Electronic File Management Functionality

The options available at the top of the screen will allow for different actions to be taken within Electronic File Management.

View File

The View File option will allow the file to be displayed on the bottom of the screen.

Change File

The Change File option will allow the file to be moved to another account, re-titled or deleted.

The following is an explanation of each option within Change File:

•Move File: After selecting the file to be moved, select the Change File icon. The Move File tab will be used to transfer the file to a different patient Account or Profile. Select whether the file needs to be moved to an Account or Profile. Then use the search option to find the account/profile by Name or Number. Select Ok to display the search results. Highlight the desired account and select a reason that best describes why the file is being moved from the Reason lookup. Select Save in the top left to transfer the file. The following message will appear. Select Ok to complete the transfer or Cancel to exit without moving the file. After the file has been moved, it may be viewed from the account it was originally attached to. Files transferred from accounts will be flagged by being highlighted in red. The audit log for the file will be updated to reflect the transfer.

•Retitle File: After selecting the file to be retitled, select the Change File icon. The Retitle File tab will be used to change the title of the file. Once the tab is selected, the Image Titles from the Image Titles table will appear. Highlight the title which will replace the current name of the selected file. Next select Save in the top left to change the title of the file. A warning message will appear stating the current name of the file and the new name. Select Ok to complete the title change or Cancel to exit without changing the file name. The audit log for the file will be updated to reflect the title change.

•Delete File: After selecting the file to be deleted, select the Chang File icon. Select the Delete File tab. The Reason Codes from the Delete/Move Reasons table will appear. Highlight the Reason the selected file will be deleted. Next select Save in the top left to delete the file. A warning message will appear stating the name of the file being deleted and the Reason for deletion that was selected. Select Ok to delete the file or Cancel to exit without deleting the file. After the file has been deleted from an account, it may still be viewed. Deleted files will be flagged by being highlighted in red. The audit log for the file will be updated to reflect the date and time of deletion.

NOTE: A warning has been added when trying to access deleted images: "The electronic file you selected has been deleted. You have permissions to view this file for historical purposes. Do Not make clinical decisions based on the information in this file and Do Not disseminate this information to others". There is also an "I agree" and "I disagree" radio button that has to be selected.

NOTE: Within MP EHR, if a file has been deleted from Electronic File Management the status will display as "Deleted" in the corresponding yellow tab on the patient's narrative.

View Audit Log

The View Audit Log option will display an audit trail for the highlighted file. This shows the date, time, employee's user login name and action, if any, performed on this file. Selecting the magnifying glass icon in the top left corner of the screen will display this log in Adobe format.

Add Comments

The Add Comments option displays existing comments on the account and allows new comments to be entered. Select Save after entering the comments.

View Comments

The View Comments option displays the comments associated with a file. The date, time and name of the employee who entered the comments will appear if using employee sign on. This is a view only option.

Options

Options