PrognoCIS Help: Document List

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Introduction: The Document List screen displays a consolidated list of various document types that are either created automatically or scanned and attached to a patient’s chart. This screen is a single destination for a User to access internal and/or external document(s) of a patient.

The Document List screen displays the following documents:

Patient Messages
Legal Documents
Lab Results
Billing Attachments
Radiology Results
Letters In
Letter Out
Progress Notes
Other Documents
Clinic Forms
Continuity of Care
Progress Notes Reports
Portal Attachments
Procedure Forms
Denied Refill Request
Encounter Attachments
Old Progress Notes
Consult
Procedure
Approved Cancel Request

The Document List option in Encounter TOC menu can be configured using the following properties:

toc.menu.options: In this property, when the RDL value is inserted, Document List is displayed in the Encounter TOC.
toc.review.options: Multiple review options can be configured using this property, RDL value needs to be inserted for Document List screen.

On clicking on the TOC Document List option, a list of all the documents is displayed where the latest documents created are displayed on top. However, on hovering the cursor on the TOC Document List option, Document List submenus i.e., Lab Results, Radiology Results, Progress Notes, Letter In, Letter Out, Patient Messages, Other Documents, Consult, and Procedure are displayed. Clicking any of the sub menus displays ONLY the documents for the selected submenu. For example, if a User selects Progress Notes from the submenu, then ONLY Progress Notes are displayed. On all the submenu screens, the latest created documents are displayed on top.

Document List submenus can be configured using the property doclist.submenu.options where the following values need to be inserted for different options:

LRB - Lab Results
RRB - Radiology Results
PNB - Progress Notes
OPA - Old Progress Notes
LIA - Letters-In
LOB - Letters-Out
PMR - Patient Messages
ODA - Other Documents
CRA - Consult
PRA - Procedure Result
SCN - Procedure Forms
PFD - Patient Form
DFD - Doctor Form
RDA - Referral Documents
LDA - Legal Documents
SFN - Clinic Forms
RFL - PreAuth Letters
RFA - PreAuth Response

For the Document List screen invoked from the Patient → Encounter→ Encounter TOC and Patient → Encounter → REVIEW,an Open Document List in separate window

icon is displayed to the User. This icon is displayed on the top right-hand side of the screen before the help icon. Clicking on this Open Document List in separate window

icon invokes the Document List in a popup. The header section of this popup displays Document List for Patient Name. The Edit Details icon is disabled on this popup. The Document List for Patient Name stays open in a separate window as long as the User is accessing the same patient in session. When the User switches to another patient's record, encounter, or any other section, the Document List for Patient Name popup automatically closes.

Notes:

The existing icons and functionality of the icons remain the same as present on the Document List screen (Patient → Document List) and the Document List popup, except the Manage Columns icon.
The View Details icon under Action column displays the output in a modal popup.
Double clicks are disabled from Document List for popup

Field Description:

Download PDF: Click on this icon to download the PDF of selected documents. On clicking the icon, the Password for Encryption popup gets invoked. Enter the Password, Confirm Password and click on the Apply and Download button to download the PDF on the local machine. To encrypt the downloaded file, it is mandatory to have the 7Zip software installed.

Download ZIP: Click on this icon to download the PDF of selected documents. On clicking the icon, the Password for Encryption popup gets invoked. Enter the Password, Confirm Password and click on the Apply and Download button to download the PDF on the local machine. To encrypt the downloaded file, it is mandatory to have the 7Zip software installed.

Print: Click on this icon to print the selected document/s. All the selected documents are printed in a single PDF.

View: Click on this icon to print the selected document/s. All the selected documents are printed in a single PDF.

Share on Portal: Click on this icon to share documents to various portals supported by PrognoCIS. Clicking on this icon invokes the Select Portal popup which displays the Portal names that are configured for the client. Documents can be shared to Patient Portal, Referring Provider Portal, Attorney Portal, Insurance Adjuster Portal and Employer Portal. The following options are displayed on the Select Portal popup:

Patient Portal
Ref Doc/Attorney/Adjuster Portal
Employer Portal

An On/Off toggle button is provided for every option. To share a document on a Portal, users can select a document from Document List screen and turn the button On for the Portals where the selected document need to be shared and click on the Save button on the popup to share the document. If there are no Portals configured for a particular User, then on clicking the icon, a message Not applicable for sharing is displayed on the Select Portal popup. Note that only one document can be shared to Portals at one time from this icon. If a user checks the checkbox for more than one document on Document List screen, then the Share on Portal icon becomes disabled.

