Attaching Charts and Documents Using the Wizard - Release of Information - English - Foundation 22.1 - OnBase - external - OnBase/Release-of-Information/English/Foundation-22.1/Release-of-Information-Unity/Usage-Integrated-Mode/Creating-an-ROI-Request/Attaching-Charts-and-Documents-to-a-Request/Attaching-Charts-and-Documents-Using-the-Wizard - 2023-12-11

Release of Information (Unity)
Platform
OnBase
Product
Release of Information
Release
Foundation 22.1
License
Note:

This functionality is not available if you do not have an HL7 Listener license. If you do not have an HL7 Listener license, documents can only be added to requests using Custom Queries or the Virtual Print Driver. For more information, see Attaching Documents Using a Custom Query and ROI and the Virtual Print Driver.

The process below describes how to add charts and documents to a request using the Add Attachments wizard. This process can also be used to update an existing attachments list.

When using the wizard to update the attachments list of a request, be aware of the following:

  • Removing previously selected Document Types removes documents belonging to those Document Types from the request.

  • If a newer revision of an attached document is available, the attachment process replaces the previous revision with the new revision.

To attach charts and documents to a request:

  1. From an open request, click the upper half of the Add Charts and Documents button.

    The Add Attachments - Select Patients dialog box is displayed.

  2. If patients are already selected, verify the Selected Patients list is accurate. To add more patients, continue to the next step. Otherwise, skip to step 6.
  3. To search for patients, select one of the following options:

    • Patient ID- allows you to enter the patient's MPI and/or MRN, depending upon your system's configuration.

    • Patient Information- allows you to enter the patient's First Name, Last Name, Date of Birth, and/or SSN(Social Security Number).

    Note:

    Depending on your system's configuration, the fields and display columns in the Add Attachments - Select Patients dialog may be labeled differently from what is displayed in the screen shot above.

  4. Enter the appropriate information and click Search.

    Patient records matching the criteria are displayed in the Available Patients list. These records identify the patient whose information you are releasing.

    Note:

    If (Multiple) appears in the MRN column, there are multiple MRNs associated with the retrieved record. Rest your pointer over (Multiple) to display all the MRNs associated with the record.

  5. Do one of the following:

    • To add all available patient names displayed in the Available Patients list, click the Add All Items button.

    • To add one or more patient names displayed in the Available Patients list, select the appropriate patient from the list and click the Add Selected Items button.

    The patients you added are displayed in the Selected Patients list. To remove all patients from this list, click the Remove All Items button to remove all patients. To remove one or more patients, select the appropriate patients and click Remove Selected Items button.

  6. Click Next. If multiple medical records are associated with the selected patients, the Add Attachments - Select Medical Records dialog box is displayed.
  7. Select the appropriate medical records by doing one of the following:

    • To add all available medical records displayed in the Available Patients list, click the Add All Items button.

    • To add one or more medical records displayed in the Available Patients list, select the appropriate records from the list and click the Add Selected Items button.

    The medical records you added are displayed in the Selected Patients list. To remove all medical records displayed in this list, click the Remove All Items button to remove all records. To remove one or more records, select the appropriate records and click Remove Selected Items button.

  8. Click Next. The Add Attachments - Select Charts dialog box is displayed. The Select Charts list displays and selects the charts belonging to the patients you selected in the previous step. If a patient does not have any charts, no charts are selected.
    Charts with unresolved deficiencies are listed in red with an exclamation point icon
    beside them.
    Note:

    If you have previously added other charts to the request, only those charts are selected. For example, if you go through the wizard and select two charts from Sam Brooks, and then go through the wizard again and add April Adams to the Selected Patients list, charts from April Adams are displayed but not selected in the Select Charts list.

    Tip:

    A deficiency indicates the chart is incomplete in some way. Before selecting and releasing a chart with deficiencies, you should see if the deficiencies can be resolved. For more information on deficiencies, see the Medical Records Unity Client documentation.

  9. To filter available charts by date range, enter or select dates in the Date(s) of Service fields. Charts are automatically filtered from the list after you enter or select a date in either the From (Admit Date) field or To (Discharge Date) field.

    • The From (Admit Date) field searches dates the patient was admitted.

    • The To (Discharge Date) field searches dates the patient was discharged

  10. To select from charts associated with specific facilities, select the appropriate facilities from the Facilities list. Available facilities are based on the available charts in the Select Charts list prior to filtering.
  11. Select the appropriate charts from the list if they are not already selected. To select all charts displayed in the Select Charts list, click the check box in the column header, located in the upper-left corner of the list.
    Note:

    Clicking the check box in the column header only selects charts displayed in the Select Charts list. If you have filtered charts out of the Select Charts list, those charts cannot be selected.

    To deselect already selected charts, click the check box for the appropriate chart, or deselect the check box in the column header to deselect all charts.

    Note:

    A chart does not need to be selected to only attach documents to the request.

  12. Click Next. The Add Attachments - Select Document Types screen is displayed.
    Note:

    Depending on your system settings, the Document Types list may be filtered to only display Document Types associated with the selected charts.

  13. Filter the list of available Document Types by Request Type by selecting the Filter by Request Type drop-down list.
  14. Add the Document Types you want to include on the request by doing one of the following:

    • To add all available Document Types displayed in the Available Document Types list, click the Add All Items button.

    • To add only Document Types displayed in the Available Document Types list, select the appropriate Document Types from the list and click the Add Selected Items button.

    Note:

    If a Request Type has been selected for the request, its corresponding Document Types are automatically selected and displayed in the Selected Document Types list.

    The Document Types you added are displayed in the Selected Document Types list. To remove all Document Types displayed in this list, click the Remove All Items button. To remove one or more Document Types, select the appropriate Document Types and click Remove Selected Items button.

  15. Click Finish. The appropriate documents are attached to the request. This process may take a while if you are attaching a large number of documents.
    Note:

    If a newer revision of an attached document is available, the attachment process replaces the previous revision with the new revision. When this occurs, any page exclusions applied to the document are cleared. If the system notifies you that this occurred, it is recommended that you review the affected document to evaluate whether any pages should be excluded again. For more information on excluding pages of a document, see the section on excluding pages from release.

    Note:

    You can only view and attach documents you have rights to view. See your system administrator for more information.

    Note:

    If your system is licensed for Report Capture for Meditech and you have attached Document Types containing external system documents, the external documents must be retrieved. Depending on your settings, this may process may begin automatically upon closing the request, or you may need to manually select to retrieve the documents. For more information on retrieving external documents, see ROI and Report Capture for Meditech.