Dox Medical Records. Dox Administration Technical Reference Medical IT

Dox Medical Records Dox Administration Technical Reference 2018 Medical IT

Contents Overview DOX-ADM-1-1 Admin Overview Clinical DOX-ADM-2-1 DOX-ADM-2-2 Medications Module Preferences Default DOX-ADM-3-1 DOX-ADM-3-2 DOX-ADM-3-3 DOX-ADM-3-4 DOX-ADM-3-5 Fixed Picklists Groups Loggers Machine Groups Editing Dox Users Integrations DOX-ADM-4-1 DOX-ADM-4-2 DOX-ADM-4-3 DOX-ADM-4-4 DOX-ADM-4-5 DOX-ADM-4-6 Pas Mapping External Sources External Source Mapping How to add a New Doctor To Dox How to add a New Procedure To Dox Setting Up An Inbox Rule Inventory Letters Medical Records DOX-ADM-7-1 DOX-ADM-7-2 DOX-ADM-7-3 DOX-ADM-7-4 DOX-ADM-7-5 DOX-ADM-7-6 DOX-ADM-7-7 DOX-ADM-7-8 DOX-ADM-7-9 DOX-ADM-7-10 Episode Types and Subtypes Form Groups Forms Overview Locations Paper Types Templates Overview Tracking Conclusion Reason Form-Template barcodes Editing Form Data Editing Templates - Basics Patient Chart Recalls Staff DOX-ADM-10-1 DOX-ADM-10-2 Doctors Discipline Theatre Work Flow DOX-ADM-12-1 DOX-ADM-12-2 eforms Workflow Stage Groups Workflow Stages

Username Menu Admin The admin screen is only available to users who have been set as administrators. See Editing Dox Users DOX-ADM-003-05. Adm in Screen Layout Marker 1 Search Box Start typing to quickly find a menu item. In this example typing us gives you 3 results 2 Search Results This section lists any menu items that match the text entered in the Search Box. Click on the result to open the list screen. This is only visible if you have entered text in the search box. 3 Menu and Menu Groups These options that will display the menu items when clicked. 4 Menu Item These are the menu items available. The highlighted item is the currently selected item 5 List Header When a menu item is selected the list of available records to edit are display. You can filter some lists by typing in the Filter Text Box 6 Add Button Click this button to add a new record. 7 Include Deactivated By default, records marked as deleted are hidden. If you want to see the deleted records, click this box. This is common when you want to reinstate a deleted record 8 Column Headers These list the important columns for the record. You can sort by the columns that have arrows next to them 9 Edit Button Click on the edit button to open the record up to edit it. May 2018 1-1 DOX-ADM-001-01 Admin Overview

DOX-ADM-001-01 Admin Overview Marker The Menu Groups on the Admin Screen relate to the following admin sections. Menu Item Clinical Setup information and Data relating to the use within the clinical module. Dox Reference DOX-ADM-001 Default Setup information and Data that is available throughout DOX which are not specific to any particular module. DOX-ADM-002 Integrations Setup information for external systems that Dox integrates with. These range from the DOX-ADM-003 PAS or Booking Systems such as epas, Simday, BlueChip and also sources for importing documents. These can be direct imports from diagnostic machines such as IOL Master or Zeiss, to files which have been set up for importing form sources such as Ozescribe, Pathology Companies and Photocopiers Inventory Setup information and Data for use within the Inventory module, DOX-ADM-004 Letters Setup information and Data for use within the Letter Writing functionality DOX-ADM-005 Medical Records Setup information and Data for use when generating Medical Record Documents within DOX-ADM-006 Dox. Patient Chart Setup information and Data for Patient Chart Location and Indicator DOX-ADM-007 Recalls Setup information and Data for Creating Recalls for patients DOX-ADM-008 Staff Setup information and Data for Staff including Doctors and Anesthetists DOX-ADM-009 Theatre Setup information and Data for Theatre register and other theatre requried information DOX-ADM-010 Work Flow Setup information and Data for Work Flow within Dox This includes Assignment Setup, Work flow task setup and Discharge Pathways DOX-ADM-011 eforms Allow you to edit information on Electronic Forms for use within Dox DOX-ADM-012 Your installation of Dox may not include some modules and functionality. The admin menu will include the admin screens irrelevant of enabled sections. 1-2

Username Menu Admin Clinical Medications Edit / Add New The admin screen is only available to users who have been set as administrators. See Editing Dox Users DOX-ADM-003-05. Medications are used primarily within the Clinical Modules and are used in prescription generation and allergy interactions. If a MIMS subsription is valid Dox will tie in to MIMS and provide full medication details and interactions where required. Medications Screen - Show ing Form ulations Tab Marker 1 Medication Header - Name: - Manufacturer - Display on Timeline - Deleted - Show Deleted - Add Formula If MIMS is enabled you can click the Copy Data From MIMS to Enter the Medication, Formulation and Pack information automatically from MIMS. Enter the Name of the medication. Enter the Manufacturer Tick this ifst you want this drug to appear in the Clinical Timeline Graph Mark this record as deleted Select this if you wish to see any formulations, Packs or doses that have been deleted. Click this to add your first formula to the medication. 2 Formulations and Packs List List of formulations and packs for the medcation. There can be many formulas per medication and these formulations can be supplied in many packs. To edit any pack or formulation click on it here, The selected pack or formulation will have a dark blue background. 3 Formulation Data Area - Brand - Description Displays the information for the selected formulation Enter the brand name for the formulation Enter the description of the formulation. Typically it will be how it is packaged e.g. tablet, Capsule or Eye drops Enter any known generics Tick the checkbox if a body part is required when creating a script. If it is required, select any applicable body parts to appear in a selectable list. Click this to add a new pack. - Generics - Body Part Required - Add new pack Jul 2018 2-1 DOX-ADM-002-07 Medications

