EMC Documentum Connector for Epic

Transcription

1 EMC Documentum Connector for Epic Version 1.9 Quick Reference Guide EMC Corporation Corporate Headquarters Hopkinton, MA

2 Legal Notice Copyright EMC Corporation. All Rights Reserved. EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice. THE INFORMATION IN THIS PUBLICATION IS PROVIDED AS IS. EMC CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO THE INFORMATION IN THIS PUBLICATION, AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Use, copying, and distribution of any EMC software described in this publication requires an applicable software license. For the most up-to-date listing of EMC product names, see EMC Corporation Trademarks on EMC.com. Adobe and Adobe PDF Library are trademarks or registered trademarks of Adobe Systems Inc. in the U.S. and other countries. All other trademarks used herein are the property of their respective owners. Documentation Feedback Your opinion matters. We want to hear from you regarding our product documentation. If you have feedback about how we can make our documentation better or easier to use, please send us your feedback directly at ECD.Documentation.Feedback@emc.com

3 Table of Contents Revision History... 5 Chapter 1 Overview... 7 About Epic EMR... 7 What is Connector for Epic?... 8 Epic EMR ROI Module... 8 C4E Architecture... 8 C4E User Interface C4E EpicCare Integrator Welcome Kiosk Service Configuration Utility Chapter 2 Features of C4E Scanning Documents to Documentum Batch Scanning Documents to Documentum Importing Documents to Documentum Organizing Multiple Documents Batch Importing Documents to Documentum Viewing Documents Stored in Documentum File Types Supported by Documentum Viewer Publishing ROI Packages Medical Records Admin User Interface Chart Deficiency Tracking Explanation of Benefits Integration XDS Registration and Deregistration HL7 Message Implementation for EOB Thumbnail View of Documents C4E Search Chapter 3 C4E Administrator Tasks Printing a Document Changing the Document Type and Deleting a Document Creating a Deficiency Deleting a Deficiency Editing a Deficiency Chapter 4 C4E End User Tasks Scanning a Document Importing a Document

4 Table of Contents Viewing a Document Printing a Document Signing a Deficiency Searching a Patient Document

5 Revision History Revision Date February 2016 Initial publication. 5

6 Preface 6

7 Overview Chapter 1 This chapter provides an overview of Epic Electronic Medical Record (EMR), Connector for Epic (C4E), C4E architecture, C4E user interface, C4E EpicCare Integrator, and Welcome Kiosk Service configuration utility. About Epic EMR All healthcare enterprises need an effective system to record patient information, from the registration stage till the discharge of the patient. EPIC is one of the vendors who provides an EMR system that enables enterprises to efficiently track and manage patient data. An EMR is a digital version of a paper chart in a clinician s office. It contains the medical and treatment history of the patients in one practice. An EMR allows a clinician to track data over time, easily identify patients who are due for preventative screenings and check the readings of their vital parameters. An EMR also allows a clinician to monitor and improve overall quality of care within the practice. Epic s EMR helps enterprises to share documents across healthcare organizations adhering to the protocol set by International Health Enterprise (IHE). Enterprises are network of hospitals that follows the same schema of procedure for patient management. Epic EMR, although a robust system, falls short of a complete patient centric view with most of the patient s health information unavailable for view in electronic format. Not having a proper framework to manage unstructured data such as documents, audio, and images further inhibits the ability of the organization to present the clinicians a complete view of patient records. As a result, majority of the content that comprises the patient record resides outside Epic EMR in multiple formats and in silos without easy access or facility to share. This leads to incomplete patient records, and clinicians are forced to make treatment and diagnostic decisions with incomplete information, which leads to repeated tests due to inadequate access to a complete view of patient history. Inadequate access to patient information leads to ineffective care, increased medical errors, and duplicate medical tests, thereby increasing costs and information security concerns. As a result, structured data and unstructured content management capabilities are becoming essential to extract, aggregate, analyze, and archive patient information in an integrated way. 7

