Help : Documents

Documents Block

A patient's documents block contains all of the documents that have been added to the patient's file, tabbed by type, shown in reverse chronological order. By default, the unreviewed documents tab is open and Key Documents are shown in a box to the right. Any document that should appear prominently can be flagged as a key document either in the document add/edit dialogue by checking the box for "Flag this as a Key Document" or by right-clicking on the document and selecting "Flag."

Document Types
Key Documents Key documents include any documents in the patient's file that have been flagged because they should appear prominently in a box at the right side of the Documents block, in addition to appearing under the applicable documents tab.
Unreviewed Unreviewed documents have been added to the system but need to be reviewed by a doctor, and may need to be categorized.
Labs Lab documents relate to medical tests (other than scans or radiological results, which are categorized separately), such as documents showing the results of bloodwork or urinalysis.
Radiology Radiology documents relate to X-Rays, CT scans, ultrasounds, MRIs, and the like.
Consults Consults documents are patient documents sent from another practice, generally in response to a request from your practice.
Procedures Procedures documents relate to mammograms, colonoscopies, and the like.
Misc The Miscellaneous tab is for any current patient documents that don't belong elsewhere.
Old Med. Records Old Medical Records are any medical records from before the patient joined the practice, or before the practice adopted the EMR. Or they may be records sent from another practice that are not directly relevant to the patient's current care, but should nevertheless be included in the patient's file.
Faxes The Faxes tab archives any faxes sent through the EMR regarding this patient. It may also include faxes that were sent to the practice (either if your practice has opted to recieve faxes via the EMR or if the fax is added like any other document), though these should usually be categorized according to whether they relate to lab results, procedures, consults, etc.
Invoices The Invoices tab archives all invoices that have been created from this patient's file.

Help: Add New Document

Add Document Pop Up

To add a new document, click on the plus icon in the upper right-hand corner of the documents block. You may browse the hard drive of the computer you are using to add an existing file, or click on "Enter Text Instead" in the upper right-hand corner of the Add New box.

To add more than one document at a time, click on "Upload Multiple" in the upper righthand corner of the Add New box.

Choose a title for the document, which must be unique among the patient's documents in order to avoid confusion. Designate the document type or leave it uncategorized, in which case it will remain on the Unreviewed tab until it is reviewed and categorized by a doctor. Indicate whether the patient has been notified or that patient notification is not necessary and, if desired, add notes.

If the document should be reviewed by a doctor, make sure the box is checked (checked by default) and use the dropdown menu to indicate which doctor, or that any doctor may review. Add the document to the patient's past medical history by checking the box. A document that is added to a patient's PMH will appear in the PMH Block on the patient's dashboard, as well as in the documents section.

Help: Multi-Document Uploader

Multi-document uploaderThe multi-document uploader lets you add multiple documents to a patient's file at once, either by dragging and dropping files from your computer into the "Upload Multiple" pop up, or by clicking in the open space in the "Upload Multiple" pop up to browse your computer and select files for upload.

Once the files have been added to the Upload Multiple pop up, you can edit the file names, select the document types, specify whether each document should be visible to the patient via the portal, and set whether the document needs to be reviewed by a doctor. If you've made any changes to the default values for a document, click "Save Edits". When you're finished, click "I'm Done. Close this uploader."

Help: Review Documents

Clicking on any document, reviewed or unreviewed, will pull up a large reviewing window, which displays the document on the left and contains document actions along the top and to the right. Clicking "Review All Unreviewed Docs" in the Documents block will pop up reviewing boxes for every unreviewed document in that patient's file, one behind the other.

Document Review Pop Out

Review Document Window Functions
Needs to be Reviewed by Doctor (checkbox) Check the box to indicate that the document should remain in the Unreviewed tab and, if desired, indicate which doctor should review.
Open Doc Icon Open in New Tab Click the icon to open the document in a new browser tab. Alternately, use the link below the save buttons to open the patient's dashboard page in a new tab. This is helpful if you need to view patient document(s) and other parts of the patient record simultaneously or side-by-side. However, to view alongside an open encounter note, use the "Save and re-open in a new SOAP note" link below the save buttons.
Print Icon Print Document Click the icon to open the browser's print function to print the document.
Title Change the title of the document.
Type Select the document type from drop-down menu.
Results

Use the drop-down menu to indicate whether the results shown in the document are: Normal, Uncertain/Borderline, or Abnormal.

Follow Up Indicate that follow up is not needed or select a follow up date using the drop-down menu.
Patient Notification Use the radio buttons to indicate that notification is not needed, that the patient has not been notified, or that the patient has been notified. Use the drop-down menu to indicate how the patient was notified, if applicable. Click on the Email Icon Email Patient icon to open a new email to the patient using your browser's default email settings. You can also send a notification by patient portal if the patient has portal-access enabled.
Notes/Results Enter any notes or key results in the WYSIWYG editor.
Flag this as Key Document Use the checkbox to flag the document as a key document that will appear prominently in the Documents block on the patient's dashboard
Add to Past Med History Use the checkbox to add the document to the patient's past medical history. A document that is added to a patient's PMH will appear in the PMH block on the patient's dashboard, as well as in the documents section.
Show in Pt's Online Portal? Use the checkbox to indicate whether the document should be viewable by the patient via his or her online Patient Portal account.
Save and Reopen in a new encounter note Use the link to save changes to the document and reopen it in a new SOAP/encounter note, for example so that you can discuss test results with the patient during a patient encounter.
Match to Open Orders If there are open orders for the patient or orders that are already associated with the document, they will be shown in the review document pop out and you will have the option to use the checkbox beside each open order to match or unmatch the document and the order(s).

Once you have reviewed a document, you may Save as Unreviewed (saves any changes but leaves the document in the unreviewed tab of the Documents block) or Save Changes (saves any changes and files the document by document type).

Help: Notify Patient of Lab Result by Portal

When new results come in, you may want to notify the patient. MD HQ allows you to indicate how the patient was notified (by phone, in person) and also allows you to actively notify the patient via email or the patient portal. For security reasons, it's generally better to use the portal for transferring medical information, so we encourage you to use this feature.

When reviewing a document, if the patient has portal-access enabled, you'll notice a "Notify by portal" option next to the Notification section:
Use the portal to inform patients about new lab results

Simply click this option and a new text box labeled "Send notice about this document via portal" will appear. Any text you enter into this field will be sent to the portal as a secure message as soon as you save the document. Once a notice has been sent, any time you open the document in the future the notice that was sent will appear as an additional notes field on the document review screen.

*Note: once a notice is sent you cannot re-send a notice about the same document. If you need to send a follow-up notice about the document to the portal, simply use the normal "send message" function.

MD HQ also allows you to create a set of default messages that you can pull up, so you don't have to type your common notifications each time. To create (or use) preset messages, simply use the drop-down menu that appears under the new "Send notice..." text box. You can create as many presets as you would like.

Set preset messages to send to the portal

To use a preset message, just use this same dropdown message (a shortened version of the preset messsage will be shown in the dropdown after you've created it). Once it's selected, the content of the preset message will populate the "Send notice..." text field where it can be edited/customized before sending.