DOX-ADM-002-07 Medications 4 Pack Information - Pack Description - Pack Quantity - # Packs - Max Repeats - PBS Code - Script Reason - Restricted - Authority Drug - Streamlined Code - Authority Template 5 Doses - Short Description - Long Description - Days per Repeat Displays the information for the selected pack Enter the description of the pack - usually contains unit strength and quantity How many are in a pack Number of packs being dispensed at the time of dispensing Maximum number of repeats that are allowed to be prescribed Reason for prescribing. This will be used as a default when generating a script Tick this to mark the drug as restricted Tick this to mark the drug as an Authority Drug Enter an authority code that has been provided to streamline the authority proces. If a template is required by Medicare you can select this here and have it completed to enable ease of the authority process. If no templates exist contact Dox support to assist in creating these using the Medicare PDF Templates. Lists all the doses available for this pack. normally the shorthand for the dose e.g. tid, qid What is to be printed on the prescription e.g. 4 times a day or every 6 hours. (optional) If this is entered Dox can use this to calculate when a prescription requires to be reissued, Enter the number of days you expect each pack to last (Packet Qty / number per day) Drug Purposes This tab allows you to define purposes for the drugs so they can be used to filter the medication list Field Select Purpose Requried Select a purpose you want to associate this medication with. Select Formulation Select a formulation if you need to link with a specific formula Select Pack Select a pack if you need to link with a specific pack Name Enter a name you wish to appear. This should be unique for the purpose. This allows you to use an abbreviated or common name for display 2-2

Username Menu Admin Clinical Module Preferences The admin screen is only available to users who have been set as administrators. See Editing Dox Users DOX-ADM-003-05. Dox Clinical comes with many standard types of modules available and the ability to define custom modules to be available for your system. Each environment has the ability to set up the modules to cater for individual needs. The Clinical module preferences screen allows you to set up each module with your own settings as required. Module Preferences Screen Shot Marker 1 Rules Section Displays the variables which are used to determine when a module is shown on the clinical screen. 2 Preferences Section For the rules above, displays the preferences for the module 3 Highlighted row Shows the result that best matches the rules entered above 4 Settings Button Some modules have individual settings which can be used for the rule combination, this allows for Doctors wanting different headings, for example. Edit Button Copies the line to the Rules and Preferences section above Delete Button Removes the preference Each module can have preferences for any combinations of the following: Pathway (if used) Episode Type Doctor Clinical Role Location e.g. For each Cataract and IOL patient that sees Dr Smith at the Hospital Location the biometry module is Suggested, Has a small view by default and will appear in the diagnostics goup Preferences Section Field Suggestion Requried Suggested Optional Excluded Unset Jul 2018 Displays a Red Button indicating that a record should be added each visit Shows as a blue button on the clinical screen to suggest that data be added Is not shown by default but can be added as required to the episode Cannot be seen on the clinical screen for this combination of rules Uses the best guess from other rules - defaults to suggested 2-3 DOX-ADM-Enter value-enter value Module Preferences

DOX-ADM-Enter value-enter value Module Preferences Field Display Order 0-9999 Small View Enter a number to represent the order to display the modules in the module group. The lower numbers appear before higher numbers. Click the check-box to clear any manual entry and use the default. Clicking this will make the module appear as a tile on the screen. The user needs to click the tile to edit. the default is to show in full view. Group Display Group Set which group the module will appear in on the Clinical Screen. If left blank the default designed group set for the module will be used. Settings (If applicable) Clicking this button will open the settings for this module which will be used. If not set the defaults will be used Custom Name Setting this will change the name displayed on the clinical screen. e.g. you can rename Visit Notes to Doctors notes. and it will be display as such throughout Dox Update Existing / Save this Preferences Saves the preferences and puts the combination in the list below if it does not already exist. 2-4

DOX-ADM-003-01 Fixed Picklists Username Menu Admin Default Fixed Picklists Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. Fixed Picklists are used throughout Dox to allow for customisation of Lists or Quick Text options on comment boxes. You cannot add new picklists however you have full control over the data in the picklists. Type Dropdown Description Fixed Picklist use as a dropdown. These are used where common phrases for a short text is needed. The example here is for the Document Manipulation screen. Editor Quick Entry Used to quickly add common phrases to editors. In this example the Name is Full Workup, and when selected a complete phrase can be entered in the editor. Check Boxes Used to allow for selection in checkbox groups Screenshot Fixed Picklist Editor - Read only m ode Marker 1 Picklist Header Display of the name and description of the Fixed Picklist. These are pre set and cannot be altered. 2 New Group button If permitted you can add a new group to the picklist - Groups are used to separate entries for selection. 3 Group Panel The group panel show the information for the picklist group. Clicking on the edit button will put the group in edit mode. Jul 2018 3-1

DOX-ADM-003-01 Fixed Picklists Editing a fixed picklist group Group Data Display Order This will determine the order that the group will appear when it is used. Lower numbers appear first, and higher numbers appear lower down. Code Unique code for this group. Normally a short word will be fine. This code is not often displayed to the user but is used behind the scenes. Name Display name for the group. This is displayed to the user as headings. In the editor example the group names are "Actions" and "Prep" Explanation If you require further information to be displayed then enter this here - in the checkbox example the explanation is "What injections are required with the next visit" Add New Entry Click this button to create a new entry for the group. you can add multiple entries but all entries need to have the required fields entered before saving the groups or the record. Save Group Click this button to save changes for the group. All required fields for group and entries need to be completed for this button to be enabled. Entry Data Delete Button CAUTION: Clicking this will remove the entry Display Order This will determine the order that the entries will appear within the group. Lower numbers appear first, and higher numbers appear lower down. Short Text This is the short version of the text - it can be a shorthand for the phrase. Long Text (optional) Enter the long version for this entry. For editor entries this can be an entire paragraph. If this is left blank the Short Text will be used. Value (optional) This is used when you want to utilise the data in records. The Clinical module will use these options to allow for reporting. and plotting. (not yet implemented) Icon (optional) Use the upload button to upload an icon which is used in lists. (not yet implemented) Use the X button to remove the icon. 3-2

DOX-ADM-003-02 Groups Username Menu Admin Default Groups Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. Dox Groups screenshot Name this is the name for the Dox Group. Once entered it cannot be changed. If this is incorrect you need to mark the record as not enabled, and start again Enabled Checked - This group is active and is available for use and selection within Dox Unchecked - This group is not active. Visible if the group has been defined as a system group. System groups are used for specific roles and permission within Dox. System Group Purposes This area allows you to define what purposes for the group. Purposes are used to enable the users within the group to be included in lists in Dox. Select the purpose you wish to make the user a part of and click the add button. Remove the purpose for the user Use these buttons to toggle purposes on and off for this user. Windows Group Information Only if Windows Authentication is enabled Windows Group To associate a windows authentication group with the Dox group enter the Window Group Name here. Users who are part of the windows group will automatically be added here. SSID Display only - shows the Windows Authentication Group SSID for reference to IT Administrators. Group Members Information only: Displays a list of users that are in the group. Jul 2018 3-3

