onbase fax inbox (queue) - riverside medical center...csn of that encounter and enter it into the...

Date Last Revised: 1/22/2020 5:58:00 PM

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Onbase Fax Inbox (Queue) Logging in to Onbase ....................................................................................................................... 2

Viewing Fax Inbox (Queue) ............................................................................................................. 3

Viewing Faxes .................................................................................................................................. 4

Moving Faxes to Another Fax Inbox (Queue) ................................................................................. 5

Printing a Fax ................................................................................................................................... 6

Deleting a Fax .................................................................................................................................. 7

What to print from Fax Inbox (Queue) and Why ............................................................................ 8

Sending a fax for Physician Acknowledgement .............................................................................. 9

Reordering, Splitting, and Deleting Pages of a Fax Using the Document Separation Activity ..... 12

Indexing a Fax ............................................................................................................................... 14

Indexing External Test Results to Existing RMC Epic Order .......................................................... 17

Indexing External Results to an Order Not in Epic ........................................................................ 21

Indexing External Order to Previously Transcribed Order ............................................................ 23

Index and Add to Separate Batch ................................................................................................. 25


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Logging in to Onbase 1. Login to Onbase

a. Click on the Start menu on the lower left hand corner of your PC

b. Search for Citrix Receiver in the search bar and select the program

c. You may have to log in to Citrix using your Network ID and Password d. Select Unity Client

e. Log in to Onbase using your Network ID and Password


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Viewing Fax Inbox (Queue) 1. From the Home tab, click Batch Processing to load the fax boxes.

2. Select the appropriate fax inbox (queue). They are listed by department name. The number in brackets is the number of incoming faxes sitting in the fax inbox for that department.

3. The list of faxes will appear on the right with the date, time, and status of the fax.


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Viewing Faxes 1. To view a fax, double-click the batch or select the batch and click Start Processing.

2. The fax will appear. a. The the left are the indexing and physician acknowledgement fields. b. To the right are a list of the number of pages sent and a mini image of that page.

3. For each document in the fax: a. Confirm that all appropriate pages are present. b. Visually check the images for any legibility issues and that the pages are in the correct order. c. **VERIFY THAT ALL PAGES BELONG TO THE SAME PATIENT***

Sometimes you will receive faxes from one source that contain information on multiple patients. In this case you can separate the document into individual, patient specific faxes to allow direct indexing to each patient WITHOUT printing the fax and then scanning the separate patients back in to Media Manager. Refer to the “ Reordering, Splitting, and Deleting Pages of a Fax Using the Document Separation Activity” section of this tip sheet.


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Moving Faxes to Another Fax Inbox (Queue) If you received a fax in error and you want to send it to a different department, you can move the fax.

1. Open the fax and verify this is the fax you want to move. 2. Close out of the fax. 3. Right-click on the fax and click Send to: Scan Queue.

4. Select the appropriate fax inbox (queue) that you want to move this document to. Click Send.


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Printing a Fax Sometimes you will receive faxes that need to be printed, such as faxes that need a physical signature. After you print a document, you will have to delete it in order to remove it from the fax inbox (queue). After the document is reviewed, you will scan it back in to the patient’s chart.

1. Open the fax you wish to print. 2. Right-click on the fax and click Send To: Print.

3. Verify your printer settings are appropriate and the correct printer is selected and click Print.

4. Verify the fax printed BEFORE deleting the fax.


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Deleting a Fax After printing faxes, you will need to delete them in order to remove them from your fax inbox (queue). Once a fax is deleted, you cannot get it back, so verify your fax has actually printed before deleting it.

1. Open a fax. 2. Select the trashcan button on the lower left side.

3. A pop up question appears. Select Yes.

4. Click Save and Transition.


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What to print from Fax Inbox (Queue) and Why The following documents should be printed from the fax inbox (queue):

1. Prescription Refills – As pharmacies resend requests every 24 hours until a prescription is refilled, print prescription requests and give them to the back office staff to check for duplication BEFORE opening another refill request.