8 Overview What is Connector for Epic? C4E is a utility that EMC designed to meet the patient information management challenges of Epic EMR system by providing access to all patient-related information throughout its lifecycle enabling your organization to: Aggregate: Structured and unstructured data is aggregated to form a consolidated view of the patient while adhering to healthcare standards such as Health Level Seven (HL7). The aggregated content can be searched and analyzed as required. Share: Securely exchange healthcare information with every clinician across the enterprise regardless of their location with the support of IHE standard for XDS, XCA, and basic patient consent. Transform: New and existing applications are transformed with automated processes and workflows that support the relationships between healthcare organizations. C4E integrates Epic EMR with the Documentum Repository and enables healthcare providers using Epic EMR to access patient records that are stored in the Documentum Repository. The C4E package contains C4E and the Epic EMR Release of Information (ROI) module. Epic EMR is a client-server electronic medical record application. The client part is called Epic Hyperspace and is typically installed on a PC. The Hyperspace client connects back to a cache database running on servers in the datacenter. C4E enables the Epic Hyperspace client application to: Scan and store healthcare documents in a Documentum repository Upload healthcare documents to a Documentum repository View healthcare documents stored in a Documentum repository Epic EMR ROI Module The Epic EMR ROI module enables you to retrieve patient content stored in Documentum and then package and output that content as part of an Epic ROI package. The module converts all PDF documents to images before sending the content to the Epic viewer. The module converts each page of a multi-page PDF to a TIFF image. This module supports only PDF and TIFF file formats. C4E Architecture For all Desktop scan, view, and upload scenarios, the action is initiated through the Epic EMR workstation. Epic EMR calls C4E when scanning, viewing, or uploading content. C4E uses Documentum Foundation Services (DFS) Web Services to access the Documentum Repository when sending or retrieving content. C4E also provides Content Transformation Services (CTS) to enable thumbnail support for Epic Hyperspace users. Epic Hyperspace users can view the list of scanned documents in the form of thumbnails. Thumbnail support is provided by a.net Web Service that implements the Epic Image 8

9 Overview Retrieval API. When Epic EMR queries for thumbnails, the Epic Image Retrieval API retrieves thumbnails from Documentum and displays them on the Epic Hyperspace Media Manager tab. The following figure illustrates the C4E workflow: For batch scan and upload scenarios, high-volume scanners scan and upload documents to the Documentum Repository. The XDS Repository Server uses HL7 messages to inform Epic EMR about the new content. The following figure illustrates the batch scanning workflow: 9

10 Overview C4E User Interface The C4E UI provides options to scan, import, print, and view documents. The UI also provides options to organize documents if you import/scan multiple documents. The C4E UI for scanning, importing, and printing is available to the Epic Hyperspace users when they select the appropriate task from the Epic Hyperspace software. For example, the C4E scan and import interface appears when the Epic Hyperspace user clicks Scan. The C4E Media Viewer interface appears when the Epic Hyperspace user clicks View. C4E Admin UI C4E provides an additional UI for administrators to access the advanced Document Management System (DMS) functionality. You must configure the authentication ID to view the admin UI. The C4E admin interface provides the administrators, the options to: print when the Epic Hyperspace user clicks Print from the Epic Hyperspace. delete a document(s) change the document types of the scanned or imported documents if they are saved under incorrect document type create, edit and delete deficiencies in a scanned document The C4E UI consists of the following components: Title bar The title bar of the UI displays the patient information in the format <last name>, <first name> <MRN>. Task menu The task menu contains the following options: Menu Scan Import To scan a document. To import a document. View menu The following figure shows the different options that you can use while viewing the document: Document Organization pane The Document Organization pane displays the complete list of scanned or imported documents and enables you to categorize them into appropriate document types. You can hide or unhide the Document Organization pane by clicking >> or << respectively. By default, this pane is visible to the user. 10

11 Overview The following table shows the options available in the Document Organization pane: Field/Button Organize your document(s) below Displays the scanned/imported documents. Adds a document type node. Deletes the selected scanned/imported document. Document Types Save Document Data Moves the selected document a level up in the document organization tree. Moves the selected document a level down in the document organization tree. Lists the document types in alphabetical order. Allows you to select/type the description of the document. Saves the document title in the following format: <Document Type> - <> If is configured as Free Text in the C4E configuration utility, when you click Save Document Data, the title of the object gets updated in the following format <Document Type> - <> in Documentum Administrator. The title of the document gets updated in Documentum Administrator, only if is configured as Free Text in the C4E configuration utility. C4E EpicCare Integrator EpicCare is a module provided by Epic to allow external users of a healthcare organization to access the Epic environment. However, EpicCare does not permit external users to view all features of Epic EMR. That is, EpicCare allows external users to view only the permitted features and restricts access to the other features of Epic EMR. EpicCare Integrator is a C4E utility that integrates EpicCare with Healthcare Integration Portfolio (HIP) Repository. C4E EpicCare Integrator enables EpicCare to retrieve content from HIP Repository and then load the content into the EpicCare Viewer. This utility is required only for the Epic EMR customers who use the EpicCare module. EpicCare has its own EpicCare server that stores the content retrieved from HIP Repository. 11

