Patient Summary - Documents

The Document Grid is displayed on the Documents tab in the Patient Summary view. The Document Grid provides an organized way to view the selected patient's documents. 

Note: In the Document Grid, the system displays all documents your practice or facility received pertaining to the selected patient. Access the patient's Document Grid if an expected result is not in the Results Inbox.    

Help Topics on This Page

Go to a Patient's Documents
- Search Mode
Document Grid Views: Category; Date; Visit
Grouped By
- Expand/Collapse Folders 
Check All/Uncheck All
- Open All/Close All
Filters
Columns 
Sort
View and Print One Document
Multiple Copies of the Same Document
- Actions:  View Documents
- Actions:  View Documents Without Breaks
- Actions:  Send to My EMR
- Actions:  Save Document List (formerly Print Tree) 

Go to a Patient's Documents

A patient's documents can be accessed from:

  • Secure Messaging Inbox - all tabs, i.e., Inbox; Drafts; Sent; Archive; Notifications
  • Results Inbox
  • Search - Document Search; Patient Search
  • Orders Inbox

To go to the Document Grid view of a patient's documents, choose one of these options:

  1. Click the Actions dropdown on the right side of a row. Choose  Documents. The patient's documents are loaded into the Document Grid view (formerly Document Tree) on the Documents tab in the Patient Summary view.
  2. Click the Patient Name hyperlink on the left side of a row. The Patient Summary view opens. Select the Documents tab. The patient's documents are loaded into the Document Grid view (formerly Document Tree) on the Documents tab in the Patient Summary view.
  3. Click the Actions dropdown on the right side of a row. Choose  Patient Summary. The Patient Summary view opens. Select the Documents tab. The patient's documents are loaded into the Document Grid view (formerly Document Tree) on the Documents tab in the Patient Summary view 

Search Mode

You can change your search mode from Patient Archive to Global and vice versa within the Patient Summary. The active selection is highlighted in gray. In the Document Grid view you will either see documents returned from the Patient Archive query or documents returned from the Global query.    

Example: If Patient Archive is selected and you want to search the global repository for a patient's global documents:

  1. For Search Mode: click Global; the Global box turns gray; the Search Reasons window opens.
  2. Read the warning message and select a search reason to continue; enter additional information as necessary; click OK to execute the Global query. 
  3. The Global documents are loaded into the patient's Document Grid. Note: The Patient Archive documents are replaced by the Global documents, i.e., documents from the Patient Archive query and documents from the Global query are not combined in the Document Grid view. In the Document Grid you will either see documents returned from the Patient Archive query or documents returned from the Global query. In many cases, the documents returned from the Global search will be the same as the documents returned from the Patient Archive search.  

Document Grid Views: Category; Date; Visit

There are three high level ways to organize a patient's documents for viewing in the Document Grid: (1) by Category; (2) by Date; (3) by Visit. The default view is Category. 
Note: The view that is active when you close the Document Grid will be the default view the next time you access the grid. 

Category View: 

Date View: 

Visit View: 

 

Grouped By

For each Document Grid View, i.e., Category; Date; Visit, there are default "Grouped By" attributes. You have the ability to change the "Grouped By" attributes to meet your needs while viewing a patient's documents. Your changes to the "Grouped By" attributes will not be saved when you close the Document Grid view. The "Grouped By" attributes will revert to the default the next time you access a patient's documents.   

Add to "Grouped By"

To add to the "Grouped By" attributes, click, drag and drop a column header into the Grouped By area. The column header will remain in place.

Remove from "Grouped By"

To remove an attribute from the "Grouped By" row, click the "X" next to the attribute name. The column header will remain in place.

Expand/Collapse Folders

Note: The default level of expansion that is displayed in your Document Grid view is controlled by a system setting. 

  • To expand a folder, click the right arrow icon. 
  • To collapse a folder, click the right angled icon. 
  • To expand all folders at once, click the Open All button:  
  • To collapse all folders at once, click the Close All button: 
  • At the document level, the multiple documents icon indicates that there are multiple copies of the same document. The most recent version of the document is shown next to the icon. Click the right arrow icon to expand the view. 
  • The expanded view lists all copies of the document.  

Check All/Uncheck All

  • Click  to select all the patient's documents. Select an action from the Actions list to perform against all of the documents. 
  • Click  to deselect all of the patient's documents. The view will remain expanded. 
  • To close the view, click Close All.    

Open All/Close All

To expand all folders at once, click Open All. 

To collapse all folders at once, click Close All. 