If the admin level property empportal.documentsharing.emailnotifications is turned On and a patient's document is shared on Employer Portal by clicking on this Share on Portal icon, then an email notification is sent to the Employer and Employer User associated to the patient provided that they have an email address present and Clinic Shared Documents access turned On and the document type present in the Supported Document Types field in Employer Master. If a document is shared from Document List screen through the Share on Portal icon and is later unshared by clicking on this icon and turning Off Employer Portal, then no email notification is sent for this document. If a document is shared from Document List screen through the Share on Portal icon and is later unshared by clicking on this icon and turning Off Employer Portal, but is later re-shared in the same day, then an email notification is sent for this document. A single email notification is sent for documents shared throughout the day after a mandatory evening process runs automatically for the clinic.

The following documents can be shared on Portals from the Document List screen:

No.	Document Type	Condition of Availability
1.	Lab Result	As the individual Lab Result screen is present in Patient portal and Referring doc portal, the Lab results are going to get automatically shared on that screen depending on the value of properties, pp.testresult.beforereview and pp.testresult.days. Depending on the option selected from the Portal dropdown list on Lab Tests Master screen (Goto menu: Settings → click Configuration) and Hide checkbox on the Lab Result screen, the document would be available for sharing on Portals. If the property pp.share.testresults.manual is turned ‘ON’ in the Properties Master screen then the Lab Results from Document List screen can be manually shared on the Patient Portal. Once this property is turned 'ON', the selected document can be un-shared by turning 'OFF' the required portal on the Select Portal popup. This removes the selected document from the Lab Results and Clinic Shared Documents list on the respective portals. Note: In a similar function to the Patient Portal property mentioned above, properties rdp.share.testresults.manual and emp.share.testresults.manual are defined for Referring Provider and Employer Portal respectively.
2.	Radiology Result	As the individual Radiology Result screen is present in Patient Portal and Referring doc Portal, the Radiology results are going to get shared automatically on that screen depending on the value of property, pp.testresult.beforereview. Depending on the option selected from the Portal dropdown list on Radiology Tests Master screen (Goto menu: Settings → click Configuration) and Hide checkbox on the Radiology Result screen, the document would be available for sharing on Portals. If the property pp.share.testresults.manual is turned ‘ON’ in the Properties Master screen then the Radiology Results from Document List screen can be manually shared on the Patient Portal. Once this property is turned 'ON', the selected document can be un-shared by turning 'OFF' the required portal on the Select Portal popup. This removes the selected document from the Radiology Results and Clinic Shared Documents list on the respective portals. Note: In a similar function to the Patient Portal property mentioned above, properties rdp.share.testresults.manual and emp.share.testresults.manual are defined for Referring Provider and Employer Portal respectively.
3.	Patient Messages	Not Applicable
4.	Letters-In	Not Applicable
5.	Letters-Out	Available only when the status of the Letters-Out is sent. If the property enc.close.letterprompt is turned ON in the Properties Master screen, then the letter selected in the property enc.close.lettertemplate which is sent to the Referring Provider on close of the encounter is added to the Document List screen under Letters Out. Depending on the value in the property enc.close.send.letter.to, the letters selected in the properties enc.close.case.insadjuster.lettertemplate, enc.close.case.insattorney.lettertemplate, enc.close.case.patadjuster.lettertemplate and enc.close.case.patattorney.lettertemplate to be sent to Case Insurance Adjuster, Case Insurance Attorney, Case Patient Adjuster and Case Patient Attorney respectively on close of the encounter are added to the Document List screen under Letters Out. Note: Letters Out can be shared on the Portals directly from the Letters Out screen. If the User has already shared Letters from the Letters Out screen, then on the Document list screen, on clicking the Share on Portal icon, the toggle buttons in front of portals are displayed as ON. Once shared from the Letters Out screen, the User cannot share the same documents again from the Document List screen.
6.	Progress Notes	The Progress Notes of the current encounter are automatically shared on the Employer Portal on closing the encounter provided that Auto Share Progress Notes on Employer Portal at Encounter Close checkbox on the Enc. Type Master screen is checked. Note: An Open Encounter icon: is displayed next to the Progress Notes under the Type column to indicate the User that the corresponding Progress Notes is of an Open Encounter.
7.	Legal Documents	As the individual Legal Documents screen is present in Patient Portal and Referring Doc Portal, the Legal documents are going to get shared automatically on that screen once signed or attached.
8.	Other Documents	Not Applicable
9.	Old Progress Notes	Not Applicable
10.	Encounter Attachments	Not Applicable
11.	Clinic Forms	Not Applicable
12.	Procedure Forms	Available only after the close of encounter. Also, the Share button is available on Specialty master as well hence if there is a template which has been shared from the Specialty master screen then accordinly the Portals icon would highlighted on the Document List screen.
13.	Billing Attachments	Not Applicable
14.	Progress Notes Report	Available only after the close of encounter.
15.	Clinical Messages (N2N Inwards)	Not Applicable
16.	Denied Refill Request	Not Applicable
17.	Consult	Available only when the status of the Consult is Complete, Approved and Reviewed.
18.	Procedure	Available only when the status of the Procedure is Complete and Reviewed.
19.	Portal Attachment	Not Applicable
20.	Approved Cancel Request	Not Applicable
21.	Custom Document Types	The Custom Document Type attachments added from the Attach Center and Scan/Local Attach screens, can be shared on all Portals. .