DOX-ADM-003-03 Loggers Username Menu Admin Default Loggers Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. This screen is for System Administration Only - It allows to set up debugging loggers within your web environment for use in external tools which integrate with Dox such as HFA Importers, automatic document importing. Logger Data Entry Field Name Notes Name of the logger Active Indicates whether the logger is active or not - click to toggle Token System generated random code to use as a token on the external tool settings to enable the use of this logger and enable the logger to generate information uniquely to this logger. Select the minimum level of logging required: The more detailed levels (debug and verbose) the more records are generated and can cause performance issues if left on too long; Level Other Required- Should be unique Options are Verbose: All messages set for the tool Debug: Debug level messages usually to troubleshoot a specific issue Information: General information from the tool e.g. processing file x success Warning: Only record warnings or more severe records Error: Only record Errors or more severe issues Fatal: Only record if program execution fails or crashes Jun 2018 3-5

DOX-ADM-003-04 Machine Groups Username Menu Admin Default Machine Group Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. A machine group is used to tell Dox where to send a print job when you click print from Dox. It also can be used to reduce the number of locations to select from. Machine Group Editor Name Enter the name of the machine group. Default Group Clicking this will identify this group as a users group if the user has not selected a group to use. Machines This area allows you to add or remove machines/pc from the group. Remove the machine from the group Locations This area allows you to define which locations are available for selection for users in this group. If no locations are selected then All locations are available Remove the location from the group Jul 2018 3-7

DOX-ADM-003-05 Editing Dox Users Username Menu Admin Default Users Edit The admin screen is only available to users who have been set as administrators. Dox allows for two types of users. Windows Users and Dox Users. The main difference is that some data for Windows Users are not able to edited because the information comes from your Windows Login. Edit Dox User Screen User Data Note: If you are using windows authentication the username and details are directly from the users login information and cannot be altered here. You need to contact your IT administration to change any user details if they are incorrect. Username this is the username for logging into Dox. Once entered it cannot be changed. If this is incorrect you need to mark the record as not enabled, and start again Name Enter the names as required. The Firstname, Surname and Full Names need to be completed before you can save the record. User Rights use the checkbox to set or unset the following Supervisor - Permission to perform certain tasks with supervisor permissions Administrator - Permission to perform tasks with administrator permissions. To get to the admin screen this needs to be checked Prevent from Login - Checking this will stop the user from being able to log on to Dox. Used when windows authentication is enabled but you have a shared computer. This forces a Dox User Account or the user to manually enter the username password combination. Enabled - This is a valid active user. If this is Unchecked the user cannot log into Dox and will have no permissions. PIN Some screens require you to login or confirm a record entry with a PIN. You can set this pin for the user here. Enter the PIN and click the Set Pin button. Password (Dox accounts only) you can enter a password for the user here. Click on the set password button to save. Clinical Role If you are using Clinical Modules and have preferences based on clinical roles, select the appropriate role here. Jul 2018 3-9

DOX-ADM-003-05 Editing Dox Users Groups This area allows you to define what groups that the user is a part of. Groups are used in Assignments and to allow permissions to perform actions in Dox. Select the group you wish to make the user a part of and click the add button. Remove the user from the group Use this button to set the default group for this user. indicates the default group Purposes This area allows you to define what purposes for the user. Purposes are used to enable the user to be included in lists in Dox. Select the purpose you wish to make the user a part of and click the add button. Remove the purpose for the user Use these buttons to toggle purposes on and off for this user. Windows User Information This area is display only of the windows account information in Dox. This information is used by IT Administrators. 3-10

DOX-ADM-004-01 Pas Mapping Username Menu Admin Integrations Pas Mapping Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. This screen allows you to create a link between your external booking system such as Simday, BlueChip, VIP etc. This allows Dox to understand the data received by these systems and produce the correct information. You will need to have an understanding of the way your system identifies different properties in order to correctly link the entry with a Dox entry. Mapping Betw een BlueChip and Dox Marker 1 Select External System Select your external booking system from the list. The majority of Dox Setups will only have one system available and will automatically be selected. 2 Select Property There are a number of properties that can be mapped in Dox. Select the desired property from the list 3 Sync Now (optional) Clicking this button forces Dox to communicate with your external system and update any records. 4 Search Box Some lists can be very long. You can reduce the number of records available by typing in part of the property name. 5 Selected PAS Record 6 Add Button The blue box outlines the current selected record. Green indicates that the record has an existing map, and no background colour indicates that no mapping exists for the PAS property. Click this button to add a new mapping record. 7 Mapping Record Delete Button Nov 2018 Dox requires the following information in order to map correctly for a doctor Start (required) - Date that this applies from - normally the start date for the doctor. End - Date to finish mapping for. This is normally left blank if the information is current. Target (required) - Select the Dox record to be used for the selected PAS record. If there is no record in Dox click the Add ( + Plus Icon) Button to add a new record. If you have selected a Dox Record you can click the Edit (Pencil Icon) button. Click to delete this record. Deleting is only available for the latest mapping record 4-1

DOX-ADM-004-01 Pas Mapping Marker Edit Button Click on the edit button to open the selected target record up to edit it. 4-2

DOX-ADM-004-02 External Sources Username Menu Admin Integrations External Sources Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. Dox can import document from many sources and diagnostic machines. Examples include Medical Objects, Ozescribe and Zeiss IOL Master. For every source of data (machine or location), an External Source record is required. Editing External Source Field Code Notes Code that is used with the upload process. This is used to identify where the data has been imported from Name Name to make it easy to identify this source. It can be the same as the code, but does not need to be unique Type Select the type of data. It should be one of the following. DICOM - Common format for data from diagnostic machines. HL7 - Common format for transferring data in medical applications such as Medical Objects and OzeScribe DOX - Other type of data which Dox has a specific importer for. Many of the machines that DOX has an installer for can be found in the Clinical Technical Reference DOX-CLI-008 Chapter Watch Folder Location where the files can be found. This has to be relevant to the Dox Web Server. Include Subfolders If you require sub-folders to be included click this File Wildcard If you want only certain files to be considered put the file wild card here e.g. XX_*.* to get only documents that start with XX_ File Prefix AE Title For HL7 files when acknowledging require a title Acknowledge HL7 file use this when acknowledging This is specific to your Environment location Allow Manual Entry Some sources do not contain data that can be read, and may of Data relate to a patient that is not yet in the system e.g. a Referral Document clicking this will allow the user to manually enter in patient details for matching at a later stage. Combine with File When the document is created, add the file prefix to the Prefix document name Deleted Clicking this will mark the file as deleted. Nov 2018 Other Required- MUST be unique Required Required 4-3

