Contents - Index

Document Management

Once upon a time there were no computers.  The patient chart was a simple concept.  Whatever patient information you needed could be in your hands by simply retrieving the patient's folder.  This folder might contain billing information, demographics, copies of EOB's, measurement sheets, copies of PO's, pictures or whatever could be written or printed that you chose to place in the folder.

With the arrival of computers more and more of that old classic patient chart now exists as electronic documents produced in various applications.  We might have scans, digital pictures, voice recordings, gait analysis videos, CAD files, word documents, small databases, spreadsheets, PDF files and any other type of electronic document the computer software tool of choice produces.

The MedFlex Document Management feature allows you to organize, sort, retrieve, store, backup all of this information right from the patient information screen.

MedFlex supports direct scanning or drop and dragging of any windows document that can be launched.  MedFlex creates 2 major document categories following HIPAA security guidelines.  These are general notes and the more private and restricted clinical notes.  As an example Collection type information would go in general notes as well as patient intake packets.  Clinical notes would have things like gait analysis videos, measurement sheets, and CAD documents..  Each document is assigned a date it was placed into the MedFlex document management system as well as who placed it, the documents category based on the document categories you have set up and an optional description and memo about the document.

You have the option to set up quick find buttons for up to 8 document types for general notes and 8 more quick find buttons for clinical notes for a total of 16 buttons.  These can be globally defined or setup as a unique set of buttons for each user.  For instance, lets say you have dropped and dragged a CAD document to a particular patient clinical note and have a button set up called "CAD".  As a user you can launch this CAD application for that document in a matter of seconds by finding the user on the patient screen, hitting the clinical note tab, hitting your quick button for 'CAD' then highlighting the CAD document you want (it sorts in reverse order by date making the most likely document listed at the top) then hit launch file.  Your CAD document will be pulled up with the CAD application ready for you to use that document.  This is an example of a 'dynamic' document.  In addition to the 16 quick find buttons there is also a free form text box where you can filter the notes to any note type that might not be on a button.  

Static and dynamic documents are both supported in the MedFlex Document Management system.  A static document is one that once produced or scanned never changes.  A dynamic document is one that can be modified over time.  MedFlex stores these documents in a different type of structure to accommodate migrating static documents to external storage while removing them from the need for daily backup.  Dynamic documents stay on your main server drive and need backed with your nightly backup.

Static documents as well as your notes that do not have documents attached can be locked in so no changes are allowed by managing the document cut-off dates.  These cut-off dates do not apply to dynamic documents.

More examples to illustrate the difference between a static and dynamic document are:

A PDF file using Adobe's digital signature feature of a patient's delivery ticket is an example of a static document.  A gait analysis video is a static document.  A multi-page PDF file of the patient's intake documents is a static document.

A spreadsheet of pediatric measurements that have a new column added each quarter is a dynamic document.

Most documents you would be putting into the MedFlex system are normally static documents.  

MedFlex also has tools for your system administrator to use.  One tool allows you to move a range of documents by month and year to an external drive.  Another tool allows you to export a patient's multiple document types to a single folder for giving to a third party.