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MultiDoc

User Guide

1 MultiDoc User Guide

Table of Contents Summary ....................................................................................................................................................... 2

Prerequisites ............................................................................................................................................. 2

Launch MultiDoc ........................................................................................................................................... 3

Selecting Documents .................................................................................................................................... 5

Selecting Recipients .................................................................................................................................... 11

Selecting from Patient Contacts ............................................................................................................. 11

Selecting from Other Contacts ................................................................................................................ 12

Adding New Recipients ........................................................................................................................... 14

Sending Documents .................................................................................................................................... 16

Centricity Notifications ........................................................................................................................... 17

Appendix A – Sorting and Filtering Tables .................................................................................................. 19


Summary MultiDoc is a web-based application that is designed to allow Centricity users to fax multiple patient

chart documents to multiple recipients at one time, without having to leave Centricity. It allows for the

selection of any individual signed chart document, as well as attachments to those chart documents.

Multiple documents and attachments can be selected, as well as multiple recipients from the patient’s

contacts in the Registration module of Centricity. In addition, MultiDoc allows the user to select any

other Centricity provider, such as Service Providers, and will allow users to add recipients on the fly.

When adding recipients on the fly, international fax numbers can be used to send faxes outside of the

United States.

The application is accessed from Centricity EMR on a per patient basis. The application is launched from

a button on the ribbon of the chart module. Any active Centricity user can use the application.

Prerequisites

Before MultiDoc can be used, there are several components that must be installed and set up. Please

ensure that the following sections from the VOW Products Installation Guide are completed prior to

attempting to use MultiDoc:

VOW API Installation

VOW Client Wrapper Installation

MultiDoc

In addition, the practice must have Biscom Faxcom CV Plus installed to utilize MultiDoc.

IMPORTANT: MultiDoc is currently only available for CPS 12.

Once all prerequisites have been met, MultiDoc is ready for use.

DISCLAIMER: All data displayed in screenshots throughout this document is test data. No actual

patient, practice, or other data is shown.


Launch MultiDoc In Centricity EMR, when viewing a patient’s chart, click the MultiDoc button.

MultiDoc will launch and check for Single Sign-On (SSO) authentication. If the user that launched

MultiDoc is logged into the current workstation or terminal server and Centricity with the same user

account, then no manual login is required, and MultiDoc will proceed to the Home page.

If the SSO authentication fails for any reason, the application will redirect to the User Login screen.

Enter the username and password of an active Centricity user and click Login. A message will display

stating that the login request is processing.

Username intentionally obscured.

Note that the first time this is run it can take several moments for the login to succeed. The application

needs to establish all connections with the VOW API, Centricity, and MultiDoc databases, and the initial

establishment of these connections can take some time.


Successfully logging in will display the Home page.

This page will display all signed chart documents, as well as any attachments to those documents, for

the selected patient. It will also display all of the patient’s contacts as set in Centricity Registration.

The page will display three different tables, each having its own unique function:

The Documents table is the top table on the page, and contains all signed documents on the

selected patient’s chart, as well as any attachments to those documents. This table is used to

select which documents and attachments are to be faxed for the selected patient.

The Recipients table contains a list of all patient contacts from the Registration module of

Centricity for the selected patient.

The Other Recipients table will display all other possible recipients in Centricity, including

doctors, pharmacies, referring providers, and service providers. It will also allow the user to add

a recipient for the selected patient that does not currently exist in Centricity.


Selecting Documents This section will detail the functionality of the Documents table. This table will display all signed chart

documents for the selected patient, as well as attachments to those documents. For information on

how to sort and filter this table, see Appendix A.

Above the table will be a message indicating which patient’s documents are being displayed.

The columns displayed in the table are as follows:

Documents – Displays the name and date/time of the chart document.

Type – Displays the document type.

Date – Displays the date of the document.

ID – Displays the Centricity document ID.

Doc – Displays a checkbox for each document in the table that can be used to select the

document(s) to send.

Att – Displays a checkbox for each document in the table that has an attachment and can be

used to select the attachment to send. If no checkbox is displayed, no attachment exists for the

document.


Below the table is a message displaying the number of documents that have been selected to send.

There is also a checkbox to select all displayed documents, and another checkbox to only display the

selected documents.

To select a document to send, find the desired document and click the checkbox in the Doc column for

that document.

Doing this will update the message below the table to show that one document has been selected.

Similarly, to select an attachment, click the checkbox in the Att column for the desired document.

This will mark only the attachment to the document to be sent, and not the chart document itself. For

example, if the attachment was an image file, only the image itself would be sent, and not the entire

chart document which may have a diagnostic reading of the attached image. Also, MultiDoc currently

only has the ability to send external attachments, and not internal ones.


Each time a document or attachment is selected, the message below the table will update to show the

number of documents selected.

If it is necessary to send both a chart document and that document’s attachment(s), click the

checkboxes under both the Doc and Att columns for the document.

