Case Files

Providers in health organizations, often have to maintain files (e.g., correspondence, documentation, images, X-rays, scripts) as they are produced in the context of the patient record. Oftentimes, these are produced in multiple systems. As an alternative to referencing these files in multiple locations, WellSky Resource Manager provides users the ability to attach these external files to the patient’s record so that they can be organized and viewed within the treatment workflow.

Associating Case Files

1. Navigate to the patient demographic screens
2. Click the Cases tab. Either:
• Click New as part of a new patient entry
• Click Edit in the line item for the case appropriate to your current need.
3. Click the Contacts and Files tab. The right portion of the screen displays a list of file types.
NOTE – The desired file types must exist before the files can be associated: i.e., they cannot be added on the fly during patient entry.
4. Click the appropriate file types description in the Files panel. (These are hot links set in green text: e.g., Correspondence, X-rays, etc.)
5. Select Upload File from the menu. The Upload File screen will appear.
6. Click Browse to navigate to the desired file and select it. The Upload File screen will refresh with path to the file.
7. Click within the Comments and enter any information that should be associated with the file.
8. Do one of the following:
• Click Upload or
• Click Cancel

You will be returned to the Contacts and Files tab either way. When files are attached, the file type in which the file was placed will display a right-facing triangle.

• Click the triangle icon to toggle the category open and closed.
• The pencil and paper icon will display any comments on the file. The x icon will remove the file from the patient record.
• Click the description of a file to view it in the associated program for the file type.
9. Do either of the following:
• Continue entering data in the other case demographic screens or
• Save the patient: Click the Accept button for new patients. This will temporarily store the changes you have made in case demographics until the patient is saved. Click the Save button for existing patients. Your changes to the case will be recorded, and you will be returned to the Cases tab.
10. Choose whether to Go to Grid after Save and then click Save on the main demographic screens to commit the changes to the patient record.

Scanning Case Files

To scan new documents for use with the patient record,

1. Click the file category into which you would like to scan a file.
2. Select Scan Image from the pop-up menu that appears. The Acquire Image screen will appear.
3. Complete the parameters as follows:

Twain Sources: Accept the default source or click the drop-down to choose your Twain source. Make sure that your scanner is on and that the object you want to scan is placed on the scanner.

Zoom:Choose your desired view magnification.

4. Click the Acquire button in the Acquire Image screen. Your normal TWAIN interface for operating your scanner will appear. (This is the software that was installed with the scanner and will be unique to the device you are using.)
5. Set the scanning parameters and then scan the file as you would normally.

A Scanning progress screen will appear during scanning. Once the scan is complete, the image should appear in the Preview panel of the Acquire Image screen.

NOTE – Please limit the size of your files to approximately 10 megabytes. This allows for high resolution scans for items such as X-rays, etc. Be aware that the larger the image, the longer it will take to upload to the system. The time it takes is dependent not only on the size but on your internet connection as well.
6. Click Upload. A progress bar will appear. Once complete, the scanned image will appear in the category you selected.
7. Save the case demographic information once you finished and then click Save on the main patient demographic screens as well.

Note Regarding the Scanner Interface

As you work with your scanner, you may run into a situation in which the TWAIN interface (i.e., the software that drives your scanner) opens in a browser tab behind the tab in which the scheduler is loaded. Because of the nature of how some browsers work on some machines, we have no control over this. The solution is to simply Alt + Tab to select your TWAIN interface.

1. Hold the Alt key down on the keyboard.
2. While holding down the Alt key, press the Tab key. A pop-up window will appear that shows the programs that are currently open—represented by their icons. The first icon will be the open program that is front most on the monitor (i.e., the one you see). The icon will be outlined, or selected.
3. Continue to Alt + Tab until the scanner interface is selected.
4. Release the keys. The scanner interface should now be visible.

Editing and Viewing Files

Note that categories (File type) in which a file has been associated will have a right-facing triangle or arrow to its left. To view the file:

1. Click the file type in which the file is listed to expand the list of associated files.
2. Click the file description once (it is a hot link). If the system on which you are viewing the file does not recognize it, you will get a dialog that asks you to choose which program to use to open the file: Select the appropriate program. Otherwise, the file will simply open in its associated program.
• Click the pencil and paper icon to view any comments that have been attached to the file
• Click the delete icon a file from a record
• Click file type categories with a right-facing arrow to expand it and view the files that it contains. Click the file description once (it is a hyperlink). If the system on which you are viewing the file does not recognize it, you will be asked you to choose which program to use to open the file: Select the appropriate program. Otherwise, the file will simply open in its associated program.

Keep in mind that the Files feature is used to facilitate the storage of patient information in the context of treatment. If you modify a file, you must re-attach the modified file to update the patient record.

Deleting Files

1. Expand the file type in which the file is listed. The files associated with the type will be listed.
2. Click the Delete to the left of the file to be deleted. A confirmation will appear: "OK to delete this file?"
3. Click OK to continue. Click Cancel to abort the process.

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