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1 Section Documents Contents Documents... 2 Practice Documents Tab... 3 Unsigned Documents Tab... 7 Uninitialed Documents Tab... 9 Document Sessions Tab Print Days Documents Tab Save Templated Documents Tab Sign Templated Documents Tab V Ā L A N T M E D I C A L S O L U T I O N S, I N C. P O B O X , S E A T T L E, W A S H I N G T O N T ( ) F ( ) w w w. v ā l a n t m e d. c o m

2 Documents The Documents section of the Navigation Tree is used add items to the EMR, such as notes and scanned images. The options are listed below, but examples include adding a new patient, note, or a practice document. Practice Documents - This tab will display documents that have been uploaded to the system. It is intended for practice-wide documents and information, and not typically for patientspecific documents. Unsigned Documents - This tab will display all appointment documentation that has been started and saved, but not yet signed. Uninitialed Documents - This tab will display the documents that still need to be initialed by the currently-logged-in user. Document Sessions This tab will display all sessions that have been recorded on the appointment calendar, but not yet documented. Print Day's Documents - This tab is used to create a single PDF file of all Clinical Notes signed by the selected provider during a selected time frame. Save Templated Documents - This tab is used to manually manage changes in Templated Notes back into the 'Unsigned Documents' tab of the EMR. Sign Templated Documents - This tab used to manually manage changes in Templated Notes back into the EMR, apply your electronic signature, delete the copy in 'Unsigned Documents', and move the Note into the Patient Chart. PAGE 2 OF 2

3 Practice Documents Tab The Practice Documents Tab will display documents that have been uploaded to the system. It is intended for practice-wide documents and information, and not typically for patient-specific documents. The Practice Documents Tab can be accessed by doing the following: Navigation Tree > Documents > Practice Documents Filter Fields: Upon initially opening the Practice Documents tab, the program will display all of the current practice documents. The filter fields can be used to narrow this list, usually to help find particular documents quicker. Filter Field - Enter text here to filter the documents list by Document Name. Between Fields - Choose dates to provide outer bounds for the dates assigned to documents, which are then filtered accordingly. Provider Drop-down menu: Choose a provider from this drop-down menu to restrict the list of displayed documents to include only those assigned to the provider chosen. Document Type Drop-down menu: Choose a document type from this drop-down menu to restrict the list of displayed documents to include only the type selected. Show Inactive checkbox - Click this checkbox to view documents that have previously been inactivated, in addition to active documents. PAGE 3 OF 2

4 Show Archived checkbox - Click this checkbox to view only documents that have previously been archived. Clear Filter button - Click this button to remove any values from all of the filter fields (except for the end-date Between field, which defaults to the current date). Checkbox actions: Each of the four following buttons must be used in conjunction with using checkboxes on a number of the documents in the list below it. Clicking any of the buttons without having at least one checkbox checked will have no effect. Print Button - Click this to print the selected documents in a single multi-page document. Fax Button - Click this button to open the fax dialog window. Enter a fax number and click "OK" in order to send these documents to a recipient. The other fields are optional. Archive Button - Click this button to archive active documents. Archiving documents causes them to not be visible until and unless the Show Archived checkbox in the upper right section of the page has been checked. Unarchive Button - Click this button to remove the selected documents from the archive section. This option is available only after the Show Archived checkbox has been checked. PAGE 4 OF 2

5 Upload Documents Button - Click this button to upload an existing document from the local computer into the Practice documents list. Document Type drop-down menu - Choose the document type to assign to the uploaded document. This is a required field for all uploaded documents. Provider drop-down menu - Choose a provider to associate with this document. Date drop-down menu - Choose a date to assign to this document. (The current date is the default.) Time drop-down menu - Choose a time to assign to this document. PAGE 5 OF 2

6 Browse button - Click this button to locate a file on the local computer to import into the Valant EMR system. After a document has been chosen, the Select Files to Upload section will change to Selected files. Clicking the Add More Files button will let you repeat the process and add more files to the queue. There is no limit to the number of files that can be uploaded in a single session, although the total file size cannot exceed 500 MB, and the largest any individual file can be is 50 MB. Only a single file can be displayed in the Selected Files section at one time, but other files can be displayed by using the up and/or down arrows next to the displayed file. Clicking the X next to the individual file size will remove that particular file from the upload queue, and clicking the Cancel button in the Selected Files section will clear the entire queue. Cancel button - Click here to close this window without changing or uploading any documents. OK button - Click this button to begin the upload process for the documents in the queue. New Document button - Click this button to begin the process of creating a new document, using the Valant Web Editor. Action button - Click this button for the appropriate document to Inactivate (or Reactivate, if the document is already Inactive) the document, or to view the history of changes for the document. Options button - Click here and choose Refresh to refresh the page with the most recent changes made. PAGE 6 OF 2

7 Unsigned Documents Tab The Unsigned Documents Tab will display all appointment documentation that has been started and saved, but not yet signed. The Unsigned Documents Tab can be accessed by doing the following: Navigation Tree > Documents > Unsigned Documents The Unsigned Documents tab initially shows every document that has yet to be signed. Filters are available to narrow the list of documents in order to find a specific document more quickly: Creator Drop-down Menu - Restricts the list of documents to include only those created by a particular provider. Between Fields - Restricts the list of documents to include only those created during a particular range of dates. Status Drop-down Menu - Restricts the list of documents to include only those assigned to a particular status. Role Drop-down Menu - Restricts the list of documents to include only those with the specified status (for the user account currently signed in). Select All Checkbox - Click this checkbox to select all the documents currently being displayed. This is intended to be followed by clicking the Sign Documents button. Sign Documents Button - Click this button to sign any document in the list below that's been checked. New Practice Document Button - Click this button to create a new Practice document. New Patient Document Drop-down Button - Click this button to create a new Patient document. PAGE 7 OF 2

