Document Template Maintenance
This form is used for creating and editing templates. Viewing rights can be set here along with a description of the template.
Template Name
This must be unique. If you modify a template 'owned' by MEDISYS then give the template a new name so that the next upgrade does not overwrite your changes.
Template Description
This will allow future users to know what a particular template is used for.
Document Type
By default a new template is a Letter which can be selected from the letter editor in the clinical record. Other types can also be selected from there but have other attributes:
Care plan template - these templates are available for selection from the Care Plan tab of the clinical record for use as patient care plans.
Health check report - these templates are available for selection from clinical items with this Letter Type defined on the Advanced section of the clinical item properties form (see your Administrator for details).
Referral letter - these templates are available for selection from clinical items with this Letter Type defined on the Advanced section of the clinical item properties form (see your Administrator for details).
System template - these templates are used in the system for various tasks (for example, details sent to MeHR).
Viewing Right
This will determine which users can see and use this template.
Public and Enabled
A public template can be seen by anyone with the appropriate viewing right, otherwise only the 'owner' (i.e. the user that created the template) can see and use it. An enabled template is ready for use, a disabled template is not available for use.
Edit Header, Document Template, Footer
To create or edit the layout click the Edit Document Template button and a full editor opens. Set the page layout and add text, data objects (on the right) or other items. To save the layout close the editor then click the OK button - the template is now saved and ready for use by users with appropriate access rights.
The Header and Footer buttons allow the header and footer to be designed. These will
appear on every page of a letter or care plan. <TABLE noborder> 
Tips for template design
\1. If you want more control over the layout put your text
and items into tables. You can remove the borders to make the
table invisible.
\2. Make the tables 100% wide rather than a fixed number of
pixels so that you don't lose the right hand margin when it
is printed.
\3. Remember that the data objects will resize when an actual
letter is created. For example, a patient's name may be long
\or short.
\4. If you want an interactive check box, don't use the data
\object Miscellaneous - Tickbox but use the nenu item Insert
\- Check Box. It will appear on the template as a check box
rather than a data object. If your template is for a Care
Plan then this check box must be used inpreference. -------------------------------------------------------------- </TABLE>
@@Documents_and_Results <title Documents and Results>
In the toolbar, click 
Documents and Results to display internal, incoming and outgoing documents and incoming results for any patient at your service.
- 'Investigation Results' - a list of investigation results received directly from pathology or imaging laboratories. To view the result and match it to a patient and an outstanding investigation request, double-click a result. See Matching and Reviewing Results for more information. If you need to change the nominal provider for an investigation result, right-click the result and select 'Reassign to another Provider'.
- 'Scanned and Attached Documents' - a list of documents that were internally scanned or attached. To view a document and match it to a patient, set the provider, mark it as reviewed, set the 'Place Mode' and so on, double-click it. Click 'OK Prior' or 'OK Next' to step through the attached documents. To add documents:
- To add a scanned document, click
Scan - To attach a PDF document, click
Attach
- To add a scanned document, click
- 'Received Documents' - a list of documents received via Secure Messaging. To view an incoming document, match it to a patient, set the provider, mark it as reviewed, set the 'Place Mode' and so on, double-click it. Click 'OK Prior' or 'OK Next' to step through the documents.
- 'Outgoing Documents' - a list of documents generated within Communicare, including documents that have been sent via Secure Messaging or uploaded to My Health Record. The status of outgoing documents is described in 'Outgoing Document Statuses' below.
Filtering Documents and Results
Only 100 items can be displayed at a time. If there are more than 100 documents to display, a warning message is displayed at the top of the list:
"More than 100 records returned, please refine your filters"
- 'Status' - filter by relevant status, the default is Unreviewed, except for Outgoing Documents which has a default of Pending or Error.
- 'Provider' - filter by provider name, the default is All Providers
- 'Include Unknown Providers' - include or exclude documents or results not assigned to a provider
- Encounter Place - on the 'Investigation Results' tab, filter the results by the encounter place they are expected to be relevant to. The provider numbers on the incoming results are checked against the provider numbers in Communicare. Results for unknown provider numbers are also shown no matter which encounter place is selected. Select an Administrative Encounter Place to aggregate results from all Service Encounter Places that belong to it.
- Date selectors - filter documents by date range when you click 'Refresh'
Outgoing Document Statuses
- Sent - an acknowledgement of successful delivery has been received from the recipient's secure messaging system
- Pending - a document queued or sent via Secure Messaging has this status until Communicare receives confirmation that it has reached its destination, which may take up to 24 hours.
- Error - an error was encountered with queuing or sending the document. To determine the source of the error, contact Communicare Support and provide the message tracking ID displayed at the bottom of the window in bold, blue text. Based on the error cause, Communicare Support may recommend one of the following actions:
- <u>Resend Document</u> - right-click and select 'Resend Document' to queue and send the document using Secure Messaging. The status returns to 'Pending'. Note: Available only for documents with status of 'Error' or My Health Record status of 'Error' and requires Argus version 6.0.15 or higher.
- <u>Mark as 'Dealt With'</u> - if the document cannot (or does not need to) be re-sent, print, post or fax it and click
'Mark Error as Dealt with'.
- Saved - the document was generated in Communicare and was not sent.
- Deleted - the document was deleted from the user interface, but still exists on the database. See the "Deleting Received Documents or Results" for further information.
<u>My Health Record Status Definitions</u>
- Pending - The document has been queued for upload/superseding to the My Health Record
- Upload - The document was successfully uploaded to the My Health Record
- Error - The document failed to upload to the My Health Record. See instructions in the 'Error' status section above for dealing with these documents.
- Superseded - The document was superseded on the My Health Record
- Removed - The document has been removed from the My Health Record
- Unknown - No attempt has been made to upload the document to the My Health Record
Administration Notes
Electronic Results Your pathology lab will arrange for the results to be sent electronically.
The default location for the results is on the server at C:\\Program Files\\Communicare\\Results. If your site uses a Communicare Appliance Server, the default location is a shared folder called Results on the server.
For example, if your server is called ccareabcd, and your organization is called Org1, the results are to be placed in \\\\ccareabcd\\Results\\Org1.
HealthLink files should be placed in \\Results\\Org1\\HealthLink folder.
A service checks every 5 minutes for files in this folder and will process them. They then appear in the Investigation Results tab.
CDA Clinical Documents
Documents such as Discharge Summaries and Specialist Letters that are received in the new HL7 v3 CDA file format will be imported as an XML file and will be displayed after being transformed into a readable HTML document. The Style sheet used for this transformation is distributed by Communicare on behalf of NeHTA. If the display of the document is incorrect or unreadable, your CDA Stylesheet may need updating. Contact Communicare Support for further assistance.
Deleting Received Documents or Results
If a result arrives that is clearly not for a patient in the database, click the red <color Red>-</color>button to delete it. Deleted results and documents are deleted from the user interface, but still exist on the database.
A result cannot be deleted if it has been matched to a patient.
If a result is deleted in error, set the filter to show Deleted results and delete the deleted result in the same way: it will become an unmatched, unreviewed result once again.