Filters

Use Filters to speed up your search for a patient's documents in the Document Grid view. Unlike the filters in the inboxes, your filter selections in the Document Grid do not persist from one log on session to the next. You can apply a filter when the Document Grid view is fully collapsed or at any level of expansion.  

  1. Click the Filters button - A dropdown list opens displaying the filter options.
  2. Select a filter. A window opens. At the top of the window is the name of the filter you selected ("Abnormal Indicator" in the example). 
  3. Under "Show items with value that:" either proceed with the default that is displayed in the box ("Is equal to" in the example), or make a selection from the dropdown menu. The available selections vary based on the chosen filter.
  4. In the next box, you are required to enter a value that pertains to the filter, i.e., letter, word, number, date, etc. ("y" in the example). 
  5. Optional Step: To apply And/Or logic to the filter, click Additional Criterion. Choose And/Or and enter your additional value, i.e., letter, word, number, date, etc.  
  6. Click Submit to apply the filter; the filtered documents are loaded into the Document Grid view.
  7. A filter icon is displayed next to any column header that is applied as a filter.  
  8. A filter icon is displayed in the Filters dropdown list next to each applied filter.  
  9. When filters are applied, the number of documents that meet the criteria, and the total number of documents, are displayed alongside a blue box indicating the results are filtered.  
  10. Repeat steps to apply more filters.     

Clear Filters

  • To clear all filters at one time, select "Clear Filters" at the bottom of the Filters dropdown list. 
  • To clear individual filters, you have two options:
    1. Click the filter icon next to the column header.  The filter window opens. Click Clear.  
    2. Click the Filters button. On the dropdown list, click the filter you want to clear.  The filter window opens. Click Clear.  

Columns 

  • The default columns displayed in the Document Grid are configured at the system level and may also be configured according to group/role.  
  • The columns persist across all three views (Category, Date, Visit), i.e., you can't have one set of columns for the Category view and a different set of columns for the Date view. 
  • At the user level, you have the ability to change the default columns, but once changed, there is no system mechanism to reset your columns to the default configured for your system/group/role.  

To change the default columns:

  1. If you want to be able to manually reset the columns to the system/group/role default, make a note of the active columns prior to making any changes. Remember, there is no system mechanism to reset the columns to the default, you would have to do it manually.
  2. Click the Columns button 
  3. Check or uncheck a column name in the listbox. The columns in the grid will update each time you click a check box. Repeat to make additional changes.
  4. The selected columns persist across all three Document Grid views.

To manually reset the columns to the system/group/role default:

  1. Find your notes listing the columns in place before you made any changes (See Step 1 under "To change the default columns").
  2. Click the Columns button 
  3. Using your notes as a guide, check or uncheck a column name in the listbox. The columns in the grid will update each time you click a check box. Repeat until the columns in the grid match the system/group/role default columns as documented in your notes.

Change the width of columns by using the mouse 

To change a column width, drag the vertical boundary on the right side of the column header until the column is the width that you want.

Sort

If you want to sort the Document Grid, select any column header field. An up arrow () indicates an ascending sort order, for example, a to z; 1 to 10; oldest date to most recent date. A down arrow () indicates a descending sort order, for example, z to a; 10 to 1; most recent date to oldest date. The sort is specific to each grouping within the active view.

View and Print One Document

Complete the following steps to view and print one document from the Documents tab in Patient Summary:

  1. Select one of the following options and complete the steps to select a document:
    • Highlight Option
      1. Position your pointer over the document row to highlight the row.
      2. Select the row. The Document Viewer opens and the document is displayed.
    • Check Box Option
      1. Select the document's check box.
      2. Select  View Documents from the Actions list. The Document Viewer opens and the document is displayed.
  2. Select Print on the Document Viewer toolbar.
  3. Make your browser-specific print selections and print the document.
  4. Select Close to close the Document Viewer and return to Document Grid. 
  5. If you want to deselect the document, select its check box.

Note: The Provider Portal application does not support functions provided by your Web browser context menu such as print, select all, and copy. Your Web browser context menu is suppressed in the application's Document Viewer. When you right-click within the Document Viewer, an "Unsupported Action" message is displayed. Click here for more information about printing within the Provider Portal application.

Multiple Copies of the Same Document

  • At the document level, the multiple documents icon indicates there are multiple copies of the same document. The most recent version of the document is shown next to the icon. 
  • Click the right arrow icon to expand the view to see all copies of the document. 

Actions:  View Documents

When at least one document is selected, the  View Documents function is available in the Actions list.