2. External test results required for Health Maintenance Quality Measures (QM). The test must be resulted following the QM External Results workflow (tip sheet available on Rivernet>Epic Updates) and then scanned in. At this time, these results cannot be directly indexed into the patient’s chart. Tests, immunizations, and vaccinations currently included are as follows: And they appear in Epic as follows:

NOTE: Immunizations and vaccinations do not appear on the Epic list shown (above right), as they are entered under the immunizations tab by the clinical staff.


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Sending a fax for Physician Acknowledgement If a document requires a signature, a physician can sign it electronically using the faxes to be acknowledged workflow. YOU DO NOT NEED TO PRINT THE FAX! Please make sure the document has an appropriate description.

The only documents that can be sent to be acknowledged are:

1. Select the Document Type you want to index the fax to in the Document Type field. 2. Update the Document Date field to the date on the fax. EX: result date or date sent

3. In the Reverse Keyset Lookup field, select Patient Lookup or Encounter Lookup. a. If you are indexing the fax to a specific existing encounter in Epic, you will need to look up the

CSN of that encounter and enter it into the CSN field. To find the existing CSN, you will select Encounter Lookup. You can only index to past encounters. If the encounter is in the future or there is no appropriate encounter, you will create a scan only encounter.

b. If you are not indexing to a specific encounter but rather creating a new scan only encounter, you will use Patient Lookup.

c. Search and select your patient record.

4. Select Physician Acknowledgement.

5. Select the provider directly off the drop-down menu. You can select multiple providers to acknowledge the same fax.


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6. If you select an incorrect provider, you can delete them from the field or deselect the box by their name on the drop-down menu.

7. If you selected an encounter, the CSN field will populate. If you are creating a Scan Only encounter, you will enter 0 into the CSN field.

8. In the Description field, enter a succinct, detailed description of the document. End the description with “PLS SIGN” as a flag for the physician to electronically sign the document.

9. Enter the fax date on the Admit Date field. EX: result date or date sent.

10. Verify that the “Can Physician Acknowledge?” field is set to Yes.

11. Click Index.

12. Once you click Index, you will have the option to: a. Review the Last Action: This will return you to the indexing panel b. Save and Transition: This will save your changes and move the batch to processing c. Save and Close: This will save your changes but the batch will not move to processing


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13. When you’ve selected a fax to be indexed, the status will show Awaiting Commit. This can take up to 10 minutes to process so the fax will remain in your inbox (queue) until it is completed.

14. In order to see new faxes or remove indexed faxes from the inbox (queue), you will need to click Refresh List.

NOTE** If you finish indexing the fax and forgot to send it to a physician, you will have to print the fax from the patient’s chart and then scan it back in once the physician signs it.


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Reordering, Splitting, and Deleting Pages of a Fax Using the

Document Separation Activity

Sometimes you may want to split a document into separate pages while simultaneously deleting a page of the document, such as the cover page that does not need to a part of the patient’s medical record when indexing. Also, when one fax contains documents for multiple patients, you can separate the documents by patient and then index them accordingly (YOU DO NOT NEED TO PRINT THEM OUT AND SCAN THEM BACK IN!).

1. Open a fax. 2. Right-click the fax and click Send To: Document Separation. 3. To separate pages within a fax and create a new fax, click and drag the appropriate pages to new lines

in the Document Separate activity. 4. To reorder pages within a fax, click and drag the appropriate pages to the appropriate place within the

fax.

5. To Copy a page to use it as part of a separate fax, select the page and click Copy. This is useful, for example, when one page of a fax contains multiple lab test results – you can copy the page several times to create separate faxes to index to each associated lab order.

6. To delete faxes within the Document Separation activity, click Delete Mode and select the pages you

want to delete. A red X will be placed over the documents you’ve selected for deletion. Select Delete Mode a second time to stop the activity.

a. There is an Undo button for any mistakes made within the Document Separation activity.


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7. Once all adjustments have been made, click the Save and Close All button on the top left.


