We are currently updating the OP Help Center content for the release of OP 14.19 or "OP 19". OP 19 is a member of the certified OP 14 family of products (official version is 14.19.1), which you may see in your software (such as in Help > About) and in the Help Center tabs labeled 14.19. You may also notice that the version number in content and videos may not match the version of your software, and some procedural content may not match the workflow in your software. We appreciate your patience and understanding as we make these enhancements.

Document Management FAQs

How can I take a picture of a patient with smart phone and upload it to patient chart?

You can attach using the OP mobile app. You can use it either to have a photo for their ID, or to attach to a patient encounter. If you are not using the OP mobile app, you can send the picture to a folder on your computer as a jpg, png, or, bmp and then import it into OP using the Docs module.

How can I scan in more pages at one time?

Path: Utilities Menu > System Admin > System Preferences (Keyboard Shortcut keys: [Alt][U][A][P])

The Scanning page limits per database record field in the System Preferences window of OP 14 can be increased to enable users to scan in more pages at one time.  

The default page limits are:

  • Monochrome: 15
  • Grayscale: 2
  • Color: 1

The maximum limits are:

  • Monochrome: 50
  • Grayscale: 10
  • Color: 5
Note: Increasing the page limits may slow system performance.  To reset values, click the Default button.
Version 14.10
Path: Utilities Menu > System Admin > System Preferences (Keyboard Shortcut keys: [Alt][U][A][P])

The Scanning page limits per database record field in the System Preferences window of OP 14 can be increased to enable users to scan in more pages at one time.  

The default page limits are:

  • Monochrome: 15
  • Grayscale: 2
  • Color: 1

The maximum limits are:

  • Monochrome: 50
  • Grayscale: 10
  • Color: 5
Note: Increasing the page limits may slow system performance.  To reset values, click the Default button.

How do I input paper document or insurance card?

To input a new paper document, follow the steps below:

  1. Click the Docs button.
  2. Click on New Document.
  3. Click on the scanner button.
  4. Perform the scan.
  5. Move the item from the Sketch panel to the Thumbnail pane (2nd column).
  6. If the patient wasn't selected from the calendar, search for the patient next to Patient ID.
  7. Fill in the proper fields and click Save.

To input an insurance card, follow the steps below:

  1. Click the Docs button.
  2. Click on New Document.
  3. Click on the card scanner button.
  4. Perform the scan.
  5. Move the item from the Sketch panel to the Thumbnail pane (2nd column).
  6. If the patient wasn't selected from the calendar, search for the patient next to Patient ID.
  7. Fill in Type of Item as :INSURANCE
  8. Click in Item Category, select first icon, and choose the proper Document Category if applicable.
  9. Click the Save button.

How do I view existing patient documents?

To view existing patient documents, follow the steps below:

  1. Click on the Docs button.
  2. Use the Patient Finder to search for the patient.
  3. OP 14 displays patient documents in the Document List panel on the left side of the window.

How do I print patient documents?

To pull up a patient document, follow the steps below:

  1. Click the Docs button.
  2. Use the Patient Finder to search for the patient.
  3. From the Document List panel on the left, select the document you want to print.

Then select one of the following ways to print the document:

  1. Click the Print Selected Record button to print the selected scanned document.
  2. Click the Print Image button if you need to print the selected record with info.

How do I move document to another patient?

To move a scanned document to another patient, follow the steps below:

  1. Click the Docs button.
  2. Use the Patient Finder to search for the patient.
  3. From the Document List panel on the left, select the document that needs to be moved.
  4. Click the Edit button.
  5. Search for the patient to move the document to next to Patient ID.
  6. Click on the Save button.
  7. Click the OK button to confirm that it is OK to drop existing attachments from the current patient.

How do I attach document through message?

To attach a document through a message, follow the steps below:

  1. Click the Docs button.
  2. Use the Patient Finder to search for the patient.
  3. From the Document List panel on the left, select the document you want to send and click the Send button.
  4. A new message opens. The attached document will be located under Attachments.
  5. To add more documents, click on the Attach document(s) button. This will open the Search for Documents window. Here you will highlight the document and click on Use Selected Document(s).

Note: To add more than one document, you can hold down the Ctrl button and click on the additional documents.


How do I link a document to a diagnostic test?

To link a scanned document to a diagnostic test, follow the steps below:

  1. Click the Docs button.
  2. Click on New Document.
  3. Click on the Scanner or Import button.
  4. Perform the scan or import.
  5. Move the item from the Sketch panel to the Thumbnail pane (2nd column).
  6. If the patient has not already been selected, click in the Patient ID field to access the Patient Search button .
  7. In the Item Type field, select Diagnostic Test.
  8. Click in the Item Category field. Two buttons appear. One of the buttons is the Attach button.
  9. Click the Attach button.
  10. Select the corresponding test and click OK.
  11. Complete the Addressed to field with the Provider who will review the result or select the Reviewed checkbox.
  12. Change the Privacy level for the scanned item (if necessary).
  13. Add notes in the Notes field (if necessary).
  14. Click the Save button.

Note: If changes need to be made, click on the Edit button and make your changes.

How do I mark document as reviewed?