Filter: Click on this icon to invoke the Apply Filters popup. Following are the fields displayed on this popup.

Document Type dropdown: Select the required Document Type to be filtered from the list of all documents displayed on the Document list screen. By default, All options are selected. The options displayed in the dropdown can be configured with the property - review.doclist.types
Document For Encounters with Attending Providers dropdown: This dropdown displays a list of Attending Providers.
Document For Encounters with Pregnancy No. dropdown: This dropdown displays a list of pregnancy numbers.
Documents for Encounters with Case No. dropdown: This dropdown displays a list of case numbers.
Document with Category like: Enter the category by which documents are to be filtered.
Document for Encounter with Diagnosis Code: This field displays a list of ailments can be seen with their corresponding Diagnosis Codes and respective ICD10 codes with short description.
Document Date Range: This field displays two radio buttons.
All: Select this radio button to see all the documents, irrespective of their dates.
From date, Upto Date: Select this radio button to display the documents within the specific date range selected here.
Document Available on Portals: Select the checkbox in front of the required Portal/s (Patient Portal, Referring Doc Portal, Employer Portal) to filter the documents that are available on the respective Portal/s.

After applying filter, the icon changes to

Show Preview: On the top right corner of Document List screen, the three icons, I.e., Bottom Preview

icon, Right Preview

icon, and No Preview

icon are displayed based on the following values selected in the toc.review.doclist.showpreview property.By default, the value Y – Bottom Pane is selected, which means the Bottom Preview icon is selected on the Document List screen.

Bottom Preview: When the Bottom Preview icon is selected, the preview of the selected document is displayed at the bottom of the screen.
Right Preview: When the Right Preview icon is selected, the preview of the selected document is displayed at the right side of the screen.The left side of the screen is divided into 75% that displays the lists of documents and the preview width of the selected document displayed at the right side of the screen, is set to about 25%.
No Preview: When the No Preview icon is selected, the preview of the selected document the preview is not displayed.

Manage Column: The Manage Columns icon is present to the right of the Show Preview icons. This is a User specific functionality. The following columns are available under the Document List Category:

Category
Person
Description
Notes
Portals
Case No.

Notes:

The Document List for popup invoked from Attach... button of the Letters-Out screen does not display the Manage Columns option.
Manage Column option is not available for Document List Old UI (doclist.show.new.style - 0)
Case No. Column is not displayed on the Document List for popup.

