How to manage documents

The Document Workflow System moves letters, reports, and clinical documents through drafting, approval, and distribution. Each step is usually performed by a different user (typist, doctor, distributor), and each user only sees the documents that need their attention.

The Document Workflow system

• Every document in the workflow has an Owner / Approver and an Assignee:
  • The Owner / Approver is the user whose name appears on the finished document (for example, the doctor on a referral letter).
• The Assignee is the user currently working on the document (for example, the typist preparing it).
• A document only enters the workflow when Use Workflow is ticked on the Classify screen (letters and documents) or the Info screen (clinical reports).
• Clerical items such as appointment reminders or consent forms are usually left out of the workflow, with the assignee and approver set to the same user.

Open Document Management

You can open Document Management in four ways:

• Select Workflow > Document Management from the menu bar.
• Select the Documents widget or Clinical Records widget on My Dashboard.
• Select the Document Workflow button in the Clinical Summary tab.
• Select the Workflow button in the Clinical Records tab.

Choose your view

The window has two tabs. Select the tab that suits your workflow:

• Document Management Tab - list view with sortable columns for patient, status, assignee, priority, and duration.
• Previewer Tab - shows a preview of the selected document alongside the list. Useful when reviewing content before actioning.

Filter your view

Use the filters at the top of the window to control which documents are displayed.

Work filters

• My Work - documents where you are the creator, assignee, or owner/approver.
• My Workgroup - documents assigned to your Document Group (e.g. DM-Doctor, DM-Typist).
• Delegated Work - documents from users who have delegated their work to you.
• Assigned Work - documents where your work has been assigned to another user.
• All Work - all documents regardless of assignment.

Date filters

• Tick Include Records Created During to restrict results created in a specific date range.
• Select a date range using the calendar button, or click Default to restore the default view (today plus the prior 18 months).

Document type filters

• Use the Clinical, Letters, or Clinical & Letters buttons to narrow results by document type.

Document statuses

Each document moves through a series of statuses. What you see in Document Management depends on your Document Management Role.

Document notes and specifications

Each document in the workflow has a Notes panel. Use it to record instructions for the next user in the chain or to flag specific handling. Notes can be added or edited from the Note column in the Document Management tab, the right-hand panel of the Previewer tab, or the Note  button at the top of Clinical Records.

The Notes panel includes the following options:

• Attachments Required - flags that attachments need to be added or reviewed before the document is finalised.
• Attention Required - holds the document back from distribution until the flag is cleared.
• Creator or Assignee to Approve - allows the assignee to finalise the document instead of the Owner / Approver. Use this when the assignee does not have permission to finalise on their own (for example, a secretary tidying formatting on a doctor's behalf).

• Copies Inc Original - sets how many copies should print when the document is distributed.

  

Action a document

To move a document forward or backward in the workflow:

1. Click the document in the list to select it.

2. Select the Next State icon to advance to the next status (e.g. final), or Previous State to return it (e.g. back to Correction).

   

3. Alternatively, click directly in the State column for the document to select a status from the drop-down.