12 Overview The C4E EpicCare Integrator provides an option to configure whether you want to retrieve the current version of a document or the one specified by the document ID (if the documents are versioned). The ProgID for C4E EpicCare Integrator is DCTM_EpicIntegration.EpicCareViewer. The following figure shows the C4E EpicCare Integrator workflow: Welcome Kiosk Service Configuration Utility Epic s Welcome Kiosk allows Epic users to provide patient documents to HIP Repository. Welcome Kiosk sends the patient documents provided by the users to a Document Management System (DMS) through the HTTP/HTTPS POST operation. DMS takes the payload, saves the document in its database, and sends an HL7 MDM T02 message back to the Epic database to create the document in the patient s record. C4E provides a WCF service for Welcome Kiosk that receives a patient document in XML format (as provided by Epic), stores it in DMS and sends an HL7 message back to Epic. The administrator can configure the location of patient folder using the C4E Welcome Kiosk Service configuration utility. For importing, Welcome Kiosk supports files of types PNG, GIF, TIF, JPG, and BMP only. 12

13 Overview The following figure illustrates the Welcome Kiosk Service workflow: 13

14 Overview 14

15 Features of C4E Chapter 2 This chapter describes the features of C4E. Scanning Documents to Documentum A patient arrives with referral letters, lab results ID cards, insurance information and so on to consult a clinician. The hospital administration staff must scan this information that is in paper form and make it available in electronic format. The Epic Hyperspace allows you to scan the documents and store them in the HIP Repository. You can scan the documents through the Epic Hyperspace user interface that has a Scan button on the Media tab of the UI. From the scanning interface, you can select the document type and click Scan. C4E ensures that the application saves the scanned document in the Documentum Repository. Documentum returns a unique object ID to Epic, enabling Epic to provide a link to the document on the Media tab. Batch Scanning Documents to Documentum You can schedule batch scans through a scan capture server that scans and uploads documents to a Documentum repository. The XDS Repository Server generates an HL7 MDM message containing the Documentum unique ID for each document uploaded to Documentum. It sends this message to Epic, enabling Epic to display the document ID with the corresponding patient ID on the Media tab. C4E does not specifically provide a batch scanning user experience. You cannot initiate batch scanning using the Scan button in Epic Hyperspace because batch scanning feature is provided only for ad hoc scanning requirements. Importing Documents to Documentum You can import documents or images through the Epic user interface. You must define the document type and then select the file to import. C4E ensures that the application saves the document in the Documentum repository. Documentum returns a unique object ID to Epic, enabling Epic to provide a link to the document on the Media tab. 15

16 Features of C4E Organizing Multiple Documents You can scan and import multiple documents in Documentum and organize those documents into the appropriate document structure. Package organization is required only if multiple documents are scanned or imported. When you import multiple documents, each imported document is considered as a single document. When you scan multiple pages, all the pages scanned in a single scan operation are considered as a single document. For multiple clicks, the pages scanned during each click correspond to a separate document. Batch Importing Documents to Documentum You can schedule batch upload to a Document repository through a high volume server. The XDS Repository Server generates an HL7 MDM message containing the Documentum unique ID for each document uploaded to Documentum. It sends this message to Epic, enabling Epic to display the document ID with the corresponding patient ID on the Media tab. C4E does not specifically provide a batch import user experience. You cannot initiate batch import using the Scan/Import button in Epic Hyperspace because batch import feature is provided only for ad hoc import requirements. Viewing Documents Stored in Documentum You can access the content stored in HIP Repository and view medical images and documents of a patient directly from the patient chart in Epic with one click. The Media tab under the appropriate patient context provides links to documents related to the patient. When you click the link, C4E retrieves the document from Documentum, and displays it to you through the integrated Documentum Viewer. If the viewer does not support the file type, Windows attempts to open the content with the default application for the file type. File Types Supported by Documentum Viewer TIFF GIF JPG JPEG JPE PDF DOC 16

17 Features of C4E PNG BMP txt The Documentum Viewer also supports other valid file types that you add. However, you can view a document only if the browser you are using supports that file type. The file types that are not supported by the browser are not displayed when you attempt to view the document. For example, documents in the PDF and TIFF formats are displayed in Safari but not in Chrome. Publishing ROI Packages The Epic EMR ROI module retrieves patient content stored in Documentum and then packages and outputs that content as part of an Epic Release of Information package. The Epic EMR ROI module receives a document ID link from Epic that corresponds to the object ID of a document in Documentum. The module then converts that links to content by retrieving the content from HIP and transforms it (if required) from PDF to an image format and sends the resulting image back to the Epic. If the HIP Epic EMR ROI module encounters multiple page PDF file, each page of the PDF file is converted to a TIFF image and sent back to Epic. Medical Records Admin User Interface C4E provides an additional User Interface (UI) for privileged users to manage document filing and categorization. You can access the admin UI by configuring the authentication ID of the admin user configured in the C4E configuration utility. The administrator group can print, change document type and description, and delete a document using the admin UI. The soft deleted documents are marked as unavailable. Print option is useful when the admin wants to print a scanned content, re-scan it and associate it to the right patient, if the content was initially scanned and associated with a wrong patient. Similarly, changing document type and description is useful when the administrator realizes that the document type selected while importing was incorrect and wants to change the document type and description of the imported documents to the correct type and description. A Change button is available in the UI to apply the changes. This button is disabled when you select the current document type. However, when you select a new document type, and select a new description, the button is enabled, and the background color changes from opaque to green as an indication to the user. When the button is clicked, the document type is saved, and a confirmation prompt is displayed. Chart Deficiency Tracking The administrator checks all the patient charts to verify whether a physician must digitally sign the charts. If signatures are required, administrators identify the physicians who need to provide their 17