DOX-ADM-004-03 External Source Mapping Username Menu Admin Integrations External Source Mappings Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. When importing documents from other sources Dox needs to know how to relate the document to a document type, and define rules on what needs to happen when the new document is created. This screen allows you to define these rules. External Source Mappings Screen Field Name Document Type Rule Order Notes Name for this rule - It is used to identify on the import page as to how this document is to be or was processed. Select a document type that document type which match the rules will be assigned to This is a number that determines the order that the rules will be processed. Those will lower numbers will be used as priority than those with higher numbers Must Match Doctor If this is checked and Dox cannot find a matching doctor, the import will fail Must Match If this is checked and Dox cannot match to an existing episode Episode for the patient the import will fail Must Match Body If this is checked and Dox cannot determine the body part for Part the document the import will fail Flag as Scheduled If this is checked the import Schedule To Print flag will be set to Print as true Doctor Matching Toggle Button to select between Rule will not match if these doctors found Rule will only match if these doctors found and a selection box of applicable doctors Specified Sources Toggle Button to select between Only These Sources Excluding These Sources Nov 2018 Other Required- Should be unique Import Action - Required Required - Suggestion to use multiples of 10 or 100 so there is the ability to insert a new rule between existing ones Data Requirement Rule Data Requirement Rule Data Requirement Rule Import Action Import Processing Rule Import Processing Rule 4-5

DOX-ADM-004-03 External Source Mapping Field Notes and a selection box of applicable external sources Choose whether an assignment is created when the document is imported successfully. To create a new assignment type click the Edit Button Assign Doctor as If a Doctor is identified, assign to the Doctor, not the Priority Assignment Type Members Assign to Doctor If a Doctor is identified, create an assignment for the Doctor Also Also Do Not Create If a Doctor is identified, and is one of the selected doctors, no Assignment at all if assignment will be created Addressed to These Doctors Specified External Some files may come from the same source but be different Document Types types of documents. For example the HL7 files could be a pathology result or a Referral Letter - both types of documents need to be treated differently Assignments Other Import Action - Create Assignment if selected Import Action Import Action Import Action Import Processing Rule Toggle Button to select between Only The Types Listed Below Excluding The Types Listed Below External Document Type - enter a document type as described in the Inbox record. you can use * as a wildcard See Description - Optional Class - Default Custom Pattern Matching Click the Add Doc Type to add new Document Type to the Rule This allows you to fine tune the rules based on file name if Import Processing Rules applicable. Pattern to Add - enter the pattern either a file wildcard such as *.txt or a Regular Expression Is RegEx - Select this if the pattern is a Regular Expression Folder Path - Apply to folder path of the file also Exclude if Matched - If ticked and this pattern is found exclude these files. if this is not ticked the pattern MUST be matched 4-6

DOX-ADM-004-04 How to add a New Doctor To Dox The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. When a new Doctor starts at your practice, you need to add them to DOX and then map them to your external PAS system. In Dox click on you Username to open the User Menu and then select Admin. Username Menu Admin Staff Doctor Check that the doctor is not already listed before adding the doctor. Click on Add to create a new Doctor record. The minimum you need To add the Doctor is the Title, First name and Surname of the Doctor. Enter these and press Save and Close. You can add other details here see Editing Doctors - DOX-ADM-010-01 for further information on this screen Doctor Entry - Title, First nam e and Surnam e Required May 2018 4-7

DOX-ADM-004-04 How to add a New Doctor To Dox Now that the doctor has an entry in DOX the next step is to Map the doctor to your PAS System. From the Integrations Menu on the Admin screen select Pas Mapping. Username Menu Admin Integrations Pas Mapping Marker 1 Select External System Select your external booking system from the list. The majority of Dox Setups will only have one system available and will automatically be selected. 2 Select Property There are a number of properties that can be mapped in Dox. Select Doctor for this example. Some systems use List Type. 3 Sync Now (optional) Clicking this button forces Dox to communicate with your external system and update any records. 4 Search Box Some lists can be very long. You can reduce the number of records available by typing in part of the doctors name. 5 Selected PAS Record The blue box outlines the current selected record 6 Add Button Click this button to add a new mapping record. 7 Mapping Record Dox requires the following information in order to map correctly for a doctor Start (required) - Date that this applies from - normally the start date for the doctor. End - Date to finish mapping for. This is normally left blank if the doctor is current. Target (required) - Select the Doctor to be used within Dox for the selected PAS record. Delete Button Click to delete this record. Deleting is only available for the latest mapping record Edit Button Click on the edit button to open the selected target record up to edit it. Press Save to confirm the mapping. Pressing Cancel will Cancel Any Changes. For more information on PAS Mapping see Pas Mapping - DOX-ADM-004-01 The Doctor is now set up and will be available in Dox. 4-8

DOX-ADM-004-05 How to add a New Procedure To Dox The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. When a new procedure starts at your practice, you need to add them to DOX and then map them to your external PAS system. In Dox the procedure is referred to as a Episode Subtype. In Dox click on you Username to open the User Menu and then select Admin. Username Menu Admin Medical Records Episode Types/SubtypesEdit Procedures in Dox are stored as Episode Subtypes. Check that the episode type or subtype is not already listed before adding. If the Episode Type is present but the Subtype is not, Click on Edit of the Episode Type. To Add a new Episode Subtype click on Add to create a new record. Dox Episode Types and Subtypes Listed in Adm in Screen Marker 1 Episode Type 2 Marker 1 2 Episode Subtype This is the category for an visit or procedure. This is the Procedure that you would like to map Add New Subtype Click this button to create a blank Subtype record. Details Enter Subtype name as a minimum - Press Save and Close to save For more information on Episode Types and Subtypes see Episode Types and Subtypes - DOX-ADM-007-02 Jul 2018 4-9

