FAQ - Document Management

What is the difference between a Document Management Document and an EHR Document?

An EHR document is created in the NextGen EHR application by selecting a Document from a template or the Documents Module (bottom of the History Toolbar). EHR Documents utilize macros to extract information from templates and generate letters or visit summaries. Some common EHR Documents are Master_IM, ORT_Master, and Chart Note.
A Document that is scanned into a patient’s chart, or imported using the Document Management application, is an Image, or a picture of a letter, EKG, X-ray, etc. These are known as Document Management Images and are commonly referred to as “Documents”. This article will discuss Document Management Documents.

What is the difference between a document and a page?

A document, such as a letter, can have multiple pages.

What is the difference between a Document and a Category?

Each Category can contain many different Document Types. For example, the Radiology Category may contain Document Types for X-rays, MRI, Scans, etc. End-users will see the categories in EHR and PM. The person filing the images will select the Document Type.

What if a Document Management Image is in the wrong patient’s chart?

You can re-file any document that was scanned to a patient’s chart via Document Management by opening the document in the Document Management application (from EHR > right click > open in Document Management) > Select the re-file button that looks like a hand filing (same as the file button, but now named refile) > select the correct patient > File.

What if a Document Management Image is filed under the wrong Document Type in a patient’s chart?

You can re-file any document that was scanned to a patient’s chart via Document Management by opening the document in the Document Management application (from EHR>right click > open in Document Management) > Select the re-file button that looks like a hand filing (same as the file button, but now named refile) > select the correct Document Type > File.

Can I hide a Document that was filed in a patient’s chart?

Sure, but it can only be performed using the NextGen Document Management application.

How do you hide a document scanned to a patient’s chart using NextGen Document Management?

Open the page in the NextGen Document Management application. Select the “Groucho mask” icon to hide the page. If there are multiple pages, select the hide icon for each page.
How do I remove a scanned image from a patient’s chart?

Does the user need rights to hide a document scanned to a patient’s chart using NextGen Document Management?

Yes. These Rights are found in: System Admin > Select the group > Rights> Operations > Imaging > Delete Document.
If the user is in more than one group, the “most secure” right will override another group.

Can I delete a document instead of just hiding it?

In the Document Management application, you can choose the icon labeled “Move Page to Lost Page Batch,” or you can refile the document to a test patient. After a document has been posted, the option to hard delete is disabled.

I am unable to view the document, but other users can see it.

Every Document Type has its own security settings. If a user doesn’t have permission to view a specific document type, they won’t be able to see the document in the EHR, PM, or Document Management systems. To set the security, go to File Maintenance > Document Types > select any Document Type > Security. Here, you can filter by the security group or the Document Type. If a user belongs to multiple groups, the highest level of security will take precedence.

How do I add a scanned document to an encounter on the EHR History Toolbar?

Add the encounter number to the document type in File Maintenance>Document Type and check “auto search”. The end-user will select the encounter during the filing process.