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NewCrop
by Naeem - 03/18/2026 10:38 AM
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Posts: 53
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#29097
03/13/2011 8:17 PM
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Joined: Dec 2010
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I'm just starting to use Updox. I faxed 10 pages of old records into Updox. That worked fine. I was then able to send it to the patients chart. Fine. But then I couldn't figure out how to separate the documents into different categories. I tried in Updox "select" just 2 of the 10 pages and sending that, but it went ahead and sent all 10 pages again. Any suggestions? Do I have to fax each document separately?
John Howland, M.D. Family doc, Massachusetts
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Answered my own question! :-) The "Send item to" button sends all the pages. When you "select" one or two pages another send button appears above, next to the Refresh button. If you've selected 2 pages to send it will say "Send 2 selections to..." Using this button will only send the selected pages.
John Howland, M.D. Family doc, Massachusetts
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Joined: Jun 2008
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We are thinking about making the plunge into Updox also.
How do you choose the category/folder you want to place it in. Say for example, labs, old records, etc. Does Updox know if you have created a unique folder, say for example "old surgery records"?
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Updox gives you about 18 categories to use. I don't see any way to create unique folders, but the preset list includes about anything anyone could need. There is a category called "Operative Report" that you could use.
Once items are sent to AC you can actually change the categories--I only just discovered this--thanks to your question! If you highlight an imported item, right-click, select "Edit item description". Under "Item Type", drop down to the bottom and you'll see "Add your own text". Here you could put "Old surgery notes" and set up a new folder by that name. Use the "Edit item description" to reassign items to another category. Drag and drop sometimes work, but is quirky.
John Howland, M.D. Family doc, Massachusetts
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Joined: Nov 2006
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Yes, you can edit and add new AC Imported Items folder names (called "Categories" in Updox), change their order, and even set a default folder. It all happens on the Updox window under Admin/Practice Profile/Categories.
John Internal Medicine
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John, Thanks! That's very helpful.
John Howland, M.D. Family doc, Massachusetts
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How do you guys handle the documentation of who imported an item. We ran into the prohibitive cost of updocs if we made everyone in the office a user, so we opted for just three users, one for each Dr. Now when something is misfiled, it say I imported it myself, and I don't know who to talk to about the rules for filing. Was it my nurse, one of the MA's or have I been doing this in my sleep. (You can come and count the Ambien samples, I have never, ever taken one!) The bill is still running about $150-175 per month. It doesn't seem worth it.
Martin T. Sechrist, D.O. Striving for the "Outcome Oriented Medical Record".
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Martin, I am anxious to hear if anyone has a solution to this, as we are dealing with the same issue, albeit on a smaller scale. I suspect that there is no way around the problem, other than paying for more users. Any solutions out there? John...?? If you want to maintain your own fax line, you probably could save some some money by converting your incoming faxes to emails which don't create any charges through Updox.
Jon GI Baltimore
Reduce needless clicks!
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I also have only 3 users, myself, my MA and "staff" (everyone else). When we import through Updox into AC we use the "Comments" box at the bottom of the import window for the initials of the importee, if they are logged in as staff. Some type of authentication field would be a good suggestion to send to Updox, since they do frequent updates.
I like Jon's idea of sending faxes to Updox as emails. I have an old Macmini as my "fax machine", and it converts the incoming faxes to PDFs and emails them to my box "xxx@myupdox.com", and therefore aren't counted against my number of faxes/month. But that means you need to keep an extra fax line. In my area, AT&T charges $65/month per business line.
John Internal Medicine
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