Home Forums Discussions Problems IMPORT ITEMS/CATEGORIES

When documents are scanned into the patients chart, they are assigned to a category(LABS,RADIOLOGY,OTHERS), but all imported items are coming to me to sign off. Most of the improted items I do not need to sign off on because I signed them physically or I do not need to know them. How can you make it so I can change it that I can set which categories should come to me for sign off??

Version 9.1.0

I am assuming you are doing the importing into Updox. At the time when the document is assigned to a category (by the MA or whoever) there is a check box they can click says "sign off".
So, you have to tell that person to click that check box for items you have signed physically and then they will not appear in your inbox "to sign". You could also scan in all the physically signed papers as one "job" in Updox and all the unsigned stuff as another job just to separate it in the Updox workspace.

At my office, stuff that has come in on the fax (into Updox) usually is not something I have seen and physically signed. So, to make it easier and reduce errors by the MA, they sort all the documents in Updox to show faxes first and scanned items later. That way the "un-seen" items get processed first.

When we import from updox there is a checkbox, but I am referring to paper items such as signed agreements from patients, signed PT.OT authorizations, signed off mailed lab or Xray results. I am going to look again at the way they are scanned in, but I do not recall a check box, only list of categories the item needs to be saved in.

Hi Raj,

Version 9.4 of Amazing Charts has a new user permission that allows for this scenario. In this version, you can give certain users the ability to bypass the required item sign-off when importing or scanning an item. This shows up as a checkbox when importing a new item.


This should solve your issue with signing off items you have seen before.

Does anyone know how to get a spreadsheet template into AC that can be updated for each individual patient?
Need to be able to easily look at a form that I and my nurse can update.

Also, how do I post a question to the board? Not a reply to a previously asked questen but a new question?

Thanks ya'll!
Chris

Dear Chris,

To post a new question to the board . . .

Click on the forum where you want it to appear (probably general-discussion).

Click on new-topic.

Cheers,

Carl Fogel

Not completely sure what your question is, but I will guess. If you have a template already made, you can save it anywhere on your server or, for that matter, on your network and import it. It would probably best best to save the template to them main AC folder and import it to the importeditems of a patient. I don't know of anyway to insert it directly into the program.

Thanks! Will try that

Thanks Carl!

Hi Chris,

If you are referring to an Excel file, you can just drop and drag it into imported items. Same is true for Word docs etc.

Marty

Thanks Marty.

The issue my doctor is having is updating a spreadsheet within AC. On the old paper charts he would have a spreadsheet with info on it that he could look at quickly and add too it right then. He does addiction medicine so he has to keep up with decreasing dosages. Just trying to get a 'simple' solution that works for him. I really don't want to have to import a new spreadsheet into the pt. chart each month.

Hi Chris,

First, if you to go My Stuff at the top and select My Profile, at the bottom there is a place to enter an autosig. This would allow you to personalize a signature that will show up everytime, like mine or like Marty's above. I say this, because I think you, and I know I would rather refer to you as Chris than imed. Some people will put their location and/or what they do, etc.

OK. With all due respect, I think you are making this more difficult than this is. As I have said, you can import it or as Marty has said you can drag and drop. Both get the template into Imported Items. Many, many users do this for a multitude of reasons. No, you do not need to do it each month. That would defeat the whole purpose. As an aside, if you did, I think no matter how little knowledge your doctor has, I think I would teach him or her how to do it.

Anyway, here is what you do in detail with my suggestion added.

You make a blank Excel template and save it in a folder (maybe name it Addiction Weans) or whatever. I would save the folder to your main computer or server. You could put it directly on the root drive or wherever. I am changing my recommendation of AC folder since if you uninstall it, it may take the file with it. Share the folder to you and your doctor and make sure you are both either an owner or co-owner as far as the share. Then in properties -> permissions allow both you and your doctor to have full permissions or at least read/write.

You could always import from there, but Marty's idea is probably easier. There are so many ways to do this but to make it bulletproof, go to each computer and map that folder using Map Network Drive on your Computer window. Browse to the folder and map it and name the mapped drive Addictions Wean or whatever you named the other. You don't have to. You could name it anything, but just keeps it simple. Now, your doctor will be able to be in a chart, open imported items, open My Computer, and drag the file into imported items. Don't right-click and move. Just left click and drag and drop.

That is all you will need to do. I would right-click on the file and choose Edit Item so you can name it and add other information to it. It doesn't import with the same name. After adding information clicking on the save icon or just closing it and saving will save the added information. You will not need to do anything else as far as the patient.

If you have any questions, feel free to ask her or PM me.

Thanks Bert. Lots of info and I will get working on that in the morning!

I also THINK I changed my name in my profile. Will know once I hit submit! Thanks for the heads up on that one too.