8 Action Button - Click this button to perform one of several actions to the document. Options include Delete, Sign, Preview, Edit, Unlock, and Manage Delete - Click this option to delete the document in question. Sign - Click this option to sign the document in question. Preview - Click this option to open the document as a PDF, and view it in the form it would appear if it had been signed. Edit - Click this option to open the document in an editable form, using the same method by which it was originally created. Unlock - Click this option to unlock the document, so that other users may be granted more access to it. Manage - Click this option to open the Manage Document window, and configure access for other users within the system. Options Button - Click this button to refresh the information on the Unsigned Documents page. PAGE 8 OF 2

9 Uninitialed Documents Tab The Uninitialed Documents Tab will display the documents that still need to be initialed by the currently-logged-in user. The Uninitialed Documents Tab can be accessed by doing the following: Navigation Tree > Documents > Uninitialed Documents Initial Documents Button - After clicking some or all of the checkboxes by each document intended to be initialed, click this button to sign a number of documents en masse. Top Checkbox - Click this checkbox (just to the left of the Patient ID column header) to select all of the uninitialed documents in the list. Action Button - Click this button to perform one of a number of actions with request to the document selected. Includes Preview, Initial, and Delete. Preview - Click this option to open and view a PDF version of this document as though it had been initialed. Initial -Click this option to initial the document. Delete - Click this option to delete the document. Options Button - Click this button to refresh the information on the Uninitialed Documents page. PAGE 9 OF 2

10 Document Sessions Tab The Document Sessions Tab will display all sessions that have been recorded on the appointment calendar, but not yet documented. The Document Sessions Tab can be accessed by doing the following: Navigation Tree > Documents > Document Sessions Select Drop-down Menu - The Document Type column of each undocumented session is set initially to "Select". Double-click on this element to choose a document type to be assigned to an uploaded document for this session. Choices include Appointment No-Show, Consultation Letter, Individual Treatment Plan, Intake Note, Letter to Patient, Medical Record for Review, Prescription Issue, Progress Note, and Telephone note. Clear Button (within Upload File column) - After using the Browse button to choose a file to upload, click the Clear button to remove the document from the upload queue. Browse Button - Click here to set a file on the local computer to be uploaded as the document for a particular session. The chosen document must have certain valid data fields included within it in order to be successfully uploaded. Action Button - Click here to create a note for the selected session, or to affirm that the note for this session should be skipped. Options include Create Templated Note, Create Templated Note from Last Note, Create Note, Create Note from Last Note, and Skip Note. PAGE 10 OF 2

11 Clear Button (bottom section) - Click here to clear all documents to be uploaded from the list above. Upload File Button: - Click here to upload all documents set up in the list above to their respective sessions. PAGE 11 OF 2

12 Print Days Documents Tab The Print Day's Documents Tab is used to create a single PDF file of all Clinical Notes signed by the selected provider during a selected time frame. The Print Day's Documents Tab can be accessed by doing the following: Navigation Tree > Documents > Print Day's Documents Provider Drop-down Menu - If the Provider Filter field is left blank, the PDF will contain clinical notes generated for every Provider within the specified date range. Start Date Field - Set the desired start date. End Date Field - Set the desired end date. PAGE 12 OF 2

13 Save Templated Documents Tab The Save Templated Documents Tab is used to manually manage changes in Templated Notes back into the 'Unsigned Documents' tab of the EMR. The Save Templated Documents Tab can be accessed by doing the following: Navigation Tree > Documents > Save Templated Documents Browse Button - Used to browse the local computer or network to the location where the Templated Note has been saved. TIP: In the browse dialog box, multiple files can be selected by using both the Shift+Left Mouse Button and the Control+Left Mouse Button. OK Button - This button will initiate the file transfer from the computer into the EMR. Cancel Button - This button cancels the current operation and close the dialog. PAGE 13 OF 2

14 Add More Files - Once you have one document selected for upload you will see a slightly different dialog which is displayed below. Add More Files - This button is used to select additional files and is used to browse the local computer or network to the location where the Templated Note was saved. TIP: In the browse dialog box, multiple files can be selected by using both the Shift+Left Mouse Button and the Control+Left Mouse Button. Cancel - The Cancel button to the immediate left of the 'Add more files' button will cancel the selection of the currently listed files, but it will not close the dialog. PAGE 14 OF 2

15 Sign Templated Documents Tab The Sign Templated Documents Tab is used to manually manage changes in Templated Notes back into the EMR, apply your electronic signature, delete the copy in 'Unsigned Documents', and move the Note into the Patient Chart. The Sign Templated Documents Tab can be accessed by doing the following: Navigation Tree > Documents > Sign Templated Documents Browse Button - Used to browse your local computer or network to the location where you saved the Templated Note. (In the browse dialog box you can use both the Shift+Left Mouse Button and the Control+Left Mouse Button to select numerous files) OK Button - Will initiate the file transfer from your computer into the EMR. Cancel Button - Cancels the current operation and close the dialog. PAGE 15 OF 2

16 Add More Files - Once you have one document selected for upload you will see a slightly different dialog which is displayed below. Add More Files - This button allows you to select additional files and is used to browse your local computer or network to the location where you saved the Templated Note. TIP: In the browse dialog box, multiple files can be selected by using both the Shift+Left Mouse Button and the Control+Left Mouse Button. Cancel - The Cancel button to the immediate left of the 'Add more files' button will cancel the selection of the currently listed files, but it will not close the dialog. PAGE 16 OF 2

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