Updated Icons, Convert to PDF PDF Editing & Signing Options

Transcription

1 Updated Icons, Convert to PDF PDF Editing & Signing Options Updated August 8, 2013 Document Icons The icons in the Chart, List of Forms to Attach and Filing inboxes have been upated to be the windows equivalents for the type of document extension. Below is an image of the icons for the various types of documents; Task, REQ, PDF, Text, TIF, JPEG, BWP/DCM, DSS, XML and MHT Task JPEG Requisition BWP/ DCM PDF Document DSS Text Document XML Tif/Pen Document MHT Patient Portal Msg Page 1 of 33

2 Convert to PDF Option This option allows you to convert various document types to PDF for editing using ink and several other annotation tools, it also allows you to sign PDF documents. From the Chart For Pen/Scan type documents, a new option for Convert to PDF has been added to the main tool bar For text type documents, the Convert to Tif/PDF button will now give the option to convert to Tif or PDF, the tooltip now reads Convert to Tif/PDF for annotations, then an additonal prompt will give option for TIF or PDF Option for choosing Tif or PDF Page 2 of 33

3 Note: A copy of the original pen or text document will be sent to the Recycled bin on conversion. This is just for extra protection, should you change your mind and want to restore the original text copy, etc The action Convert to Tif or Convert to PDF is logged in the user Audit Trail PDF Conversion is not allowed for OB form, CHDP form, and IMM form; when the Author = DB, etc From Inboxes Various types of document types including tif, jpg, bwp and mht type documents can now be converted to PDF either from the filing inboxes or MyDocs. There is an option Convert to PDF in the rt-click click menu. For tif documents, you can Convert to PDF while in edit mode as well Filing multiple images/photos, there is now an option to combine all checked images into a mulitple page PDF document. Previously the option only existed for combining into a TIF document. Page 3 of 33

4 Also, when filing a single photo/image will now give an option to file as PDF. Page 4 of 33

5 PDF Document Editing The new PDF editing option offers a vastly improved set of markup tools, full PDF editing is supported for PDF documents that are filed from inboxes, opened from MyDocs, document templates or documents that have been converted from tif or text to PDF Some advantages with using PDF documents: Improved set of markup/ink tools There is no longer a need to use PCM TS Client for remote ink users, you can use ink on an RDP session or Published Remote App PDF document annotations are stored as part of the document, annotation loss or ink loss is almost impossible. (Pen documents with annotations have an.arc file where the annotations are stored separately; there is more room for issues such as loss of annotations or ink, due to connectivity or other unspecified errors, etc ) Due to internal changes by Microsoft, TS Client is not supported by Windows 8; the only option for ink users will be to use this PDF document annotation solution. Full support for database auto-fills will be added in the near future for PDF documents When ing PDF documents, there no conversion of tif to PDF, and soon with internet faxing, we will be able to fax PDF without converting to TIF. Editing Tools Editing options include the following tools: rotating, sticky notes, typewriter, text box, highlighting, underlining, arrows, lines, squares, circles, pencil, eraser, stamps, ability to insert attachments and more The same annotation font size and pen width default options that are used for Pen (tif) documents under the Misc. User Defaults, annotations tab is used for PDF editing. It is recommended that the annotation font size for pen docs is set to be about 16. The document will clearly show the details who placed the annotations/comments; the user s name, date and time, etc Page 5 of 33

6 a. Typewriter- there is no need to add a text box, just click on the document and start typing b. Text Box- You have to first draw a pre-defined box where you want the text to be inserted, upon typing the text box will expand to fit the typed text. Page 6 of 33

7 c. Line tools- allows you to add lines, arrows, rectangles, circles, etc on the document, just click and drag to the desired size on the document d. Pencil- use this tool for adding handwriting on the document e. Pencil, Stroke Colors- the ink colors as well as the stoke widths can be changed from this tool Page 7 of 33

8 f. Sticky Note- The font for the Sticky Notes can be set by each user when the sticky note is open, just choose the font, and from then on, the font will be set for the future. g. Hand & Select tools- use these to select and edit existing annotations Page 8 of 33

9 h. The Eraser tool, erases portions of the ink i. Stamp- you can choose to use any of the pre-defined stamps, or you can create custom stamps by clicking on the Stamp tool drop down and choosing the Show Stamps Palette and using the New option. Page 9 of 33

10 j. Highlighting and Underlining- you will notice that the highlighting may work slightly different depending on the type of PDF document you are working on. For example, a Text converted to PDF document vs. a Pen document converted to PDF document. Also, the underlining tool is not supported on some PDFs; those that are converted to PDF from an image such as Pen to PDF, etc The image on the left shows text highlighting and underlining on a PDF document. The image on the right shows an image type PDF (converted from pen to PDF) document with slightly lighter highlighting and no underline option. Page 10 of 33