DOX-ADM-004-05 How to add a New Procedure To Dox Now that the procedure has an entry in DOX the next step is to Map the Subtype to your PAS System. From the Integrations Menu on the Admin screen select Pas Mapping. Username Menu Admin Integrations Pas Mapping Mapping a Procedure to an Episode Subtype Marker 1 Select External System Select your external booking system from the list. The majority of Dox Setups will only have one system available and will automatically be selected. 2 Select Property There are a number of properties that can be mapped in Dox. Select Procedure for this example. 3 Sync Now (optional) Clicking this button forces Dox to communicate with your external system and update any records. 4 Search Box Some lists can be very long. You can reduce the number of records available by typing in part of the procedure name. 5 Selected PAS Record The blue box outlines the current selected record 6 Add Button Click this button to add a new mapping record. 7 Mapping Record Dox requires the following information in order to map correctly for a doctor Start (required) - Date that this applies from - normally the start date for the doctor. End - Date to finish mapping for. This is normally left blank if the doctor is current. Target (required) - Select the Episode Subtype to be used within Dox for the selected PAS record. Delete Button Click to delete this record. Deleting is only available for the latest mapping record Edit Button Click on the edit button to open the selected target record up to edit it. Press Save to confirm the mapping. Pressing Cancel will Cancel Any Changes. For more information on PAS Mapping see Pas Mapping - DOX-ADM-004-01 The Procedure is now set up and will be available in Dox. 4-10

DOX-ADM-004-06 Setting Up An Inbox Rule The following are scenarios and how to set up rules for these scenarios. Scenario 1: I get files sent through from my HFA machine and I want All files to be imported to HFA Document Type Data Requirement Rules Import Processing Import Action Match Doctor: NO Order - 50 Document Type - HFA Existing Episode: YES - I want the Rule will not match if these doctors Schedule To Print: NO HFA to be show on the episode found Assignments: Do Not Create Body Part: YES - I want to identify o No Selected Doctors - I want this to Assignment whether it is the Left or Right Eye apply all the time Specified Sources o Only These Sources: HFA Machine Specified Document Types - Excluding the Types below o No types selected - All files to be processed Scenario 2: I get files sent through from ABC Pathology Company and I want All files to be imported to Different Types of Documents Data Requirement Rules Import Processing Import Action Match Doctor: NO Order - 150 Document Type - Histology Existing Episode: YES - I want the Rule will not match if these doctors Schedule To Print: NO document to be show on the episode found Assignments: Do Not Create Body Part: NO o No Selected Doctors - I want this to Assignment apply all the time Specified Sources o Only These Sources: ABC Pathology Company Specified Document Types - Only for the Types below o Histology Match Doctor: NO Order - 160 Document Type - Pathology Existing Episode: YES - I want the Rule will not match if these doctors Schedule To Print: NO document to be show on the episode found Assignments: Do Not Create Body Part: NO o No Selected Doctors - I want this to Assignment apply all the time Specified Sources o Only These Sources: Pathology Company Specified Document Types - Excluding the Types below o Histology Scenario 3: I get files sent through from a XYZ Pathology Company and I want All files to be imported to Different Types of Documents but I need Doctors to be given assignments to let them know when pathology results has arrived Data Requirement Rules Import Processing Import Action Match Doctor: NO Order - 150 Document Type - Histology Existing Episode: YES - I want the Rule will not match if these doctors Schedule To Print: NO document to be show on the found Assignments: Histology episode o No Selected Doctors - I want this Body Part: NO to apply all the time Specified Sources o Only These Sources: XYZ Pathology Company Specified Document Types - Only for the Types below o Histology Match Doctor: NO Order - 160 Document Type - Pathology Schedule To Print: NO Nov 2018 4-11

DOX-ADM-004-06 Setting Up An Inbox Rule Existing Episode: YES - I want the Rule will not match if these doctors document to be show on the episode Body Part: NO found o No Selected Doctors - I want this to apply all the time Specified Sources o Only These Sources: Pathology Company Specified Document Types Excluding the Types below o Histology Assignments: Pathology Review o Assign To Doctor as Priority :Yes Scenario 4: I get files sent through from a MNO Pathology Company and I want All files to be imported to Different Types of Documents but I need Doctors to be given assignments to let them know when pathology results has arrived BUT Dr Smith does NOT want to receive any assignment and I DO NOT want any assignment created in this case. Data Requirement Rules Import Processing Import Action Match Doctor: NO Order - 140 Document Type - Pathology Existing Episode: YES - I want the Rule will ONLY match if these doctors Schedule To Print: NO document to be show on the found Assignments:Do Not Create episode o Dr Smith Assignment Body Part: NO Specified Sources o Only These Sources: Pathology Company Specified Document Types Excluding the Types below o Histology Match Doctor: NO Order - 160 Document Type - Pathology Existing Episode: YES - I want the Rule will not match if these doctors Schedule To Print: NO document to be show on the found Assignments: Pathology Review episode o No Selected Doctors - I want this o Assign To Doctor as Priority :Yes Body Part: NO to apply all the time Specified Sources o Only These Sources: Pathology Company Specified Document Types Excluding the Types below o Histology Match Doctor: NO Order - 170 Document Type - Histology Existing Episode: YES - I want the Rule will not match if these doctors Schedule To Print: NO document to be show on the found Assignments: Histology Review episode o No Selected Doctors - I want this Body Part: NO to apply all the time Specified Sources o Only These Sources: XYZ Pathology Company Specified Document Types - Only for the Types below o Histology 4-12

DOX-ADM-007-02 Episode Types and Subtypes Username Menu Admin Medical Records Episode Type/Subtype The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. Procedures in Dox are stored as Episode Subtypes. Check that the episode type or subtype is not already listed before adding. If the Episode Type is present but the Subtype is not, Click on Edit of the Episode Type. To Add a new Episode Subtype click on Add to create a new record. Dox Episode Types and Subtypes Listed in Adm in Screen Marker 1 Episode Type 2 Episode Subtype This is the category for an visit or procedure. This is the Procedure that you would like to map Episode Type Field Name Notes Name of procedure or booking type Recall Defines whether by default any bookings will require a recall Icon If you want to use an icon throughout Dox for episode types click the upload button Other Required- Should be unique Background Colour Use the colour picker to select a background colour to be used Optional - Black indicates no on the landing page colour Deactivated May 2018 Indicates whether this episode type has been deactivated. 5-1

DOX-ADM-007-02 Episode Types and Subtypes Subtypes Marker 1 2 Add New Subtype Click this button to create a blank Subtype record. Subtype Details Enter Subtype name as a minimum - Press Save and Close to save Subtype Details Section Field Notes Name Name of the procedure or booking type Duration Other Required- Should be unique Enter the average duration for the booking type or procedure. This value is used in reports and the calendar view to correctly space the episode time External Identifier Can be used to fine tune a match from your external system or Not used often provide a link for data integrations Icon Use the upload button to upload an icon Unknown Checking this will notify Dox that this location should not be used directly for paperwork and will prompt the users to select a valid episode type for paperwork. An example for this would be if a patient does not say what they are coming in for at the time of making the appointment then select the unknown type and when the user generates the paperwork they can select the correct one for the appointment. Recalls Indicates whether a recall is required for episodes of this type 5-2