IMPORTANT: MultiDoc considers both a document and an attachment to that document to be one

document for tracking purposes. Note in the screenshot below that even though three boxes are

checked, the message states that there are only 2 documents selected.


A simpler way to select multiple documents and attachments is via the ‘Select all listed items’ checkbox.

Filter the table so that the desired documents are displayed, and click the checkbox to select everything

that is currently displayed in the table.

Deselecting any item at this point will automatically deselect the ‘Select all listed items’ checkbox.

Simply click the ‘Select all listed items’ checkbox again to reselect all displayed items.


Changing the filtering of the table at this point does not change any of the currently selected items.

Other items can be selected at this point and will be added to the existing list of selected items.


However, changing the filter and then clicking the ‘Select all listed items’ checkbox will reset all previous

selections and select only those items that are currently displayed in the table.

When viewing the table unfiltered, all documents will be displayed, and all documents that were

selected previously will remain selected.


Clicking the ‘Only show selected documents’ checkbox will filter the table to display only those

documents that have been selected.

Once all desired documents and attachments have been selected, recipients can be selected.

Selecting Recipients There are multiple ways to select recipients for the selected documents in MultiDoc. They can be

chosen by selecting recipients from a list of patient contacts, selecting recipients from a list of all other

contacts in Centricity (doctors, pharmacies, service providers, etc.), or by adding a recipient on the fly

for the selected patient only.

Selecting from Patient Contacts MultiDoc allows the user to select recipients from the list of patient contacts that exist in Centricity

Registration. These contacts are displayed in the Recipients table. For information on how to sort and

filter this table, see Appendix A.


All patient contacts will be displayed in this list, along with the fax number that is associated with that

contact.

Any contacts that are associated with the patient in Registration that do not have a fax number will still

display in the table. This includes the selected patient. These contacts will display at the bottom of the

table and the Fax column for these contacts will be empty.

To select a recipient, simply find the desired recipient and click the checkbox next to the fax number for

that recipient.

Select all desired recipients as necessary.

Selecting from Other Contacts

If a desired recipient is not in the list of patient contacts, click the ‘Add other recipients’ heading.


This opens the Other Recipients table. This table contains all other contacts in Centricity. For

information on how to sort and filter this table, see Appendix A.

To add a contact from this list to the Recipients table, simply find the desired contact and click the

button.

This adds the contact to the Recipients table.

This contact is now a part of the Recipients table for this patient. If MultiDoc is closed at this point, the

next time it is opened, this contact will still be in the Recipients table.

IMPORTANT: This contact is not added to the list of patient contacts in Centricity Registration. The

contact is only stored as a patient contact in the MultiDoc application’s database, so that the contact

will remain in the patient’s list of recipients in MultiDoc until such time as the contact is removed from

the list. If this contact should be made a patient contact in Centricity, it must be done in Centricity itself.

The recipient can now be selected as any other recipient would be.


To remove the contact from the Recipients table, click the button for that contact.

This will remove the contact from the Recipients table.

Add all desired recipients as necessary.

Adding New Recipients If the desired recipient is not in either the Recipients table or the Other Recipients table, it can be added

on the fly by utilizing the fields provided.

Type the contact name in the name field.

The fax number field is pre-formatted, and will only accept 10-digit numbers. Entering fewer than 10

digits will cause the field to be colored yellow and the button will remain disabled.


Once a 10-digit number is entered, the button will be enabled and no more digits can be entered.

Once a name and number have been entered, click the button to add the contact to the Recipients

table.

NOTE: The button will remain disabled until both a name and number have been entered.

The contact will appear in the Recipients table exactly how the added contact from the Selecting from

Other Contacts section appears.

IMPORTANT: This contact is not added to the list of patient contacts in Centricity Registration. The

contact is only stored as a patient contact in the MultiDoc application’s database, so that the contact

will remain in the patient’s list of recipients in MultiDoc until such time as the contact is removed from

the list. If this contact should be made a patient contact in Centricity, it must be done in Centricity itself.

To remove the contact from the Recipients table, click the button for that contact.

This will remove the contact from the Recipients table.


If it is necessary to enter a contact that does not have a 10-digit fax number, whether that number is an

international number or an extension, uncheck the ‘U.S.’ checkbox to remove the number length

restriction from the number field.

This will allow any length fax number to be entered.

The contact is added to the Recipients table in the same manner as before.

Add and select all recipients as necessary.

Sending Documents Once all documents and recipients have been selected as desired, the Send button becomes enabled.

Clicking the Send button will send all selected documents to the Faxcom queue associated with

Centricity, and close MultiDoc.

At this point, the faxed documents behave just as they normally would when faxing out of Centricity.

The Fax Status will be generated and displayed in the Fax Status tab of the Chart Desktop, and, if the

practice has Faxcom set up to do so, Fax Status Chart Documents will be generated to the patient’s

chart.

IMPORTANT: At this time, the Fax Statuses that are generated for display on the Chart Desktop are

currently being displayed under the location of care of the patient, instead of the location of care of the

user. If a user sends a fax using MultiDoc to a patient with a different location of care as the one the

user was logged into, the user will not see the Fax Status until they log out of Centricity and log back in

to the patient’s location of care.