18 Features of C4E signatures and mark the locations in the documents where signatures are required. This is done using the chart deficiency module of Epic. When the physicians are identified, the administrator triggers a mail to the physicians notifying them to digitally sign the documents. The physicians, on receiving the notification, verify the documents and apply their digital signature by burning the signature on to the image. This becomes the new master image for that medical record. A patient chart is incomplete and unavailable for payment processing until the administrator checks the chart for deficiencies and receives the deficient patient charts digitally signed by the concerned physicians. Explanation of Benefits Integration Epic enables you to scan the Explanation of Benefits (EOB) documents and assign them to correct events in Epic. A patient chart that is verified and digitally signed by the physician is sent to the Coding and Billing section for payment processing. The Coding and Billing section issues the invoice to the payer who reviews the invoice and confirms the insurance coverage amount. The payers issue the EOB and checks to the hospital. Hospitals review the EOB line items and verify if the amount paid matches with the billed amount and the correct patient and encounter. The C4E integration allows you to scan the EOB documents issued by the payer and store them in Documentum in a file cabinet called <Payer cabinet>. You must create and configure this cabinet in Documentum prior to any EOB scanning because the scanning tool will not create the cabinet automatically. In the cabinet, EOB is saved in a folder with the Payer ID name. The scanning tool creates this folder if it does not exist already. C4E also allows you to import and view scanned EOB documents. At a time, you can scan or import only one EOB document. XDS Registration and Deregistration Whenever a document is created in the Documentum through C4E, it is successfully registered in the XDS Registry. Similarly, when a document is deleted by the administrator through the C4E admin UI, a deregistration job running in Content Server deregisters the document from the XDS Registry. HL7 Message Implementation for EOB When an EOB document is created in Documentum through C4E, C4E creates a ZBI entry in the Documentum outbound queue table. The poller reads the entries and creates an HL7 message with a ZBI segment containing all details about the EOB document. C4E sends this HL7 message to the MLLP port for sending it to Epic. 18

19 Features of C4E Thumbnail View of Documents C4E provides the Epic Hyperspace users a thumbnail view of documents. The thumbnail support is provided by a.net Web Service that implements the Epic Image Retrieval API. The Epic Image Retrieval API retrieves thumbnails from Documentum and displays them on the Epic Media Manager tab. C4E Search C4E provides the Epic Hyperspace users the search facility wherein the users can search for a patient s documents by clicking the Search Media button in Epic. On clicking the Search Media button, Epic launches the C4E Search web application. 19

20 Features of C4E 20

21 Chapter 3 C4E Administrator Tasks This chapter describes the administrator tasks for C4E. Printing a Document C4E enables the Medical Records admin team to print, re-scan, and associate the scanned content to the right patient, if the content was initially scanned and associated with a wrong patient. When the admin team finds that content has been incorrectly associated, the team first identifies the patient to whom the content was wrongly associated, prints the content, re-scans, and associates it with the correct patient. The admin then deletes the scanned content from the records of the patient with whom it was wrongly associated initially. 1. In Epic Hyperspace, go to Media Manager. 2. Click the document link. The admin UI appears with options to view, print, change the document type, and delete the document. 3. Click Print. Changing the Document Type and When viewing a document, using Epic Viewer, the Epic Hyperspace users with administrative privileges can change the document types if an incorrect document type was selected during importing or scanning. Administrators can also change the description of the document. You can find the options to change the document type, and description in the scanning interface. The Document Type list in the scanning interface shows the document types that are of the same category of the imported document. For example, each document type belongs to either one of the following categories Patient, Order, or Encounter. If the current document type belongs to Patient category, the list shows only the document types that belong to the Patient category. Epic administrators can change the document type by selecting the appropriate document type from the list. When the administrator changes the document type, subsequently the list also 21