DOX-ADM-007-03 Form Groups Username Menu Admin Medical Records Form Groups The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. The form group allows you to classify forms into various groups to help determine the purpose of the form. This list screen differs from the standard lists by allowing you to edit the Data directly on the list screen. Form Group List / Edit Screen Marker 1 Add New Group Enter the name for the new Form Group and Press The Add Button. The new group will appear in the list below. 2 Include Deactivated Click this tick box to see deleted / deactivated records 3 Read Only Display By Default the view is in Read Only Mode, 4 Edit Entry Mode This record is in edit Mode Editing A Record Step 1 Description Click Edit to enable editing of a Form Group 2 Edit the name as required 3 To Mark a group as deleted/deactivated Click the check box inline Screen Shot or To mark the group as active uncheck the check box inline 4 Click Save to save the changes OR Click Cancel To Undo changes Jul 2018 5-3

DOX-ADM-007-04 Forms Overview Username Menu Admin Medical Records Forms Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. A form is the name to the type of document you want to generate. Form Edit Screen Marker 1 Form Details and Generation This area is where you define the rules for the form Rules Area 2 Tracking Detail Area This area is where you set that the form is a tracked document and what rules apply for tracking 3 Other Settings Area Miscellaneous Options for the form 4 Possible Templates Area A form can use many templates from a label to a specific Doctors version of the form. See Editing Form Data - DOX-ADM-007-10 form details on editing the data Jul 2018 5-5

DOX-ADM-007-05 Locations Username Menu Admin Integrations Loggers Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. Locations allow you to identify different offices or physical locations where bookings are made. The majority of times there is only one location required per Dox installation. Location Edit Screen Field Location Code Notes Short version of the site which identifies the location Location Name Full name of the location. This is used in Required paperwork to identify which location the patient attended Location Provider Number Provider number for the location - can be used on paperwork as required Building Name Name of the building - used as part of the address on paperwork Address Street address for the location - used on paperwork Suburb Used on paperwork. Country Can be used on paperwork State State or Territory that this location is situated - used in paperwork Jun 2018 Other Required- Should be unique 5-7

DOX-ADM-007-05 Locations Field Postcode Notes Other Postcode for the location - used in paper work. General Phone Used in paperwork Appointments Phone Used in paperwork Nurses Station Phone Used in paperwork Email Email address to display on paperwork Web Address Web address to display on paperwork Is Unknown Checking this will notify Dox that this location should not be used directly for paperwork and will prompt the users to select a valid location for paperwork. A location with this checked is generally named 'Unknown'. An example for this would be if a Doctor is often changing rooms and you are unsure where the doctor will be at the time of making the appointment then select the unknown location and when the user generates the paperwork they can select the correct location for the appointment. Deleted Check this to mark the location as deleted. If a location is marked as deleted, it cannot be used for selection and appointments will not be mapped correctly. 5-8

DOX-ADM-007-06 Paper Types Username Menu Admin Medical Records Paper Types Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. Paper types are used within Dox to help decide which printer and tray to use when deciding where to print a generated document. Some paper types need to be set for certain printers or printer trays examples include: A4 Label Sheet Prescription Paper Letterhead A3 Paper Wristband Label Edit a Paper Size Record Field Name Notes Name of the paper type. It helps to be descriptive. Other Required- Should be unique The example above describes the Following 1. Paper Type (A4), 2. Double Or Single Sided (Duplex) 3. Duplex Orientation Long Side or Short side (LS) 4. Colour or Black and White (Colour) Default Is this the default paper type if no other rules for printing are applicable. Deleted Is this paper type still active and available for use. Jul 2018 Only One record can be set as the default 5-9

DOX-ADM-007-07 Templates Overview Username Menu Admin Medical Records Templates Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. A template is what is used to generate the document. Theses are normally word documents, which have merge fields in the appropriate places. Tem plate Editing Screen Marker 1 Template Details Area 2 Scan Settings 3 Bulk Scan Settings 4 5 6 Options Template Preview Forms List Details of the template, What type and paper size the template is for Location of the barcode and how to deal with multi page scans Defines the rules if this template is used for bulk scanning processes - See Archiving Patient Files Options available for this template data. Preview of the template and ability to upload or edit the template here. List of all the forms using this document. To add a form - select from the dropdown box and click the Add Button. To Remove it untick the form in the list. 7 Jul 2018 Version History History of the template versions - who edited and when - and ability to download the previous version to restore if necessary by clicking the download button. 5-11

DOX-ADM-007-07 Templates Overview Template Details Field Code Name Description Paper Size Type Page Count Can Change Page Count Notes If you use codes to identify the template type enter the appropriate code here - Optional - Should be unique Name for the Template - Make it descriptive e.g. Dr Smith Discharge Instructions - Required Further information to identify the use for this template - Optional Size and Paper Type for the document - see Paper Types - DOX-ADM-007-06 for information on Paper Types Type of Template - Choices are Word, E- Form and PDF The number of pages generated with this template. This will be used to determine the number of pages to be scanned back in. Click this if the page count could differ. This is more related to labels where it is unsure how many pages may be in the document e.g.referral Letter. Scan Settings Field Barcode Position Include Back of barcoded page Booklet Number of Segments Notes Where on the page does Dox expect to find the barcode. If this is set, Dox can rotate the pages when they are scanned to ensure they are the right way up. Tells DOX to expect a back page to the scanned form which does not have a separate barcode on it. Mark whether a multi-page document is in booklet form e.g. page 1 is on the back of page 4. e.g Double sided A3 scanned as A4. How many segments are to be expected e.g. 4 for Double sided A3 scanned as A4. You can then drag the page boxes to reflect the page number of the booklet Bulk Scan Settings Field Click to Enable Expected Page Count Include Barcoded Page in Document Include Back of Barcoded Page Scan Duplex Mode Force Bulk Scan Page Count Notes Clicking this will open the bulk scan settings. A bulk scan is used to have 1 barcode for many documents - for example used when archiving a patients. Enter 0 for unknown number of pages, or the number of pages you expect to be scanned in for this template. ScanDox will produce a warning if the number of pages scanned differs from this amount. If this is un-ticked, you can place the barcode on a piece of paper and all documents between this barcode and the following will be created in the one file. If this is ticked then the barcoded page is included in the document. Tells DOX to expect a back page to the scanned form which does not have a separate barcode on it. This will be used as preference to the simple scan setting Tells ScanDox that this is a double sided document and to expect an even number of pages - True by default Tells ScanDox to produce an error not a warning if the number of pages differ than the expected page count Options Field Not able to be modified by user One Mail Merge per Page Deleted and not available in Dox Notes Some templates are Dox Special Templates which should not be editable by a user. This ensures that a new page is generated for each record set Marks this record as being unavailable for use in Dox any more. 5-12