To mark a scanned document as reviewed, follow the steps below:

  1. Click the Docs button.
  2. Use the Patient Finder to search for the patient.
  3. OP 14 displays patient documents in the Document List panel on the left side of the window.
  4. Select the correct document to open it. 
  5. Click the Mark Reviewed button.
  6. You will see a popup that says, "Mark the select document as reviewed by [provider name]." Click one of the three options:
  • OK + Close
  • OK
  • Cancel

How do I edit or delete a document?

Note: If you need to delete documents that are in different patients' charts, you will need to delete them one document at a time.

Overview

This page will instruct you on how to edit or delete a scanned document.

Edit a Scanned Document

  1. Open the document that needs to be changed.
  2. Click the Edit button.
  3. Make the necessary edits to the document.
  • Use the editing controls located below the page to rotate or resize the document.  
  • Make edits to the Item Type, Category, or Notes fields in the document details panel where necessary.
  1. Click the Save button to save.

Delete a Page from a Scanned Document

  1. Open the document that contains the page that should be deleted.
  2. Click the Edit button.
  3. Select the page from the thumbnail panel.
  4. Right-click on the page and select Delete Page. 
  5. Click the Save button to save the change. 

Delete an Entire Scanned Document

  1. Open the document that contains the record to be deleted.
  2. Click the Edit button.
  3. Click the Delete button.
  4. Click Yes in the warning box to confirm that you would like to delete the entire record.
  5. Enter a reason for the change in the Audit Trail window.
  6. Click the OK button.
Version 14.10

Overview

This page will instruct you on how to edit or delete a scanned document.

Edit a Scanned Document

  1. Open the document that needs to be changed.
  2. Click the Edit button.
  3. Make the necessary edits to the document.
  • Use the editing controls located below the page to rotate or resize the document.  
  • Make edits to the Item Type, Category, or Notes fields in the document details panel where necessary.
  1. Click the Save button to save.

Delete a Page from a Scanned Document

  1. Open the document that contains the page that should be deleted.
  2. Click the Edit button.
  3. Select the page from the thumbnail panel.
  4. Right-click on the page and select Delete Page. 
  5. Click the Save button to save the change. 

Delete an Entire Scanned Document

  1. Open the document that contains the record to be deleted.
  2. Click the Edit button.
  3. Click the Delete button.
  4. Click Yes in the warning box to confirm that you would like to delete the entire record.
  5. Enter a reason for the change in the Audit Trail window.
  6. Click the OK button.


How do I add a page to a scanned item?

To add a page or multiple pages to a document that has already been scanned into OP 14, follow the steps below:

  1. Click the Docs button.
  2. Search for the patient.  The documents that are associated with the patient will appear.
  3. Select the document in the Document List panel.
  4. Click the Edit button.
  5. Prepare the document for scanning, and select the Scanner button to initiate the scan.  An image of the scanned document will appear.
  6. Select the newly scanned document from the Sketch Panel.  Drag and drop it into the blank area of the Thumbnail panel, which contains the original scanned document of the same item type.  The page(s) will be added to the end of the original document in the Thumbnail panel.
To reorder pages, use the blue up and down arrows located at the bottom of the screen in the Editing Controls area.
  1. Click the Save button.

How do I add a document to an external device (USB thumb drive, external hard drive, etc.) ?

Overview

Note: Before saving a document to any external device, be certain it is connected to your computer. Also, please follow any HIPAA regulations accordingly before transferring any documents to an external device.

Any printable items within OP can be sent as file to an external device that is connected to your workstation. Please set your output options to Preview or Print prior to sending the document to the connected external device.  

Sending a Document to an External Device using the Print Button

There are multiple ways to send a document to an external device. One way is to use the Print button. To send a document (like a PDF) to a connected device (USB drive, etc.), perform the following steps:

  1. Open the document or window that you wish to print. Any window with a printer icon will allow some or all of the information in that window to be printed.
  2. Select the printer icon in the active window. If you ware in the Manage Documents window, select one of the options that appear in the dropdown when the Printer button is selected (Print Selected Record, Print Selected Record (with info), Print All Records (with info)). The Print window appears.

  1. In the Print window, select the Print to File checkbox.

  1. Select the file type to be printed in the Type dropdown (PDF, Bitmap, JPEG, GIF, etc.).

  1. Click the Save As Location (...) button next to the Where field.

  1. Select the Removable Disk/Device location. 

  1. Enter the document name in the File Name field.
  2. Click the Save button.  The path where the file will be saved will appear in the Where field.
  3. Click the OK button.  The Medical Disclosure Tracking window will appear. 

  1. Click the OK button.  The file will be saved onto the external device.

Export as an Image or Page from the Manage Documents Window

There are multiple ways to send a document to an external device. One way is to Export a document from the Manage Documents window by clicking the Export button.To export a document to an connected device (USB drive, etc.) as an image, perform the following steps:

  1. Click the Docs button.
  2. Locate and select the image you wish to export.
  3. Select the Export dropdown and choose either Export Image or Export Page.  The Save to File window appears.

  1. Select the Removable Disk/Device location.

  1. Enter the name of the file into the File Name field.
  2. Select the file type in the Save as Type dropdown.
  3. Click the Save button.  The image will be saved to the removable external device.