22 C4E Administrator Tasks changes displaying the descriptions corresponding to the currently selected document type. The administrator can select an appropriate description based on the new document type. If the description is configured as Free Text in the C4E configuration utility, the administrator can edit the field. That is, the administrator can update the description or type a new description as required. If the description is configured as Categorized in the C4E configuration utility, the administrator cannot type any description in the field. The administrator can only select a subtype from the list of available options. 1. In Epic Hyperspace, go to Media Manager. 2. Click the document link. The admin UI appears with options to view, print, change the document type, and delete the document. 3. From the Document Type list, select the document type that you want to apply. 4. From the list, select an appropriate subtype. If the description is Free Text, you can edit the description or type a new description. 5. Click Change. This button is disabled when you select the current document type. However, when you select a new document type from the list, the button is enabled, and the background color changes from opaque to green as an indication to the user. 6. Click OK when the confirmation message appears. After the document type or description is successfully updated, HIP sends an MDM T02 message to Epic with the new document type and description. Epic processes the message and updates the existing Media Manager link with the new document type. Until the process is completed, the link on the Media Manager tab shows the previous document type. Deleting a Document 1. In Epic Hyperspace, go to Media Manager. 2. Click the document link. The admin UI appears with options to view, print, change the document type, and delete the document. 3. Click Delete. 4. From the Choose Deletion Reason, select the reason for deleting the document. The dialog-box to select the delete reason is shown only if the Require Deletion Reason option is selected in the C4E configuration utility. 5. Click Accept. If you want to cancel deletion, click Cancel. 6. Click Yes when prompted to confirm deletion. All the pages in the document are marked as unavailable when you click Delete. 22

23 C4E Administrator Tasks When the administrator deletes a document from the admin UI, it is marked as unavailable for the user and the document link is deleted from the Hyperspace Media Manager. Until the delete process is completed, the user can view the document link on the Media Manager tab. However, when the user clicks the link, no content is displayed and the user receives a message "Document is unavailable for viewing." Creating a Deficiency Signature deficiencies in a document indicate that the document needs to be electronically signed by a physician before it is marked as complete and available for payment processing. Epic administrators can add signature deficiencies in a scanned document by adding placeholders for providers (physicians) to mark their signatures. Administrators can also modify and delete deficiencies. The C4E Chart Analysis UI provides an interface for administrators to view the scanned document and add placeholders for signature deficiencies. 1. In Epic Hyperspace, click Analyze Scan to launch the C4E Chart Analysis UI. The Document List dialog box appears with a list of documents for which you must create deficiencies. 2. From Document List, select the document for which you must create a deficiency. 3. Click View Document. The first document in the list for which deficiency must be added appears. You can click > and < to navigate to the next page and previous page of a multi-page document respectively. You can click + and to zoom in and zoom out the document respectively. 4. Click Needs Signature. The cursor turns into a crosshair indicating the annotation mode. You can create placeholders for signature only when the cursor is in the annotation mode. This is a toggle button that switches between annotation mode and non-annotation mode each time you click the button. 5. From the Select Provider list, select a provider. When you select a provider, the name of the provider is copied to the Windows clipboard. You can also click Select Provider to copy the provider s name to the clipboard. 6. Click where you want to insert the placeholder for a physician s signature. The placeholder properties dialog box appears. 7. From the text area in the General tab, press Ctrl+V to paste the provider s name that was copied to the clipboard. You can also add instructions for the physician here, if required. 8. If you want to format the appearance of provider s signature, type or select appropriate values for the placeholder properties as described in the following table: Field General tab 23

24 C4E Administrator Tasks Field Display as icon Select to show the placeholder as an icon. If not selected, the placeholder appears as a text box. Advanced tab: Contains options to format the text that you typed in the text area of the General tab. Font Size Transparent Bold Italic Underline Strikeout Color Select a font size for the text that appears in the placeholder. Select to apply a transparent background for the text in the placeholder. Select to show the text in bold. Select to show the text in italics. Select to underline the text. Select to strike out the text. Click this option to open the foreground color palette. Back Color Select the color in which the text should appear in the placeholder and click OK. Click to open the background color palette. Select the background color of the placeholder and click OK. Information tab: This tab contains fields to specify the details of the user who creates the place holder. Type Creator Modifier Group 9. Click Apply. 10. Click OK after applying the settings. Shows the type of deficiency. Shows the name of the user who created the deficiency. Shows the name of the user who modifies the deficiency. Shows the group to which the user who created the deficiency belongs. After you add a placeholder, if you want to drag the placeholder to a different point, you must click Needs Signature again and then drag the placeholder to the required point. 11. Click Save to save and close the document. 12. Repeat Step 5 to Step 10 if you want to add more placeholders. 24

25 C4E Administrator Tasks Deleting a Deficiency 1. Select the deficiency that you want to delete. 2. Press Delete or right-click the deficiency placeholder and click Delete. 3. Click Save to save and close the document. Editing a Deficiency 1. Select the deficiency that you want to modify. 2. Right-click and select Properties. 3. Modify the settings. 4. Click Apply. 5. Click OK. 6. Click Save to save the changes and close the document. 25