Centricity Notifications

Upon clicking Send, a flag is generated in EMR for the user that sent the fax. The flag will list the patient,

the recipient(s), and the document(s) selected from MultiDoc.

NOTE: This flag will be automatically deleted once the fax is successfully transferred to Faxcom. This

flag is generated and deleted so quickly that it should never be seen by the user. If the flag stays on the

user’s chart desktop, this is an indication that the fax never reached Faxcom from MultiDoc. In this

instance, the fax must be resent from MultiDoc by selecting the listed document(s) and recipient(s)

again. Contact VOW Support for troubleshooting if this continues to occur.

Once a fax is successfully sent, the Fax Status tab of the Chart Desktop will be populated with the Fax

Statuses. There will be one Fax Status for each recipient that was selected in MultiDoc.

At this point, standard Centricity functionality is in effect. If the fax failed, the status will show the

failure, and the user will be able to resend the fax from here.

Once a fax is sent successfully, and the practice has Faxcom configured to return Fax Status Chart

Documents to the patient’s chart, those documents will be displayed as signed documents in the list of

documents for the patient.


There will be one Fax Status Chart Document generated per recipient of the fax. The document will

contain the list of documents sent, the status of the fax, the recipients, which particular number was

sent to for this particular fax, and any other pertinent information about the fax.

If any part of the fax has failed due to an error in processing the fax, there will be a flag generated for

the user in EMR. The flag will contain the patient, recipient(s), document(s), and the error reason.

NOTE: A common reason for this to occur would be if the user attempts to fax an attachment that is

located on a network drive that the user or Faxcom does not have access to in Windows. If this occurs,

it is recommended to move the attachment to a shared network location to alleviate the issue.

Documents attached through DocuTrak will not cause this issue to occur.


Appendix A – Sorting and Filtering Tables This section contains instructions for sorting and filtering the tables that can be found throughout all

Virtual OfficeWare Healthcare Solutions applications. This section uses a standard patient results table

that can be found in most VOW applications. The sorting and filtering functionality described in this

section is universal to all tables.

The following screenshot is of a standard patient results table that is returning all patients in Centricity.

The table is defaulted to list all patients in ascending alphabetical order by patient name.

All of the columns in the table can be sorted by clicking on the header of the column itself. Clicking the

header the first time will sort the table in ascending order of the selected column.


Notice in the screenshot that the column now has an icon, indicating the column currently being

sorted in ascending order.

Clicking the column again will resort the table in descending order of the selected column. It will also

change the icon to .

Clicking the column a third time will return the table to its original state, and the selected column will no

longer be sorted.

Columns can only be sorted one at a time. So, if the table is sorted by the ID column, and then the DOB

column is clicked, the table will be sorted by the DOB column only.


The table can also be filtered by column as well. The filtering can be done by clicking on the icon

that displays when hovering the mouse over the column header.

NOTE: Unlike sorting, not all of the columns in all of the tables can be filtered. Some columns have

purposefully had filtering disabled. These columns are typically ones that contain nothing more than a

button.

Clicking the icon on a column will bring up one of two different filtering options. The first option is a

‘Contains’ filter.

In order to filter a column that uses the ‘Contains’ filter, the first step is to select the appropriate

qualifier from the drop-down list provided. The filter defaults to contains, but other options can be

selected.

Once an option is selected, simply type the desired text in the given field, and the filtering will behave as

follows:

Contains – filters the column to display any row that contains the desired text anywhere in the

displayed text of the row.

Equals – filters the column to display only the row(s) that equals the exact desired text

Starts with – filters the column to display only the row(s) that starts with the desired text

Ends with – filters the column to display only the row(s) that ends with the desired text


Example 1 – Contains filter:

Example 2 – Equals filter:

Example 3 – Starts with filter:

Example 4 – Ends with filter:


Once the desired filtering is complete, simply click anywhere in the table itself to hide the filter options.

The table will now be filtered by the desired criteria, and the filtered column will contain a symbol to

notify the user that the column has been filtered.

Another method of filtering that can be performed is via a checklist. This list displays all of the rows in a

given column, and can be used to filter the column by selecting multiple options.

Unchecking the select all box will clear the table of all results.


To narrow down the list of options, the Search field can be used.

Once the options have been sufficiently filtered, check the box of the desired result to display the

matching results in the table.

This will now display only the results that have the selected criteria in the selected column in the table,

and will again display the symbol to note that it is a filtered column.

Note: Unlike sorting, multiple columns can be filtered at one time. Each column that is filtered will have

the above mentioned symbol.

The below example is filtering the table for all patients whose name contains the text ‘test’ and whose

date of birth is 01/01/2000:

At this point, the table can also be sorted. Columns can be sorted and filtered at the same time. These

columns will display the appropriate symbols as follows.


The below example is filtering the table for all patients whose name contains the text ‘test’ and whose

date of birth is 01/01/2000, sorted in descending order by patient name: