Demographic 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. These files consist of the following types:

Demographic Files: These provide more general documents that are available to anyone who has the ability to view patient demographic records.

Case Files: The files apply only to the given case to which they are assigned. The system can track multiple cases for any patient, each of which can have its own case-specific data.

Appointment Files: These the most specific types of files and are viewable only when the particular appointment to which they are assigned is edited. Users who do not have rights to make or edit an appointment or to view an appointment will not be able to see appointment files.

Files that are stored with the patient record must be viewed by the program in which they were created—or one capable of viewing the file. For example, Word documents will launch Microsoft Word to display the document. Image files are viewed in the graphic editor/viewer assigned to view the type of file on the current machine.  

Patient Demographic Files

Generally, consider demographic files as more general information that anyone who has access to the patient will be able to view and edit according to their security rights. The following instructions outline how to add existing demographic files to a patient.

1. Select Demographics > Patient Demographics from the Main menu. The Demographics tab will be in context, and the files panel appears in the lower half of the screen.
2. Click the file type description of the type to which you want to add a file—e.g., Images.  A pop-up menu will appear.
3. Select Upload File from the pop-up menu that appears. The Upload File screen will appear.
4. Under Select File, click Choose File. A standard file select screen will appear.
5. Navigate to the file location and select it. You will be returned to the Upload File screen.
6. Under Comments, enter any comments that you would like to attach to the file in the Comments panel.
7. Click Upload to attach the file to the patient demographic record. The Demographics tab will refresh with a description of the file in the selected file type.

Scanning Demographic 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. Continue with your patient registration or update and then save the patient once you have finished.

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 triangle 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 comments 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.