26 C4E Administrator Tasks 26

27 Chapter 4 C4E End User Tasks This chapter describes the tasks that an end user can perform using C4E. Scanning a Document You can scan a document by using the basic scan settings or by using the advanced scan settings that are specific to the scanning device driver. Each scan corresponds to a separate document irrespective of the number of pages scanned during the scan. You can also scan EOB documents. 1. In Epic Hyperspace, go to Media Manager. 2. Click Scan & Import. 3. From the C4E user interface, click Scan > Choose Scanner. 4. Select the scanner. 5. Click Select. The scanner that you select applies only to the current session. You are prompted to select the scanner again when you scan the next time. 6. To perform Basic Scan (scanning a document using C4E scan settings): a. Click Scan > Basic Scan Settings. b. Select the scan settings as described in the following table: Field Scan Mode DPI Select the mode of scanning. For example, Color, Black and white, and so on. Select the resolution that you must use for scanning. For example, 200 DPI where DPI stands for Dots per Inches. 27

28 C4E End User Tasks Field Paper Size Paper Tray Page Sides Select the default paper size for scanning. For example, US Letter, US Legal and so on. Select the scan source. For example, Flatbed and Automatic Document Feeder (ADF). Select the sides of the page you want to scan. That is, only one side of the page or both the sides. For example, Double. By default, the scan settings that you configured in the Scanning tab of the C4E utility appear here. The settings are automatically saved when you select the settings. The total size of the scanned files in the working folder (configured in the C4E configuration utility) must be less than 200 MB because the maximum size of a file that C4E permits you to import is 200 MB. The size of a scanned file is greatly increased if you choose: a high value for DPI Scan Mode as color Page Sides as double Also, because the Max. Import Size permitted by C4E is 200MB, the larger the file size, the lesser the number of files you can scan or import at a time. Therefore, when scanning, ensure that the Scan Mode, Paper Size, Page Sides and DPI are selected in such a way that the size of the scanned file does not exceed 200MB. DPI has maximum effect on the file size, therefore reducing DPI can drastically reduce the file size. For example, EMC has tested the use of high quality full color scans of ophthalmology reports including optic disc cube color analysis. If the C4E users choose to scan the report double-sided in color mode with 600 DPI, C4E permits you to scan only maximum three pages. However, the same report scanned double-sided in color mode, with only 300 DPI, C4E permits you to scan maximum 14 pages. At 300 DPI, the quality of the scanned report is still high and you can interpret all data on the report easily. If you want to scan large quantity of files: split the files into loads less than 200MB or scan the files directly using a scanning software and then import using C4E in batches less than 200MB per scan For very large batches, EMC recommends the use of a scanning engine or a direct load into HIP (using a custom bulk-loading tool). c. Load paper. d. Click Scan > Basic Scan. 28

29 C4E End User Tasks If you have not selected the scanner, you will get the Select Device dialog box to select the scanner as described in Step 3. Otherwise, the utility proceeds to scan the image. When you click Basic Scan, the scanned image is stored in a temporary working folder. This working folder is the Working Folder you configured in the Scanning tab of the C4E configuration utility. Use the View options to view the scanned document. Viewing a Document, page 35 describes the different view options available in the View menu. 7. To perform Advanced Scan (Scanning a document using scan device driver settings): a. Click Scan > Advanced Scan. b. From the Profile Selection dialog box, select the appropriate profile. The profile options are device specific. c. From the Profile Selection dialog box, click Scan. A message prompting to load the paper appears. d. Load paper and click OK. 8. Specify the document details. a. If the scanned documents are EOB documents, type or select the document details as described in the following table. Otherwise, skip this step. Field New Payer Click to create a payer. When you click New Payer, the Payer Name and Payer ID lists change to text boxes where you can type the payer name and payer ID. If you specify a new Payer ID, you must specify a new Payer Name and if you specify a new Payer Name, you must specify a new Payer ID. This is to ensure that the combination of Payer ID and Payer Name is unique. If you do not want to create a new payer, click Reset to return to the selection mode where you can select the Payer ID and Payer Name from the list of options. 29