11 Comments Pane The Comments pane is located on the left side of the PDF viewer; this shows information about specific document comments. If the Comments Pane is not visible, you can click on the < > to show or hide it, then Click on the Comments tab located on the bottom left. You can select an entry from the Comments pane or click on an annotation from the document and the details for that annotation will show under Comments; the type of comment, user s name, date and time when the annotation was placed. From the comments Pane, you can select a comment (annotation) such as a Sticky Note and reply to it. For example, click on a Sticky Note on the document, the comments for that Sticky note will be selected, then click on Add Reply. Page 11 of 33

12 The Reply will be added to that same Sticky Note, but as a separate comment, and the comments pane will show the details of each entry that was made to the Sticky Note. Note: Sticky Notes cannot be deleted, because the complete train of comments is stored. Page 12 of 33

13 Editing PDF, Preview Mode from Mailbox Editing in preview mode is allowed from a user s mailbox, you will notice a Close All (documents) button top left of the PDF viewer, this is to be used for closing the document viewer and saving changes after edits have been made. After editing while in preview, you can also click somewhere else such as the Close button or any of the Chart Tabs, either option will also prompt for saving the document and will close the document viewer. If editing has occurred while in preview mode, the mailbox document list on the left will be disabled, you cannot select another document until the current one is closed and saved. Editing Non- Digitally signed PDF documents a. annotations/comments can be added at any time b. Only the annotations/comments added by the logged on user can be modified, except for NOSIG type documents, otherwise the following message comes up Page 13 of 33

14 c. The document signer can edit other user s annotations/comments d. For NOSIG type documents, before the document is filed, or while it is in a user s MyDocs folder, there are no restrictions for editing annotations/comments. Editing Digitally Signed PDF Documents a. A digital signature finalizes a PDF document, no further modifications can be made after a digital signature. Therefore, if the document signer does not want anymore markups to appear on the document, they must digitally sign it, this is the only way to assure that the document has not been modified since it was last signed. Document Attachments The PDF Viewer has an option to add Attachments to a PDF document. These attachments can be viewed in the left panel by clicking on the paper clip icon. All file types of attachments are supported, the files will open based on the program that is associated for opening the specific file types. Page 14 of 33

15 General Notes for Attachments a. The document signer or any user to whom the PDF has been sent for editing can add/delete attachments if the document has not been signed b. Once the document has been signed (not digitally), only the signer can add/delete attachments. c. Once the document has been digitally signed, no further attachments can be added d. Attachments can be added to documents in a user s MyDocs, or from the filing inboxes e. Any user can add/delete attachements from the Filing Inboxes f. The Chart Reviewer, Providers, the signer or anyone with Copy Docs privileges can use the Copy to File option for exporting these documents from the chart To Add an Attachment 1. From document preview mode or edit mode, click on the paper clip option 2. Click on add New Page 15 of 33

16 3. Browse for the location of the document 4. Select the document and click on Open 5. The document name will be shown in the left pane of the PDF Viewer 6. The attachments can be opened from PDF edit mode or preview mode Page 16 of 33

17 Note that once an attachment is opened, closing the PCM PDF Viewer will not automatically close the document, you will have to manually close it outside of PCM The thumbnail view on documents when editing allows you to select one or more pages and drag them to a new location in the document, for example if you want to drag the last page to the start of the document for it to become the first page, etc Page 17 of 33

18 Signing PDF Documents You can continue to use the same Sign Doc option for signing PDF documents, but the document will continue to allow document markups. There is a new option for using a digital signature, this option finalizes a PDF document, no further modifications can be made after a digital signature. Therefore, if the document signer does not want anymore markups to appear on the document, they must digitally sign it, this is the only way to assure that the document has not been modified since it was last signed. The workflow for signing documents from your mailbox is slightly different now, depending on how you sign. If you choose to digitally sign, the document will close and move to the next one, this is because it is not possible to make any more modifications after it is digitally signed. If you sign the document using the Sign Doc option, the workflow remains unchanged, because after positioning the signature stamp on the document you can still edit the document, therefore the document remains open until you click on another document, or close the inbox The user default option to prompt for keeping the document in your mailbox remains unchanged. General Notes: a. Due to record locking requirements; document signing is only available from user mailboxes or in document edit mode b. Signing options are disabled from the Filing inboxes, Requisition Inbox, Abnormal inbox, and when logged in as the Biller, Chart Reviewer or Reserved User. c. Only T and P users are permitted to sign NOSIG documents, at which time they are converted to the signer of the document as usual. d. Documents may be signed from a user s MyDocs A. There are two signing options 1. Sign Doc This is the usual stamp method from the main toolbar, this option allows further document markup. Page 18 of 33

