Correct Scanned Documents

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Description

This article provides an outline for how to correct documents/images in Scan. Given there may be patient centric or cross patient corrections to be made with one or multiple documents can be confusing. For example, documents may need to be moved from folder to folder within a given chart or removed and filed correctly in another patient's chart.

EHR & SCAN WORKFLOWS

TO BE REFILED IN SAME PATIENT'S CHART

Provider

  • In Enterprise - finds misfiled document, within same patient’s chart
  • Tasks using the "Review Document" task type and sending the task to "MedRec, (dept)"
  • In the comments of the task type one of the following: "wrong folder. "

Supervisor

  • In Enterprise – daily monitoring of the “Correct Scanned Documents” task view
    • Opens task, reviews document and determines the following: Current Folder and Document Date (To help identify the document in Scan and what the error is)
  • Log in to Scan – Move document within same patients chart
  • Searches patient
  • Click on the document
  • Click on "Filer"
  • Click on the correct folder to file the document

IMPORTANT: Supervisor should track and monitor trends and patterns of users.

TO BE REFILED IN A DIFFERENT PATIENT'S CHART - RIGHT DOCUMENT

Provider

  • In Enterprise - finds misfiled document, within same patient’s chart
  • Tasks using the "Review Document" task type and sending the task to "MedRec, (dept)"
  • In the comments of the task type one of the following: "wrong patient."

Supervisor

  • In Enterprise – daily monitoring of the "Correct Scan Documents" task view
    • Opens task, reviews document and determines the following: Current Folder and Document Date (To help identify the document in Scan and what the error is)
  • Log In to Scan – To re-file the document in the correct patient’s record
  • Search for patient where record is misplaced
  • Find document, right click on the document in the document pane and select "Cut"
  • Search for patient where record should be placed
  • Right click on the correct folder and select “Paste”

TO BE REFILED IN A DIFFERENT PATIENT'S CHART - WRONG DOCUMENT TYPE

Provider

  • In Enterprise - finds misfiled document, within same patient’s chart
  • Tasks using the "Review Document" task type and sending the task to "MedRec, (dept)"
  • In the comments of the task type one of the following: "wrong patient, wrong folder."

Supervisor

  • In Enterprise – daily monitoring the "Correct Scan Documents" task view
  • Opens task, reviews document and determines the following: Current Folder and Document Date (To help identify the document in Scan and what the error is)
  • Log In Scan – To re-file the document in the correct patient’s record and correct document type
  • Search for patient where record is misplaced
  • Find document, right click on the document in the document pane and select "Move Documents to Batch Basket" (this will allow you the ability to change your patient and document type)
  • Name the batch basket correction
  • Go to Batch
  • Find your "correction" batch basket
  • Click on "Sort to Chart"
  • Find the correct patient, select the correct document type, change the date and document owner and file

DOCUMENTS WITH POOR RESOLUTION

Provider

  • In Enterprise - finds misfiled document, within same patient’s chart
  • Tasks using the "Review Document" task type and sending the task to "MedRec, (dept)"
  • In the comments of the task type one of the following: "poor resolution" or what the provider needs to communicate about the document.

Supervisor

  • Log In Enterprise – daily monitoring of the "Correct Scanned Documents" task view
  • Opens task, reviews document and determines the following: Current Folder and Document Date (To help identify the document in Scan and what the error is)
  • Log In Scan
  • If the correction necessary is for poor resolution, the document will need to be recovered and rescanned.
  • The poor resolution document(s) will need to be removed, found and rescanned.
  • The incorrect orientation document(s) will need to be fixed
    • Double-click on the document in the document pane
    • Click the arrow on the upper tool bar moving the orientation, then close