Document Management Overview

Docutrak WorkflowVSCurrent Paper Workflow

Paper Vs Docutrak

Paper Open mail, assign document to provider

Pull patient’s chart

Paperclip document to chart

Put chart in bin for signature

MD signs, returns chart

Document gets filed in chart

Chart gets filed

Docutrak Open mail, add patient identifier and

ordering/responsible MD information

Scan documents

Index

MD signs document electronically

1. Documents are scanned and automatically added to list. Select document to index.

2. Select Docutrak Document Type from list, determines document type in EMR & options for Summary line

Select paper to file from stack of documents

Choose sub-section of chart to file document

Indexing: How To

4. Type or pick from a list the document summary, a brief description of what the document contains.

3. Enter the clinical date for the document

Place document in correct chronological order in chart

5. Press F1 or click Lookup Patient to bring up patient search field. Same as in Centricity, can search by Name, DOB, SSN, MRN. Send employee on search

for paper chart, could be almost anywhere in the practice or even in a MD’s possession. More time wasted on this step than any other!

6. Choose to import signed or unsigned. Signed goes directly to patient’s chart auto-signed by the indexer, this should be used only if already signed on paper. Unsigned gets assigned to a physician and sent to their desktop for electronic signature.

7. If importing unsigned, choose Physician to assign document to. Also select a carbon copy to be sent to another physician’s desktop.

Place document on MD’s desk or in an assigned mail bin to await signature. Can sit for days and is unavailable for viewing while pending signature. Can only be seen by MD in one physical location.

Scanned document appears in list with all EMR documents, can be filtered by document type for quicker access. If imported unsigned it will also appear on the MD’s desktop to be signed.

Click attach button and select the attachment to open in the viewer for that document type (PDF, Word Document, JPG, etc)

Document is placed inside of paper chart where it lives from now on, can only be viewed with physical access to the chart.

Document can be viewed and signed from anywhere in the world with an internet connection. The paper is no longer tied to the physical chart and exists anywhere you want it to.