Nice! You added an autosig. Looks good. And, now since I grew up in Jacksonville, I know right where you are.

Keep in mind when you change an autosig or display name, it changes on every post you have ever done over years. It isn't associated only with that saved post. In fact, you can scroll up and see.

If you ever wanted to to change your display name, you can do that as well. imed is fine. But, if you wanted to change to anything you can in profile as well. Just have to keep your default email and your default username.

Seems like a lot of info. It is very simple. If you have questions, I can remote in and set it up for you.

Bert, all I can say is WOW! And thank you.

This has opened up a whole lot of new potential for us. Being able to import the spreadsheet into each patients chart and update it at each visit is a huge advantage. Thank you so much.

My doctor is very happy!

You are welcome. So can I assume you were able to figure it all out.

Can you explain how to set this user permission? I have attempted to find it but haven't figured it out yet.

Hi Bee,

I will do the best I can. First a few caveats. There are a few ways of sharing a folder with users, and I will try to keep it simple. You can make it VERY secure or not nearly as secure. With that in mind, some may offer advice or even disagree. There is no right or wrong. Most of it depends on what your are sharing. If you are sharing highly sensitive financial or other information, your share and permissions will be much tighter. Shares and permissions will allow you to do two things. Allow access to files and folders across a network or a computer and also to specify who can access it.

Quickly it is important to note the difference between share permissions and NTFS permissions or for this discussion sharing a folder and giving it permissions. Share permissions determine the type of access others have to the shared folder ACROSS the network. NTFS permissions determine the action users can take for a folder or file both across a network and locally.

You can look at it as two steps. First you have to share the folder. This allows users access to what is in the folder. If it isn't shared, then it can't be accessed and you have no reason to set permissions.

After sharing, you then set permissions for individual users or groups. Permissions are much more granular and give many more options as to what each user can do with a file.

Getting to your question, and talking specifically about this empty Excel template, the permissions do not need to be that secure. It really doesn't matter who has access to it. In fact, some people directly from Microsoft say giving everyone share rights is best practices, as you can set more secure permissions after.

OK:

Again, where you put the folder doesn't really matter. But, I would suggest it at least be on the main computer. Where you put it may also depend on whether you are using P2P or Client/Server, but it is still the same principle. So, for this discussion, let's put the folder on the root drive (generally the C: drive) of the main computer:

I have put a folder named AC Excel Template on the C:drive (I did add a folder called Permissions Demo mainly to not show all of my files and folders on C. So when you open that folder you will see the folder for your Excel sheet or whatever. It is there on the root drive and not shared.



Right click on the folder and select properties and the sharing tab to see your share options. You can use the regular sharing or advanced. I am just going to use the top one.



When you click on the top one, you get the File Sharing window. Right now you see Everyone in the dropdown box. It would just be blank, and you would use the dropdown arrow on the right to select a user or users. It would default to Everyone and Others. Again, you will have fewer headaches if you just let the share permissions be set to Everyone. If you don't set any other permissions, everyone on the network will have access to the folder.



So, I have selected Everyone. It will then want to know exactly what access it has. Owner, read or read/write. Some OS will say Co-owner. I would take co-owner if it is available. But, here I am limited to read/write



Once, you click Share, you see the folder and path that is shared:



Next we give the NTFS permissions. You will right click on the same folder and select the tab to the right. It is the Permissions tab. Here is where you can either let anyone access the folder or make the permissions very strict. The beauty of these permissions is that you can add anyone or any group to the top and then add or deny permissions to each. Here, you can see I added Everyone again and gave it full control. But, you could add groups for all users, a specific user, whatever. But, this will determine who has access and at what level. But, again, it is just an Excel spreadsheet. It isn't even going to have information on it.



It is key to realize that you are actually done here. The folder has read/write access for everyone, and you have given Full control to everyone or whomever you wish.

So, the next steps are up to you. I am just going to map it so it is always easy to find. You would select Map Network Drive on the Computer window on the computer with the folder and browse to it:



Browse to the shared folder:



Then select it:



When you click on the mapped drive, you see your file:



While this sounds confusing, only because I made it that way, basically you are:

Making a folder on the C: drive (just chose that drive -- again I added a sub-folder to protect some folders on my PC)
Right clicking and selecting Properties and Sharing. (A tip: Advanced sharing will give you higher permissions for Everyone -- it will give them Full Control)
Once the folder is shared, you right click again, choose properties and permissions and add whomever you want to have access. When you highlight that person or group or Everyone, the permissions in the bottom window will become apparent. For this exercise, I would make sure they are all checked. Check the top box, and all of them will be selected. (Do not tick a box in the deny column. Deny permissions always override Allow -- this is where you can see how granular you can get).
After closing the windows, you are essentially done.

Now when in AC, you can browse to the file and import it.

If you have any issues let me know.