Provider, select None in the list displayed.
5. Click the File Document button.

Uploading Documents as Read/Unread

Documents being marked as unread has been made optional in some circumstances. This is because when uploading old charts into Accuro, clinics would like the option of these not being flagged as new.

• File Document uploads the document to the patient's chart as read.
• Send to Provider keeps the document unread and is sent to the Provider for review.

Clear Filing Details

To clear Date Received, Reviewed, the Priority, and Description fields all at once, select the Clear button  on the right side of the screen.

Open a Document from the Documents Section

1. Click the Documents button on the Accuro Navigation bar to access the documents.
2. Select the appropriate document.
3. Click the Open button  on the right side of the screen. 
4. The document opens in a new window.

Annotate Document

1. Click the Documents button on the Accuro Navigation bar to access the documents.
2. Select the appropriate document.
3. Click the Annotate button  on the right side of the screen. The Document Annotations window will appear.
   
4. Users can highlight text, insert a signature, add text, and rotate the document. Click OK to save or Cancel to exit.