Documents and results

Use the Documents and Results window to display internal, incoming and outgoing documents and incoming results for any patient at your service.

To display documents and results, in the toolbar, click Documents and Results icon Documents and Results.

The Communicare Documents and Results window is separated into four main tabs:

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. For more information, see Matching and Reviewing Results. 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, 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
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, 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 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 and click Refresh

In all tabs, set a filter to restrict the number of documents or results displayed. Apply one or more of the following filters:

Status - filter by relevant status, the default is Unreviewed, except for outgoing documents which have a default of Pending or Error.
Provider - filter by provider name. Click and select from:
- All providers - the default which displays all documents and results for the selected date range with an assigned provider and where a provider is not assigned and the provider is unknown. To reset the list to All providers, in the Provider field, press Delete or Backspace.
- My results | My documents - displays documents and results assigned only to the current provider for the selected date range.
- Unknown providers - displays documents and results for the selected date range that are not assigned.
- provider name - displays documents and results assigned only to the selected provider. Providers are listed in the Select Provider window if there are any documents or results assigned to them in the selected date range.
Include Unknown Providers - include or exclude documents or results not assigned to a provider. Unknown providers are included by default.
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.

Outgoing document status

Outgoing Documents can have one of the following 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:
- Resend Document - right-click and select Resend Document to queue and send the document using Secure Messaging. The status returns to Pending.
  Tip: Available only for documents with status of Error or My Health Record status of Error and requires Argus version 6.0.15 or higher.
- Error - Dealt With - if the document cannot (or does not need to) be sent again, print, post or fax it and click Error - 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.

Incoming document status

Communicare processes incoming documents from multiple products. Incoming documents are added to Communicare installation\in_doc_source_product, for example, C:\CCare\Communicare\in_doc_argus. This location is configured in CCareQueue_Smd.config.json for your site by the Implementation team when Communicare is installed.

If you are expecting a document that has not arrived, check Communicare installation\in_error_source_product for an error.

Typical reasons for failure might include:

Name or sex missing - both are required
Document is too big - the document cannot be received if it exceeds the size set in File > System Parameters > Devices tab, Maximum Document Size field

My Health Record status

The My Health Record column displays the status of the document, relative to the My Health Record. This column pertains to CDA documents only, all other document types will display N/A:

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.
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

Electronic results

Your pathology lab might 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 organisation is called Org1, the results are 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 processes them. They then appear on the Investigation Results tab.

CDA Clinical Documents

Documents such as Discharge Summaries and Specialist Letters that are received in the HL7 v3 CDA file format are imported as XML filse and are 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 - 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 result in the same way: it will become an unmatched, unreviewed result once again.