Complete the following steps to view one or more documents using  View Documents

  1. Expand folders until you see documents listed.
  2. Select each document's check box.
  3. Select  View Documents from the Actions list. The Document Viewer opens and the documents are displayed.
  4. If you want to print the documents, complete the following steps:
    1. Select Print on the Document Viewer toolbar.
    2. Make your browser-specific print selections and print the documents. The documents print with page breaks.
  5. If you want to download the documents, complete the following steps:
    1. Select Download on the Document Viewer toolbar.
    2. Complete any browser-specific steps to complete the download.
  6. Select Close to close the Document Viewer and return to Document Grid.
  7. If you want to deselect specific documents, select their check boxes.
  8. If you want to deselect all documents, use Check All and Uncheck All.

Note: The Provider Portal application does not support functions provided by your Web browser context menu such as print, select all, and copy. Your Web browser context menu is suppressed in the application's Document Viewer. When you right-click within the Document Viewer, an "Unsupported Action" message is displayed. Click here for more information about printing within the Provider Portal application.

Actions:  View Documents Without Breaks

When at least one document is selected, the  View Documents Without Breaks function is available in the Actions list. Use this function if you want to make maximum use of the space on each page.

Complete the following steps to view documents using  View Documents Without Breaks

  1. Expand folders until you see documents listed.
  2. Select each document's check box.
  3. Select  View Documents Without Breaks from the Actions list. The Document Viewer opens and the documents are displayed.
  4. If you want to print the documents, complete the following steps: 
    1. Select Print on the Document Viewer toolbar.
    2.  Make your browser-specific print selections and print the documents. The documents print without page breaks.
  5. If you want to download the documents, complete the following steps:
    1. Select Download on the Document Viewer toolbar.
    2. Complete any browser-specific steps to complete the download.
  6. Select Close to close the Document Viewer and return to Document Grid.
  7. If you want to deselect specific documents, select their check boxes.
  8. If you want to deselect all documents, use Check All and Uncheck All.

Note: The Provider Portal application does not support functions provided by your Web browser context menu such as print, select all, and copy. Your Web browser context menu is suppressed in the application's Document Viewer. When you right-click within the Document Viewer, an "Unsupported Action" message is displayed. Click here for more information about printing within the Provider Portal application.

Actions:  Send to My EMR

For preauthorized users, the  Send to My EMR function allows you to select HL7-based results and reports from the Global Repository - Document Grid view and send them to your practice's EMR. Configuration and EMR interface connectivity, for the specific result types, is required to receive and process the HL7 document transactions. Interoperability interfaced documents, for example C-CDAs and CCDs, and other non-HL7 formatted documents, cannot be processed by the connected EMRs. Only result types supported by existing EMR interface connections are available for routing to your practice's EMR. You are alerted if you select a result that cannot be routed using this function.

Complete the following steps to route documents to your practice's EMR:

  1. From the Documents tab in Patient Summary view, if Global Search Mode is not selected (gray), click Global to execute a global document repository search. 
  2. Expand folders until you see documents listed. 
  3. Click the check box of each document you want to send to your EMR. Not all documents are routable.     
  4. From the Actions list select  Send to My EMR. The Send to My EMR window opens. A no symbol () in the Routable column means the document cannot be routed.
  5. Select the Routing Physician from the list.
  6. Click Send.    

Actions:  Save Document List (formerly Print Tree)

Use   Save Document List to save or print a list of all documents displayed in a patient's Document Grid. If filters are applied, the documents that don't meet the search criteria are not included in the list because they are not displayed. Whether a document is checked is not a factor in creation of the list. The list is based on the level of expansion active in your Document Grid when you select the function. Therefore, you likely want to begin by expanding all folders.  

  1. Select Open All to expand all folders.  
  2. Select  Save Document List from the Actions list. The Document Viewer opens and the document list is displayed.
  3. If you want to print the document list, complete the following steps:
    1. Select Print on the Document Viewer toolbar. 
    2. Make your browser-specific print selections and print the document list.
  4. If you want to download the document list, complete the following steps:
    1. Select Download on the Document Viewer toolbar.
    2. Complete any browser-specific steps to complete the download.
  5. Select Close to exit the Document Viewer and return to Document Grid.

Note: The Provider Portal application does not support functions provided by your Web browser context menu such as print, select all, and copy. Your Web browser context menu is suppressed in the application's Document Viewer. When you right-click within the Document Viewer, an "Unsupported Action" message is displayed. Click here for more information about printing within the Provider Portal application.

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