DOX-ADM-007-08 Tracking Conclusion Reason Username Menu Admin Medical Records Tracking Conclusion Reason The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. The Tracking conclusion reason provides a list of valid reasons why a document is no longer being tracked. When the tracking is concluded the document no longer appears on the missing document reports. A tracked document is one that is a form that has been marked as Barcoded and to scanned back into Dox on the Form Admin screen. Forms Administration - DOX-ADM-007-04. This list screen differs from the standard lists by allowing you to edit the Data directly on the list screen. Tracking Conclusion Reasons List / Edit Screen Marker 1 Include Deactivated Click this tick box to see deleted / deactivated records 2 Add New Reason Enter the name for the new conclusion reason and Press The Add Button. The new reason will appear in the list below. 3 Read Only Display By Default the view is in Read Only Mode, 4 Edit Entry Mode This record is in edit Mode Jul 2018 5-13

DOX-ADM-007-08 Tracking Conclusion Reason Editing A Record Step 1 Description Click Edit to enable editing of a Form Group 2 Edit the Reason as required 3 To Mark a reason as a Cancelled Document Reason Click the check box inline Screen Shot or To mark the reason as Active Document the check box inline There normally in only the "Scanned with ScanDox" reason which is marked as a Active Document Conclusion 4 To Mark a reason as deleted/deactivated Click the check box inline or To mark the reason as active uncheck the check box inline 5 Click Save to save the changes OR Click Cancel To Undo changes 5-14

DOX-ADM-007-09 Form-Template barcodes Username Menu Admin Medical Records F-Barcodes The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. The F-Barcode is the term used for a Barcode which is printed on a form that is printed in bulk, and when it is completed a Patient Label is attached and scanned in. An example would be a patient registration record form, where a patient fills in their details on their first visit - You most likely wont have the patient details at the time the form is needed, but a sticker can be added once the patient information is entered and synced with Dox. Another reason to create a record is if you get forms printed in bulk by an external company and they can include the barcode when printing the form. These may be special forms such as medication charts. This list screen differs from the standard lists by allowing you to edit the Data directly on the list screen. Marker 1 Include Deactivated 2 Add New Barcode Area Click this tick box to see deleted / deactivated records. Enter a Code for the new record. This cannot be changed once saved. This code is used to generate the form barcode. Enter other Details for the F-Barcode (the same as editing a record) and Press The Add Button. The new record will appear in the list below. If the Form or Template don't exist use the pencil to open the relevant admin screen. Forms Administration - DOX-ADM-007-04 Template Administration - DOX-ADM-007-07 3 Read Only Display By Default the view is in Read Only Mode, 4 Edit Entry Mode This record is in edit Mode Jul 2018 5-15

DOX-ADM-007-09 Form-Template barcodes Editing A Record Step 1 2 Description Screen Shot Click Edit to enable editing of a F Barcode Record The Barcode is created when you add a new record and cannot be edited Select the appropriate Form as required - Click to open the form options. 3 Select the appropriate Template as required - Click to open the templates that are valid for the Form Type. 4 To Mark a group as deleted/deactivated Click the check box inline or To mark the group as active uncheck the check box inline 5 Click Save to save the changes OR Click Cancel To Undo changes 5-16

DOX-ADM-007-10 Editing Form Data Username Menu Admin Medical Records Forms Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. See Forms Overview - DOX-ADM-007-04 for an overview of the forms screen Form Information Area Field Code Notes If you use form codes enter the appropriate code here - Optional - Should be unique Short Description Description for the form that will be displayed in most selection areas. If this is missing the Name will be used - Optional Name Name for the Form. Form Group Group for the Form to appear in Decision Mode This is the mode used to determine which method is used to select the template used. The choices are Template Based or Form Query Use the default template when printing Template Based o Default Template Form Query o Form Query Select the Default template to be used when the form is generated The templates available come from the selected Possible Templates (4) area of the screen -Shown in screen shot Use a form query (Documentation yet to be created) to choose which template is used when the form is generated depending on patient or episode data. - Not Shown in Screen Shot Select a form query to be used when the form is being generated. Print Sequence A number which will determine the order that the form will appear in a cluster. the lower numbers are printed first, and the higher numbers are printed later in the batch. Batch with Other Forms using the same Cluster If this is selected then if other forms are being generated using the same template it will come out at the same time - Useful for ensuring labels are generated together in one batch. Jul 2018 5-17

DOX-ADM-007-10 Editing Form Data Tracking Area Field This form is to be barcoded and scanned back into Dox Notes Clicking this will generate a unique barcode every time a document is generated and Dox will expect a scanned copy to be received back. This form is used to identify a patient - it should be paired with an F-barcode Clicking this will generate a patient identifier barcode which does not contain the type of document that Dox has generated. Dox will expect a F Barcode to be on the document when it is scanned. See Form-Template barcodes - DOX-ADM007-09 When Scanned the presence of this form validates the episode Allowed days before assumed missing If a document is scanned then Dox knows that this is a valid episode. Assign Validity Period to the Document Clicking this will allow Dox to assume that the last document scanned contains the same information and does not need to be generated again. This is useful when a patient is returning multiple times a year and the information does not change - e.g. Consent for Intravitreal Injections Days of reliable data number of days this data can be assumed as reliable eg 365 for annual or 30 for month o Still Reprint if Reliable Extra days of partially reliable data Also known as dwell time (Dox classic) - If a document has not been scanned into Dox after the set number of days, Dox will consider the Document as missing and show on the missing Document Report. If the data is considered reliable do you still want a reprint of this form for the above period When you may need to only confirm data using this day number will generate a copy of the previous version with an area for the patient to confirm details are the same, an example of this is a health history form. Other Setting Area Field Expected scan colour depth Notes If you have specific needs to set the colour depth you can set it now. For example, a Colonoscopy should be in full colour, and Claim Form may just need to be black and white. Dox will generate a warning if it finds a form that has been scanned with different settings. This form is miscellaneous This will allow a document with this bar code to be renamed when it is scanned. document - allow users to override An example is Incoming Correspondence, and you want the user to say what the document name type it is. This form requires generation for active referral Clicking this will generate a copy for each active referral for the patient at the time of the relevant episode. or at the time of generation if it is generated against the patient only. 5-18