19 You can continue to use this option without further setup being required. If you however wish to completely finalize PDF documents, a digital signature will be required and requires a one time setup. If a document has not been previously digitally signed, it can be signed by any user whenever the other commenting tools are active even if it has already been signed before. The signature will also contain the user s name, date and time stamp and will be placed above or below the signature based on the user s Signing Preferences. 2. Digital signature This option requires a digital certificate, when using this option for signing PDF documents, this will completely finalize a document, no further markup is allowed. Please note: To enable digital signing for PDF documents in PCM, the logged on PCM user must have a unique Windows user name and this information is to be stored in the PCM Users setup screen, unless the mapped Windows user name matches what is stored for the logged on PCM user, the digital signing button will be disabled. B. Mapping your windows user name to your PCM user (Necessary) The PCM Admin user logs in, Edit User, from the PCM Users Edit Screen (TIN,PIN, MSC tab) adds the Windows Login Name (Windows user name) and saves the information. This needs to be done for each user who will be using the Digital Signatures for PDF documents Page 19 of 33

20 Users who do not have the digital signing option setup can still use the Sign Doc button just as before. A digital signature can be placed, even if the document was already signed using the Sign Doc option A digital signature can only be applied by the document signer You may create your own digital signature or import it from a file, this is setup in the digital signing dialog. You can also use an image of your signature, there is an export signature option within PCM When applying a digital signature to the document, if you want to resize, you have to click and drag immediately while placing the signature, once the signature has been placed on the document, you cannot remove, or resize C. Exporting your PCM user signature To help with setting up your signature for Digital Signing of PDF documents, there is a new option you can use to export your PCM signature and use it to setup Digital Signatures. Make sure that you are logged in with your own user name to windows, because the authentication for the signature will be based on the windows user name mapped to the PCM user. 1. From the PCM Password Logon Screen, right-click on your username 2. Click on the Export Signature File for PDF Stamps option 3. Enter your PCM user password Page 20 of 33

21 4. Browse for and choose a secure location within your own profile where the signature.bmp file is to be saved. For security reasons; do not save your signature file on a directory that is accessible by other users and make sure to delete the signature file after you are finished importing it. The temporary folder used to extract the signature file will be deleted immediately. 5. Click on Save 6. Use this signature file for creating a digital signature Page 21 of 33

22 D. Creating a Digital Signature If you wish to use the digital signing option, you have to first create a digital signature; once it is created you can begin signing documents using your digital signature. Make sure that you are logged in with your own user name to windows, because the authentication for the signature will be based on the windows user name mapped to the PCM user. To create a digital signature; 1. Click on the Sign Document (Digitally Sign a Document) option 2. Click where you want the signature to appear Page 22 of 33

23 3. The Sign Document screen will come up 4. Click on Create Certificate 5. A window Create Self Signed Digital ID comes up, defaults to Windows Certificate Store Page 23 of 33

24 6. Enter your name, organization name, address etc and click OK 7. Next you have to setup the details and appearance for the signature 8. Click in the preview box below Page 24 of 33

25 9. Select a signature stamp option by clicking on one of the preview boxes 10.The details of each stamp can be edited, after selecting an option, click on Edit Page 25 of 33

26 11. You can choose a graphic to insert; your office logo or your actual signature, if you want your actual signature, there is a PCM option you can use to extract your current signature, see Exporting your PCM user signature for more details Page 26 of 33

27 12.If you choose the Custom Icon and are using an image of your signature, you will be asked to browse for the location of the signature file, browse for the file and click Open 13.You can also choose what text to show in your signature, just check/uncheck the options shown Page 27 of 33

28 14.A preview of your signature file will come up, click on Close 15.Click OK and your signature will be applied Page 28 of 33

29 16.Below is an image of how the digital signature will appear on the document Page 29 of 33

30 17.Remember when signing using a digital signature, you have to click and drag your signature where ever you want it to appear on the document, once placed the signature cannot be moved. 18.The sign document screen opens, click OK Page 30 of 33

31 19.The signature is then placed on the document PDF Pen Document Templates You can now import PDF documents in their native form as templates Note: PCM auto-fills are not currently supported on PDF templates, but soon will be. Latest PCM and TS Client update is required. 1. Log in to PCM 2. Doc Setup 3. Pen/Handwritten 4. New Doc 5. Choose Author, Signer, Chart Tab, Doc Code, Doc Name, etc 6. Click OK, then OK to confirm 7. Click on Import PDF Page 31 of 33

32 8. Browse for the document on your computer/network and select the document 9. After the document is imported, click OK PDF Creator In the Miscellaneous Options drop down menu, the PDF Creator option has been reactivated, this will launch a free version of the PDF Viewer that is installed, located in the patient chart manager\pdf viewer folder. There is an option to enter a paid Pro Version serial number key so that full editing privileges are allowed, just as inside of PCM. Page 32 of 33

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