30 C4E End User Tasks Field Payer ID Click to automatically populate the list of options for Payer ID. Select a Payer ID from the list. The corresponding Payer Name is automatically shown in the Payer Name field when you click Finish. Payer Name A message appears if the Payer ID does not exist in Documentum. You can add a new payer by clicking New Payer and providing values for Payer Name and Payer ID. Click to automatically populate the list of options for Payer Name. Select a Payer Name from the list. The corresponding Payer ID is automatically shown in the Payer ID field. Note: If Payer Name does not exist in Documentum, a message is shown. You can add a new payer by clicking New Payer. Deposit Total Scan Type Mode Posting Department If the payer is new, type the name of the payer. Type the total amount deposited by the payer. C4E accepts only numeric values in this field. Select the type of billing. Select the batch type of the EOB document. Select the name of the posting department. This field is required if the billing type is Professional. b. If the scanned documents are not EOB type documents, click <Please select a document type>. The Document Types field and the field are enabled when you select <Please select a document type>. 30

31 C4E End User Tasks c. Type or select the document details as described in the following table: Field Document Types Select the document type under which you must save the scanned document in the repository. The document types are listed in alphabetical order in a list. The Document Type list shows the document types that are of the same category of the scanned document. For example, each document type belongs to either one of the following categories Patient, Order, or Encounter. If the current document type belongs to the Patient category, the list shows only those document types that belong to the Patient category. Type a description for the scanned document or select a description from the list. You can type a description only if you have configured the Mode as Free Text in the Scanning tab of the C4E configuration utility. If you have configured the Mode as Categorized, the list shows a list of descriptions from which you can select an appropriate description. The descriptions available in the list are related to the document type that you have selected. The description is saved as the Title of the document in Documentum. The EMC Documentum Connector for EPIC Installation Guide provides information about C4E configuration. 9. If you scan multiple documents, you can organize them by using the Document Organization pane as follows. Otherwise, skip this step. The following table shows the options available in the Document Organization pane: Field/Button Organize your document(s) below Displays the scanned documents. When you complete a scan, the scanned documents are displayed in this field as Page 1, Page 2, and so on in the chronological order. When you scan multiple pages at a time, all pages are treated as a single document and are displayed under a single node. 31

32 C4E End User Tasks Field/Button Adds a document type node. 10. Click Save Document Data. The document is saved in the following format: <Document Type> - <>.<file extension> For example, Admission Documents - Life certificate.tiff 11. Click Finish. Deletes the selected scanned document. Moves the selected document a level up in the document organization tree. The scanned documents are stored in the Documentum Repository. If you want to cancel the scan, click Cancel. Moves the selected document a level down in the document organization tree. Importing a Document The C4E scan and import interface enables you to import single and multiple documents. Each imported document is considered as a single document. The imported documents are stored in the Documentum Repository under the document type category that you selected from the C4E scan and import interface. You can also organize imported documents under appropriate document type. You need to organize the imported documents only if multiple documents are imported. C4E also supports importing EOB documents. Before importing EOB documents, you must install Datalogics PDF2Image (PDF2IMG.msi) to enable conversion of PDF documents to TIFF format. 1. In Epic Hyperspace, go to Media Manager. 2. Click Scan & Import. 3. From the C4E scan and import interface, click Import. The maximum size of a file that C4E permits you to import is 200 MB. Therefore, the total size of the imported files in the working folder (configured in the C4E configuration utility) must be less than 200 MB. 4. From the Open dialog box, select the document type that you want to import. The mime type list shows the mime types that are supported by C4E. For EOB documents, C4E supports only TIFF, JPG, and PDF mime types. 5. Select File name. 6. Click Open. 32

33 C4E End User Tasks Use the View options as described in Viewing a Document, page 35 to view the imported document. 7. Specify the document details. a. If the imported documents are EOB documents, type or select the document details as described in the following table. Otherwise, skip this step. Field New Payer Click to create a payer. When you click the New Payer button, the Payer Name and Payer ID lists change to text boxes where you can type the payer name and payer ID. Payer Name Payer ID Deposit Total Scan Type Mode Posting Department If you do not want to create a new payer, click Reset to return to selection mode where you can select the Payer ID and Payer Name from the list of options. If the payer is new, type the name of the payer. If the payer already exists, select the name of the payer. If the payer is new, type the ID of the payer. If the payer already exists, ID of the payer is automatically shown when you select a Payer name. Type the total amount deposited by the payer. C4E accepts only numeric values in this field. Select the type of billing. Select the batch type of the EOB document. Select the name of the posting department. This field is required if the billing type is Professional. b. If the imported documents are not EOB type documents, click <Please select a document type>. The Document Types field and the field are enabled when you select <Please select a document type>. 33

