Documents and results summary

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. To view investigation results, you must belong to a user group with the Investigations system right. For more information, see Investigation results.
Scanned and Attached Documents - a list of documents that were internally scanned or attached. To add documents:
- To scan a document, click Scan. For more information, see Scanning documents.
- To attach a PDF document, click Attach.
For more information, see Scanning documents.
Received Documents - a list of documents received via Secure Messaging.
Outgoing Documents - a list of documents generated within Communicare, including documents that have been sent via Secure Messaging or uploaded to My Health Record. For more information, see Outgoing document status below.

To step through the documents or results, click Next icon Next or Previous icon Previous. To jump to the last entry, click Last icon Last. To jump to the first entry, click First icon First.

To view a document or result and match it to a patient, set the provider, mark it as reviewed, and so on, either select it and click Edit icon or double-click it. Inside a document or result, click OK Prior or OK Next to step through the attached documents.

Filtering documents and results

In all tabs, set a filter to restrict the number of documents 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 to a provider, or where the assigned provider is not linked to any encounter place.
- 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 - filter the results on any tab by the encounter place they are expected to be relevant to. The provider numbers on the incoming results are checked against the provider numbers for the selected encounter place or its children. 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. Click Refresh to apply the filter.

Communicare will apply the filters that were previously selected the next time you open Documents and Results icon Documents and Results, that is, any status, provider or encounter place selected and whether to include unknown providers. Any custom date range is not maintained. Instead the date range selected from the Default Date Range list is used, which is Last 6 Months by default.

Customising how the documents and results are displayed

To sort on a column, click the arrow or right-click and select Sort Ascending or Sort Descending.

To rearrange columns, click in the header and drag the column to the required position.

To automatically size a column to fit the longest text contained in that column, right-click and select Best Fit.

To automatically size all columns to best fit the text they contain, right-click and select Best Fit (all columns).

To show hidden columns which contain additional information, click Ellipsis icon Ellipsis and select Show hidden columns.

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 or Error - 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.
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 - to queue and send the document using Secure Messaging, click Resend, or right-click and select Resend Document. 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 a 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.

Tip: For documents sent using secure messaging, you can also see the secure message status & the recipient's name in the patient's clinical record, Detail > Document tab. For more information, see Detail tab.

Incoming document status

Typically, any incoming documents with errors are listed on the Documents and Results icon Documents and Results > Received Documents tab with an error displayed in the Error column. If you are expecting a document that has not arrived and is not listed in the Documents and Results window, check the incoming folders for both the file and an acknowledgement generated.

Communicare processes incoming documents from multiple SMD vendors, each of which prefers a different structure for their incoming documents. The location for different incoming documents and their acknowledgements is configured in CCareQueue_Smd.config.json for your site by the Implementation team when Communicare is installed. For example:

Table 1. Example incoming message & acknowledgement location
Vendor	REF	ORU
HealthLink messages	C:\HLINK\HL7_in\RDSAU\*.hl7	C:\HLINK\HL7_in\LAB2\*.hl7
HealthLink acknowledgements	C:\HLINK\HL7_in\RDSAU\*.ack	C:\HLINK\HL7_in\LAB2\*.ack
Argus messages	C:\SMD\Argus\Incoming\*.hl7
Argus acknowledgements	C:\SMD\Argus\Outgoing\*.ack

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

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 files 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

If a document arrives that is clearly not for a patient in the database, select it and click Delete icon Delete. Deleted documents are deleted from the user interface, but still exist on the database.

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.