Important Content Update Message
We are currently updating the OP Help Center content for OP 20. We appreciate your patience as we continue to make these updates. To locate the version of your software, navigate to: Help tab > About.

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: Admin tab > Global Preferences > Basic tab

The Scanning page limits per database record field in the System Preferences window of OP 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 a document to another patient?

The workflows described below apply to OP version 20.5 and higher.

The method for moving a Document from one patient to another depends on whether or not the Document was shared to the InteliChart Portal. Moving and deleting Documents is recorded in the Audit Trail.

To move a scanned document that has not been shared to the Patient Portal (InteliChart) to another patient:

  1. Navigate to and select the document in the patient's chart that has to be moved to another patient.
  2. Click the Edit button located in the toolbar.
  3. Click in the Patient ID field to search for and select the patient to which the document should be moved.
  4. Click the Save button.
  5. Click the OK button to confirm that it is OK to drop existing attachments from the current patient.
  6. In the Audit Trail window, select or enter a reason for the change. 
  7. Click OK in the confirmation window.

To move a scanned document that has been shared to the Patient Portal (InteliChart):

WarningThis workflow involves the deletion of the Document. It is recommended to make sure you have either the original Document or a saved copy that you can import into the correct patient's chart before deleting it. Use the Save a Copy or Print button displayed when hovering over the Document to ensure you have a copy of the original.

  1. Navigate to and select the document in the patient's chart that has to be moved to another patient.
  2. Click the Delete button.
  3. Click YES to confirm you want to proceed by deleting the Document.
  4. In the Audit Trail window, select or enter a reason for the deletion.
  5. Click in the Patient ID field to search for and select the patient to which the document should be moved.
  6. Click 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 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 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.

Note: 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

NoteBefore 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.

How do I copy a scanned item to another patient?

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

  1. Click the Document Management button in the Clinical and Practice Management tab.
  2. Use the Patient Finder to search for the patient who has the document attached to the chart.
  3. From the Document List pane on the left, select the document to be copied.
  4. Right-click on the image in the Preview Panel. 
  5. Select Copy to Clipboard.

  1. Use the Patient Finder to search for and select the patient chart where you will paste the document.
  2. Click the New Document button.
  3. Right-click in the Sketch Panel and select Paste from Clipboard.

  1. Drag the item over to the Preview Panel.
  2. Enter the patient information and all other document details.
  3. Click Save.

How do I label and share a scanned document to the Patient Portal?

The Item Type and Item Category selected should be appropriate to the document that is scanned. In order to share a scanned document to the InteliChart Patient Portal, the Shared To Portal checkbox must be selected and the Privacy Level must be set to Any Staff Member. The expiration date may be left blank or a date can be entered. If the practice has set the number of default days, in the Portal tab of System Preference, once saved the date will populate. When saved, the document is displayed in the Shared to Portal : True group but is still associated to the selected Item type and category. 

Attention: For clients that used the former portal, saving documents to the Forms Item type is no longer required to send a document to the InteliChart Patient Portal.