DOX-ADM-007-11 Editing Templates - Basics Username Menu Admin Medical Records Templates Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05 Word Templates can be edited in Microsoft Word. They are in essence a Mail Merge document. Dox will use these merge fields to insert patient and episode data. There are two ways to edit the templates. Upload a version of the template to Dox. Use this if you o Do not have access to Word o You are unable to install the Dox Protocol Handler o You need to have approval for the changes to documents within your company Dox Template Protocol to open the word document on your computer. Use this if you o Do have access to Word AND o You are unable to install the Dox Protocol Handler AND o You are on a windows Machine Users should have a working knowledge on how to use mail merge in Word Uploading Template Step Instruction 1 Download the latest version from Dox using the download current template button Screen Shot OR Download a previous version from the history list 2 OR Create a New Word Merge Document Download the Merge Fields Example file to use as a Data Source 3 4 Make Changes as required to the document. Click On Upload Template Button 5 Drag your file or click on the drag area to open the Open File Dialog 6 Enter Comment (Required) and new version number if applicable Jul 2018 5-19

DOX-ADM-007-11 Editing Templates - Basics Editing Within Dox Step Instruction 1 Click Edit Template Button. 2 3 4 5 Screen Shot The Search Patient window will open. Select a Patient to use as an example - If you close this window without selecting a patient, Dox will automatically choose the Dox Merge Field Example File. A Black window will appear while it tries to open Microsoft Word on your Machine Edit the document as required. Save and Close the file in Word. Dox will automatically upload the changed file for you. Enter Comment (Required) and new version number if applicable Troubleshooting Dox Editing Issue If there is an issue opening word an error will appear on the template preview area and where Dox can determine Browser is Blocking Pop-ups Message will display You have not given permissions for Dox to run word on your machine Instruction 1. 2. 3. 1. 2. Click Click Click Click Click on the warning on Always Allow Pop-ups From Dox on Cancel Editing and try again Always open Dox.Links Allow Unknown Error - Possible causes 1. Click on Cancel Edit Microsoft Word is not installed 2. Try and open Microsoft Word on your machine. Your IT environment is stopping a. If there are any messages popping up when word from running using Dox you open word, Clear them away. And try to Dox is having trouble opening word open word to ensure that no messages are popping up. b. If you cannot open Microsoft Word you cannot use this option 3. Try to edit the template again 5-20

DOX-ADM-010-01 Doctors Username Menu Admin Staff Doctors Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. Doctors are used to generate paperwork and also define many views and settings within Dox. Doctors Inform ation portion of the Doctor Edit Screen Field Title Notes Usually "Dr" - used on patient paperwork Other Required- Should be unique Surname used on patient paperwork Required First Name used on patient paperwork Phone Home for information only - not used in paperwork Phone Work can be used on patient paperwork Phone Mobile can be used on patient paperwork Email can be used on patient paperwork Fax can be used on patient paperwork Company can be used on patient paperwork Street can be used on patient paperwork Postcode can be used on patient paperwork Suburb can be used on patient paperwork State can be used on patient paperwork Qualifications Often used on patient paperwork Required Prescriber Number can be used on patient paperwork but also is available for integration with My Health Records and other external health based systems May 2018 6-1

DOX-ADM-010-01 Doctors Field Discipline Notes can be used on patient paperwork Other User Setting the user here will let Dox automatically detect that the current user is a doctor. Recommended Medicare IHI can be used on patient paperwork but also is available for integration with My Health Records and other external health based systems PCEHR Local Identifier can be used on patient paperwork but also is available for integration with My Health Records and other external health based systems Requried for My Health Record Integrations Doctors Rooms This area allows you to define different rooms which a doctor may occupy. This is used in Discharge Eforms, and normally in a hospital setting. Field Notes Other Address and Phone Complete these to enable them to be used in the discharge Required- Should be unique Number Fields Records Provider Numbers This area allows you to record the provider number for each of the locations that the doctor is registered to. Field Provider Number Notes Other Fill in this field for each location that doctor is registered to Required where valid Recall Settings Setting this will trigger recalls for this doctor. See Recalls DOX-GEN-005-01 for further information on recalls. Field Notes Other Commencement Date recalls are to be commenced from Required Date Include unspecified Tick this to set the default for generating a copy of the recall Ref Doctors for any referring doctors without having to specify implicitly 6-2

DOX-ADM-010-04 Discipline Username Menu Admin Staff Discipline Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. The discipline allows you to define what speciality a doctor is associated with. Discipline Screen Shot Field Description Notes Name of the Discipline Deleted Check this to mark this record as deleted May 2018 Other Required- Should be unique 6-3

DOX-ADM-012-04 Workflow Stage Groups Username Menu Admin Work Flow Workflow Stage Groups Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. Work flow Stage Groups allows you to Group stages of a Patient progression through their visit. It is a good tool for monitoring times spent at each station. Edit Workflow Group Screen Shot Field Name Order Deleted Oct 2018 Notes Other Name of the Group, Common ones are Admissions, Required- Should be unique Clinical, Hospital, Order to display the groups in Required Check this to mark this record as deleted 7-1

DOX-ADM-012-05 Workflow Stages Username Menu Admin Work Flow Workflow Stages Edit The admin screen is only available to users who have been set as administrators. See Editing Dox Users - DOX-ADM-003-05. Work flow Stage allows you to identify stages of a Patient progression through their visit. It is a good tool for monitoring times spent at each station. Workflow Stage Screen Shot Field Code Name Group Colour Notes Code for the Stage. This is Used when the size of the indicator is small Name for the Stage Select a group for the Stage. This will determine where on the selection list the stage will appear Click this to select any colour from the picker, or Other Required- Should be unique Required - Should be unique for the group Required Click this to select a previously used button colour to ensure that there is consistency in button colours Previous Buttton Colours Preview OK State Warning Minutes Oct 2018 Number of Minutes Until the Stage displays a warning state, Or recommended Maximum time for the patient to be at this stage Preview Warning State 7-3