Document Manager

(Topic Last Updated On: 05/05/2010)

The Document Manager menu item on the Other Activities menu launches the Document Manager screen, which is used to link documents and files outside of Methasoft to patients in Methasoft, allowing users to be able to retrieve and view Word and text documents, pdfs, image files, and other files in Methasoft. The system divides documents into two types, 'Patient' for linking patient-specific documents to patient ID numbers, and 'Clinic' for linking facility-related documents, which can then be easily retrieved, viewed and downloaded by system users. Documents can be linked over networks from other machines, and the download option allows for downloading a copy of a remote file to your workstation.

Field Descriptions

Document Type

This field is used for selecting the type of documents that will be displayed on the grid. 'All', 'Patient' and 'Clinic' are available for selection in this field, and 'All' is selected by default so that all documents will appear when the screen is opened.

Document Name

This field displays the name of the document selected on the grid, excluding the file extension.

Document Type

This field displays the type of the document selected on the grid. 'Patient' documents are documents linked to specific patients, 'Clinic' documents are global documents that are not linked to specific patients.

Document Description

The field displays the entered description for the document selected on the grid. Descriptions are entered on the Link Document window in the 'Document Description' text field when a document is linked.

Linked By

The field displays the user ID of the user who linked the document selected on the grid.

File Extension

The field displays the file extension of the document selected on the grid, also known as the MIME type.

Grid Columns

Document Type

This column displays the 'Document Type' of each linked document, as selected on the Link Document window.

For Whom

This column displays the 'Patient ID' number for the patient each document is linked to.

Document Name

This column displays the 'Document Name' for each linked document, as entered or selected on the Link Document window, but excluding file extensions.

Linked By

This column displays the User ID for the user who linked each document.

Secure

This column displays a checkmark for each linked document marked as secure on the Link Document window.

Document Description

This column displays the 'Document Description' for each document, as entered on the Link Document window.

Command Buttons

Delete Document

Once a document has been selected on the grid, pressing this button will bring up a 'Delete Document?' message box, confirming you want to delete the link to the selected document. Pressing Yes then deletes the link.

Download

Once a document has been selected on the grid, pressing this button will bring up a standard 'Browse for Folder' window, for selecting a location on your computer to download the document to. Once a location is selected and OK is pressed, the document will download, followed by a 'Download Completed' message box, confirming the document downloaded successfully.

View Document

Once a document has been selected on the grid, pressing this button will open a Document (READ-ONLY) - (Document Name) viewer screen, displaying the linked document for viewing.

Link Document

Pressing this button will open the Link Document window for linking a document.

Procedures

How to Link a Document to a Patient
1.) Retrieve the patient who will be linked to the document in the main Patient ID field. 2.) Click on Link Document. This will open the Link Document window shown below. 3.) Click on Browse. This will launch the Open window shown below, which is a standard browsing window for locating and selecting the file you wish to link. 4.) On the Open window, select the file you wish to link, then press Open (or just double-click on the selected file). This will select the file and return you to the Link Document window, shown below this time with the details of the selected file. 5.) (Optional) Click on the 'Mark this document secure' checkbox if you want the document to only be viewable by users with access to secure documents. Leaving this field unchecked allows any user with access to the screen to be able to view the document. 6.) (Optional) Enter a description of the document in the 'Document Description' field. 7.) Click on Link Document. This will link the document to the retrieved patient, and return you to the Document Manager screen where the new link will appear on the grid.

How to Link a Clinic Document
1.) Click on Link Document. This will open the Link Document window shown below. 2.) Click on Browse. This will launch the Open window shown below, which is a standard browsing window for locating and selecting the file you wish to link. 3.) On the Open window, select the file you wish to link, then press Open (or just double-click on the selected file). This will select the file and return you to the Link Document window, shown below this time with the details of the selected file. 4.) Select 'Clinic' as the type of document in the 'Document Type' field. 5.) (Optional) Click on the 'Mark this document secure' checkbox if you want the document to only be viewable by users with access to secure documents. 6.) (Optional) Enter a description of the document in the 'Document Description' field. 7.) Click on Link Document. This will bring up the 'Associate With CLINIC?' message box shown below, confirming you want to link the document as a 'Clinic' type document. 8.) Click on Yes. This will link the 'Clinic' document and return you to the Document Manager screen.

How to Delete a Document Link
1.) Select the document link you wish to delete on the grid. 2.) Click on Delete Document. This will open a 'Delete Document?' message box, confirming you want to delete the selected link. 3.) Click on Yes to delete the link or No to cancel.

How to Download a Linked Document
1.) Select the document you wish to download to your computer on the grid. 2.) Click on Download. This will open a standard Browse for Folder window shown below, for selecting a location on your computer to download the document to. 3.) Browse to and select a location in the Browse for Folder window, then press OK. The document will download, followed by a 'Download Completed' message box, confirming the document downloaded successfully. Click OK to return to the Document Manager screen.

How to View a Linked Document
1.) Select the document you wish to view on the grid. 2.) Click on View Document. This will open a Document (READ-ONLY) - (Document Name) viewer screen, displaying the text of the linked document for viewing.

Considerations

Using this Screen When a Patient Isn't Retrieved vs. When a Patient is Retrieved

When a 'Clinic' type document is being linked, it doesn't matter whether or not a patient is retrieved in the Patient ID field. The document will still be linked to the clinic, which will appear in the 'For Whom' column of the grid for 'Clinic' links. 'Patient' document links cannot be created unless a patient is retrieved.

Deleting a Document Link

Pressing the Delete Document button while a document is selected on the Document Manager screen does not delete the actual document, but only the link between that document and the patient or clinic.

'Clinic' Documents

On the Security Administration screen, under the 'Other' object type, a security setting is available at the Group or User level to provide users access to 'Clinic' type documents. Users without this security setting enabled will be unable to access 'Clinic' documents.

'Secure' Documents

On the Security Administration screen, under the 'Other' object type, a security setting is available at the Group or User level to provide users access to 'documents marked as 'Secure'. Users without this security setting enabled will be unable to access 'Secure' documents.