34 C4E End User Tasks c. Type or select the document details as described in the following table: Field Document Types Select the document type under which you must save the imported document in the repository. The document types are listed in alphabetical order in a list. The Document Type list shows the document types that are of the same category of the imported document. Type a description for the imported document or select a description from the list. You can type a description only if you have configured the Mode as Free Text in the Scanning tab of the C4E configuration utility. If you have configured the Mode as Categorized, the list shows a list of descriptions from which you can select an appropriate description. The descriptions available in the list are related to the document type that you have selected. The description is saved as the Title of the document in Documentum. 8. If you import multiple documents, you can organize them by using the Document Organization pane as follows. Otherwise, skip this step. The following table shows the options available in the Document Organization pane: Field/Button Organize your document(s) below Shows the imported documents. When you complete an import operation, the imported documents are displayed in this field as Page 1, Page 2 and so on in the chronological order. When you import multiple documents at a time, all documents are treated as separate documents and are displayed under separate nodes. Adds a document type node. Deletes the selected imported document. 34

35 C4E End User Tasks Field/Button Moves the selected document a level up in the document organization tree. Moves the selected document a level down in the document organization tree. 9. Click Save Document Data. 10. Click Finish. You receive a message to confirm whether you want to add the document to the repository. 11. Click Yes. The imported document is added to the repository. Viewing a Document The C4E Media Handler interface enables you to view the scanned and imported documents that are stored in the Documentum Repository. The users with normal access can view the document. The users with admin rights can view the options to change the document type. The Media Viewer supports image files of type PDF, JPG, and TIFF. Other formats such as AVI, MP3, and so on require a viewing application published through Citrix. However, you can view a document only if the viewer you are using supports that file type. The file types that are not supported by the viewer are displayed when you attempt to view the document. Epic scrolling function is not supported when viewing an EOB document. 1. In Epic Hyperspace, go to Media Manager. 2. Click the document link to open the document in Media Viewer. 3. From the View menu, click the appropriate options to view the document. The following table lists the options available in the View menu: Icon Fit to window. All the content in the document is shown within the window, thus enabling you to view the document without having to scroll. Fit to height. All the content in the document is visible without the need to scroll vertically. Fit to width. All the content in the document is visible without the need to scroll horizontally. 35

36 C4E End User Tasks Icon Zoom in. Shows a close-up view of the document. Zoom out. Shrinks the document so that you can see more of the page at a reduced size. Previous page. Shows the previous page. Next page. Shows the next page. Go to page. Shows the page that you specified. Rotate left. Rotates the page 90 degree anti-clockwise. Rotate right. Rotates the page 90 degree clockwise. Delete. Deletes the current page. You receive a message to confirm the deletion. Click Yes to confirm the deletion. The delete button is visible only if you log in as an administrator. Printing a Document The option to print a document is available for users who do not have administrator privileges only if the Print Button option in the Scanning tab of C4E configuration utility is configured to All. 1. In Epic Hyperspace, go to Media Manager. 2. Click the document link to view the document. 3. Click Print. 36

37 C4E End User Tasks Signing a Deficiency When a physician logs into Epic, Epic displays a list of deficiencies pending for action. The deficiencies indicate that the physician must electronically sign the documents associated with the deficiencies so that they can be marked as complete and made available for payment processing. You can sort the document list by creation date or in alphabetical order, as required. The C4E Scan Signature UI enables you to electronically add the physician s signature. 1. From Epic Hyperspace, click Sign Documents to launch the C4E Scan Signature UI. The Document List dialog box appears with a list of documents for which signatures must be applied. 2. From Document List, select the document on which signatures must be applied. 3. Click View Document. The first document in the list for which deficiency must be added appears. You can click > and < to navigate to the next page and previous page of a multi-page document respectively. You can click + and to zoom in and zoom out the document respectively. 4. Click Add Signature. All provider annotations marked on the document are replaced with correct signatures and the document is updated automatically. 5. Click Close to close the document. Searching a Patient Document 1. From Epic Hyperspace, click Search Media. 2. From the tabs panel, click a tab to view the documents belonging to the selected category. 3. To view a specific document, click the required document link from the table. 37

38 C4E End User Tasks 38

39 Index A about Epic EMR, 7 admin UI, 17 B batch import, 16 batch scan, 15 C C4E admin tasks, 21 C4E workflow, 8 changing document description, 21 changing document type, 21 completing a deficiency, 37 Connector for Epic functions of Connector for Epic, 8 creating a deficiency, 23 D deficiency tracking, 17 deleting a deficiency, 25 deleting a document, 22 E editing a deficiency, 25 Epic ROI module, 8 EpicCare Integrator workflow, 11 explanation of benefits, 18 F features of C4E, 15 H HL7 message implementation, 18 I import documents to documentum, 15 importing a document, 32 O organize documents, 16 overview, 7 P patient search, 37 printing a document, 21 publishing ROI packages, 17 S scan documents to documentum, 15 scanning a document, 27 supported file types, 16 T thumbnail view of documents, 19 V viewing a document, 35 viewing documents file types supported by C4E, 16 W welcome kiosk service workflow, 12 X xds registration and unregistration, 18 39