Viewing, Uploading and Printing Documents This document contains the topics below: Files Services Overview Viewing Documents Uploading Documents Printing Documents File Services Overview File Services functionality allows users to: View documents that have been uploaded to the authorization Upload clinical and non-clinical documents supporting the authorization Print information about the services requested When authorizations are created, the portal requires that you upload specific clinical documents during the process. If these documents are not uploaded when the authorization is created, the portal will not be able to save and process the authorization. Other documents can be uploaded after the authorization has been created. File Services provides the ability to upload these documents. The items below must be uploaded at the time the authorization is created: Verbal or Signed Order History & Physical (clinical documentation) The items below can be uploaded after the authorization is created: Signed Order Face-to-Face Order Additional Information Note: Only PDF-format documents can be uploaded to the portal. 1
Understanding File Services Features The Authorization Details page contains features used to perform activities associated with File Services functionality. The screenshot below identified the features on the page associated with File Services functionality. 1 2 3 4 The table bellows describes the features identified in the screenshot above. # Page Feature Description 1 View Documents button Used to view documents that have been uploaded to the authorization. 2 Upload Documents button Used to upload missing clinical documents and additional information. 3 Print Services button Used to print the Services information. This button is dynamic and only appears if clinical documents for the authorization are missing. 4 Upload Now button Used to upload missing billing documents to the authorization. This button is dynamic and only appears if billing documents for the authorization are missing. What Are Dynamic Features? When the Authorization Details page is displayed, if the authorization is missing any billing or clinical documents, the portal displays dynamic features that support uploading these documents to the authorization file. If no documents are missing, then these dynamic features do not appear onscreen. 2
Dynamic Features on the Authorization Details Page When the Authorization Details page is accessed for an authorization containing missing documents, the page displays a Missing Documents area as shown below. This area is dynamic meaning it is displayed only if specific billing documents are missing. These can be Face-to-Face and Signed Orders. When a user uploads these documents, they are stored in the authorization file and used for billing and audit purposes only. Internal staff is not notified and do not immediately review the documents. After the documents are uploaded, the portal displays a confirmation message. Detailed procedures for using the Upload Now button appear later in the Uploading Documents section. After all missing billing documents have been provided, the Missing Documents area is moved from the page since there are no longer any missing documents. 3
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Viewing Documents The screenshot below is the Authorization Details page that is displayed after a user selects an authorization that appears on the Authorization List. 1 1. Click Documents. The Documents menu expands and displays additional options. 2 2. Click View Documents. 5
The portal displays a pop-up window that lists the documents that have been uploaded to the authorization. 3 3. Click the View link next to the item you want to view. The item opens in a new browser tab. Once the item is displayed, users can rotate the document if needed, download and print it. The screenshot below identifies the portal features that are used to perform those activities. After you have completed reviewing the item, you should close the browser tab to ensure no PHI is at risk of being compromised. 6
4 4. Click Close to return to the Authorization Details page. 7
Additional Features on PDF Viewer The PDF Viewer allows user to print or download the items that is displayed in the viewer. 1 2 3 4 5 6 # Page Feature Description 1 Rotate Clockwise Turns the document that is displayed 90 clockwise. 2 Download Allows users to download the document that is displayed and save. 3 Print Allows users to print the document that is displayed. The document can also be saved using this feature. 4 Fit to Page Reduces the document to completely fit inside the browser window. 5 Zoom In Enlarges the document that is displayed. 6 Zoom Out Reduces the document that is displayed. Files Services Overview Viewing Documents Uploading Documents Printing Documents Top 8
Uploading Documents The portal provides the ability to upload documents. These can be missing documents that still need to be uploaded to the authorization or they can be non-clinical documents that support the authorization in some way. Documents can be uploaded from the Authorization Details page using: 1. The Upload Now button located in the Missing Documents area on the Authorization Details page. This button is dynamic and is only displayed if required documents are missing. If used to upload documents, they are saved to the authorization for billing and audit purposes. Internal staff is not notified and these documents will not be immediately reviewed. 2. The Upload Documents button located on the menu. This button is dynamic also. Only displays if the authorization is missing clinical documents. Internal staff is notified that pending information has been added. Note: Users should never upload a document containing a request for more visits. HHA users can request more visits using the Request Visits button on the menu. Non HHA users can select this button for instructions on what to do if additional visits are needed. 2 1 Note: The Upload Now button is only displayed if the portal has identified missing required documents that need to be uploaded to the authorization. 9
Uploading Using the Upload Now Button Perform the steps below to upload documents using the Upload Now button. Note: This method is used to upload missing documents to the authorization. The Authorization List is displayed after a member search is performed and the portal finds active or discharged authorizations for the member. 1. Click anywhere on the row containing authorization details. 1 The Authorization Details page is displayed. 1 1. Click Upload Now. The portal displays the pop-up window shown below. 10
2. Click the checkbox next to the item you want to upload. 3. Click inside the date field for the selected item and specify the date on the order being uploaded date. 4. Review the message. 5. Click the Acknowledge checkbox. 6. Click Continue. 2 4 3 5 6 11
The portal displays the pop-up window shown below. 7 7. Click Choose File. The portal displays the window below. 8-9 10 8. Navigate to where the document is located on your local drive. 9. Select the document. 10. Click Close. 12
The selected document name appears in the Select a File field. 11 12 13 11. Click the down-arrow of the File Type field and select the appropriate option. 12. Type a brief description of the document. 13. Click Save. Clicking outside of the pop-up also closes the window. The portal uploads the selected file and displays the pop-up window below. This is the message telling users that the files were added to the authorization, but only for audit and review; and that internal staff will not be notified to review immediately. 14 14. Click Close. 13
Verifying Document Upload 1. Click View Documents. 1 The portal displays a pop-up window containing a list of documents that have been uploaded to the authorization. The newly uploaded document appears in the list. 14
Uploading Using the Upload Documents Button Note: This method is used to upload missing billing and additional information documents to the authorization. Perform the steps below to upload documents using the Upload Documents button. The Authorization List is displayed after a member search is performed and the portal finds active or discharged authorizations for the member. 1 1. Click anywhere on the row containing authorization details. The Authorization Details page that is displayed. 15
2. Click the Documents link on the menu. The menu expands and displays available options. 3. Click the Upload Documents. 2 3 The portal displays the pop-up window shown below. 4 5 4. Click the I have information (2 nd ) checkbox. 5. Click Continue. 16
The pop-up window below is displayed. 6 6. Click Choose File. The window below is displayed. 7-8 9 7. Navigate to the file location. 8. Select the desired file. 9. Click Open. The window closes. 17
10. Click the down-arrow of the File Type field and select the appropriate option. 11. Click inside the Description field and enter a brief description about the document. 12. Click Save. 10 11 12 The portal uploads the document and displays the message below once completed. 13 13. Click Close. 18
The newly added document appears on the list that is displayed onscreen. Files Services Overview Viewing Documents Uploading Documents Printing Documents Top 19
Printing Documents After the Authorization Details page has been displayed for the selected authorization, the portal provides the ability to print documents that have been uploaded to the authorization. 1. Click Print Services. 1 The View Services page opens in a new browser tab. The Print View page is also opened in a pop-up which shows the items that will be printed. 2 The Print View page allows you to print or save the item that is displayed. Users can print to any connected device or choose to save the file as a PDF. 2. Click Change to choose the desired output device. 20
The pop-up window below is displayed. 3 3. Select the desired destination from the options that appear onscreen. Files Services Overview Viewing Documents Uploading Documents Printing Documents Top 21