Related Documents

Use Related Documents to upload, scan, send, and manage files for patients and staff members.

About Related Documents

In ClinicTracker, file management for patients and staff members is done through the Patient and Staff Related Documents. Patient and Staff Related Documents can be used for uploading, scanning, managing, encrypting/decrypting, sending, and viewing different types of files.

Uploading a File to Patient Related Documents

Go to Patients > Related Documents.
Or go to Patients > Patient Dashboard > Click the Related Documents button.
Select a Patient.
In the Related Document Details section, select a Document Category.
Type in a Description of the file.
Click the binoculars to Select a File on Disk, or click the Scanner icon to Acquire a File from a Scanner.
If needed, type information into the Comments section.
Save.

Note: You can access Patient Related Documents in any form where you see the

icon, for example, Patient Demographics, Patient Dashboard, and Patient Contacts.

Note: To Encrypt or Decrypt a file click the Key button in the File Path section and follow the prompts.

Viewing Existing Files

Go to Patients > Related Documents.
Or go to Patients > Patient Dashboard > Click the Related Documents button.
Select a Patient.
Double-click an entry from the Related Document list.
Click the View File button on the Related Documents form.
View CCD, CCR, and C-CDA with Styles by clicking the down arrow on the View File split menu.

Uploading Multiple Related Documents at Once

Go to Patients > Related Documents.
Or go to Patients > Patient Dashboard > Click the Related Documents button.
Click the Upload Multiple Files button.
The Upload Multiple Files form will load, where you can click the Add Files button or drag files from your desktop onto the upload form.
Type in a Description.
If needed, type in Comments.
Save.

Scanning Related Documents

Go to Patients > Related Documents.
Or go to Patients > Patient Dashboard > Click the Related Documents button.

Fill in the required information and click the scanner icon .
If prompted, choose your scanner (or choose TSScan if using the ClinicTracker Hosting Service).

Select Black and White or Color, then click Scan.

Enter a File Name and select OK.

Sending a File from Related Documents

Go to Patients > Related Documents.
Or go to Patients > Patient Dashboard > Click the Related Documents button.

Click the envelope button and click Send Message with Link to Document.
Add a recipient
Click File Link.
A prompt will display saying "Please be sure to select a file in a location that is accessible to the recipients (e.g. a networked drive) as opposed to your local C:\ drive."
Click OK.
Select a file and click Open.
Click Yes or No to the prompt asking "Would you like to copy this file to a special network folder so all users will have access?"
Enter the name of the Link To File which will display in the body of the message.
Send.

Note: In the Actions section you can clone information to all records, by clicking the Clone button.

Add/Disable Document Category Names

To add your document categories to the Document Category Input drop-down on Related Documents, go to Utilities > Maintenance > Related Document Category Input.

Type a Category Name in the text box.
Save.

To disable previously entered category names:

Double-click a category from the list.
Click the Disabled radio button.
Save.

Note: Use Filter Records to search for category names. Click the Disabled checkbox to locate any disabled categories.

Staff Related Documents

Just like Patient Related Documents, the Staff Related Documents will allow you to import saved or scanned files into a Staff Member’s user profile. Administrative users can access any Staff Related Documents from the Staff Menu or from user-specific Staff Info forms.

To upload a file to Staff Related Documents

go to Staff > Staff Related Documents.
Or go to Staff > Staff Info > Additional Options tab > Related Documents.
Select a Staff Member.
In the Related Document Details section, select a Document Category.
Type in a description of the file.
Click the binoculars to Select a File on Disk, or click the Scanner icon to Acquire a File from a Scanner.
If needed, type information into the Comments section.
Save.

Note: To view files and add multiple Staff Related Documents, follow the same directions for Patient Related Documents written above.

Additional Resources