Following are the columns on the Document List screen:

Column	Description
Date	Displays the Order or Result date of the document. On clicking Date, the documents are sorted date wise in ascending or descending order.
Type	Displays the type of the document. On clicking Type, the documents are sorted according to the type of document.
Category	Displays the category of the document. On clicking Category, the documents are sorted according to the category of document.
Person	Displays the name of the Provider or a person who sent the document. On clicking Person, the documents are sorted according to the Person.
Description	Displays the description of the document.
Notes	If the admin level property doclist.show.notes is set to Off, the Notes column is hidden on the Document List screen. If the property is set to On, the Notes column is displayed to the User on the Document List screen. On clicking on the Add Note hyperlink, invokes the Notes popup with a CLOSE and OK button.The User can add the required notes, the character limit for the Notes popup is about 5000 characters.If the doclist.default.wrap.notes property turned On, by default, the notes added under this popup are displayed in the wrap mode on the Document List screen. If the doclist.default.wrap.notes property is set to Off, the User can still wrap and unwrap the Notes by clicking on the Wrap/UnwrapNotes icon.
Portals	Displays the icons for Patient Portal, Referring Doc Portal, and Employer Portal. When the icons turn from gray to dark blue with letters P, R and E highlighted in yellow, it denotes that the selected document has been shared on the Patient Portal, Referring provider Portal and Employer Portal respectively.
View	Click on the View Details icon to view that particular document. Click on the Edit Details icon to change the Category and Subject of that particular document.

Show entries dropdown:Choose the number of entries displayed on one page of this screen. There are four options in this dropdown - 25, 50, 100, 200. By default, 25 is selected.

From the Document List, Header/ Footer present in merged PDF can be printed. The header/ footer properties for the document types are:

Document Type	Properties
Progress Notes (PN)	pdf.pn.header , pdf.pn.footer
Letter In and Out (LT)	pdf.lt.header , pdf.lt.footer
Lab Result (LR)	pdf.lr.header , pdf.lr.footer
Rad Result (RR)	pdf.rr.header , pdf.rr.footer

Notes:

In Document List, when multiple documents are present, a User can select each one of them by selecting the checkbox in the column displayed at the left most corner of the screen and then click on the Download PDF icon or Print icon. After this, all the documents selected are merged together into one a single PDF.

The merged PDF from the Document List has header/ footer only for those pages that have the PDF header/ footer properties specified. If the PDF header/ footer property is there but no value is inserted, then the header footer is not displayed.

Also if the property pdf.outputaspdf has the values RX, LB, LR RL, RR, BL, LT, PN then the merged PDF has a specified header/ footer. For example, if the property pdf.outputaspdf has values RX, LB, LR RL, RR, BL, LT and the value PN is exempted from the property, then in the merged PDF, the Progress Notes does not have any header and footer.

Some document types that are merged and occur in the document list do not have header and footer since it is externally attached. For example, Progress Notes > Attach, Letters In > Attach, Lab Results > Attach and Rad Results > Attach.

The templates used for each of the four document types need to be PDF compatible, else they will not have header and footer. For example, for Progress Notes, on the screen Settings > Configuration > Templates > Progress Notes, the checkbox Not applicable for PDF should be unchecked.

It is important to note that Users cannot perform the following actions without having the access rights - Click on any document, download PDF or ZIP, print, share on portals, view or edit the documents.
A PrognoCIS User can also define 10 custom document types using the admin-level property custom.doclist.type.names from the Properties Master screen in PrognoCIS.

When a color is associated for specific Group Types and while attaching the document from Attach Center screen and/or Scan/Local Attach screen, if the group types are associated on the Category field of the attachment, on navigating to the Document List screen, the defined color is displayed for the entire row of that document type on the Document List screen.

PDF attachments on Document List can be edited for Document Types - Lab Results, Radiology Results, Letters In, Consult Response, Procedure Result, RFA Response, Legal Documents and Other Documents.

If the User makes any change(s) at the header level content of the Consult Order in Approved Status from the TOC → Consult , CPOE → Consult or Order Sheet → Consult screens, the User needs to refresh the letter. The PDF file is updated based on the changes and same is reflected on the Document List screen.