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Indexing a Fax If you receive a fax where all pages need to be indexed to the same patient, you can index them from the opened fax.

1. Select Document Type Group. a. Patient Level documents are documents associated with the patient, regardless of what

encounter they are at. EX: photo ID, insurance card, Power of Attorney, Consent for Treatment b. Encounter Level documents are specific to an encounter. EX: notes, consultations, pathology

reports

2. Select the Document Type you want to index the fax to in the Document Type field.

3. Update the Document Date field to the date on the fax. EX: result date or date sent

4. In the Reverse Keyset Lookup field, select Patient Lookup or Encounter Lookup. a. If you are indexing the fax to a specific existing encounter in Epic, you will need to look up the

CSN of that encounter and enter it into the CSN field. To find the existing CSN, you will select Encounter Lookup. You can only index to past encounters. If the encounter is in the future or there is no appropriate encounter, you will create a scan only encounter.

b. If you are not indexing to a specific encounter but rather creating a new scan only encounter, you will use Patient Lookup.

c. Search and select your patient record.

5. If you selected an encounter, the CSN field will populate. If you are creating a Scan Only encounter, you will enter 0 into the CSN field.


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6. In the Description field, enter a succinct, detailed description of the document being indexed so that those who may view it in the patient’s chart can easily identify what it is. Depending on the type of document you select, you may need to scroll down to find the Description field.

7. Enter the fax date on the Admit Date field. EX: result date or date sent. 8. Click Index.


10. When you’ve selected a fax to be indexed, the status will show Awaiting Commit. This can take up to 10 minutes to process so the fax will remain in your inbox (queue) until it is completed.


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11. In order to see new faxes or remove indexed faxes from the inbox (queue), you will need to click Refresh List.


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Indexing External Test Results to Existing RMC Epic Order If you receive a fax containing external test results for an order placed by an RMC provider in Epic, you can index the results directly to Epic from OnBase. You DO NOT have to print the results and then scan them into the order via Media Manager!

1. Select Document Type Group = Medical Records - Encounter

2. Select the Document Type = Scanned Result

3. Update the Document Date field to the test result date.

4. In the Reverse Keyset Lookup field, you may select Encounter Lookup or Patient Lookup. A. If you choose Encounter Lookup, search and select the related encounter record. This choice

will autopopulate the CSN field further down on the screen.

B. If you choose Patient Lookup, search and select the patient record. This choice requires you to

look up the CSN for the encounter to input into the CSN field further down on this screen.

You can locate the CSN either on the Storyboard for the encounter registration:

… Or in the patient’s chart for the encounter:

5. Click Physician Acknowledgement and select the provider who ordered the test.


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6. Go to Epic>Patient Lookup, to enter the chart for the patient whose results are being indexed. 7. Click the chart tabs More arrow and select Open Orders (or it may say Order Review).

8. Click once on the order being resulted to highlight it. 9. Click Release to release the order. 10. At the bottom under Order Report, highlight the order number. Use CNTL+C to copy the order

number.

11. THIS IS A CRITICAL STEP. Once the order is released, return to the Chart Review Tab and Appropriate sub-tab to which you are indexing results (e.g. Labs), and Click Refresh. Refreshing changes the order number in Epic, and you can only index to this newly created/secondary order number. If you do not Refresh here, the results will not be indexed to the correct order number.


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12. Return to OnBase. Use CNTL+V to paste the order number into the Order Number field. You may also manually type in the Order Number here if you wrote it down versus copying and pasting it.

13. In the Description field, enter a complete description of the result being indexed to the order which

includes where the test was performed and the date of the test result. End the description with “Pls Sign” so that the provider knows this document is something he must sign and is not just results (e.g. PSM 061818 Pls Sign).

14. The CSN field must be populated with the actual CSN for the encounter. In step #4 above if you chose: A. Encounter Lookup, the CSN field will autopopulate. B. Patient Lookup, you will have to look up the CSN for the encounter and enter it here.

*** THE CSN CANNOT BE “0” (zero) HERE! ***

15. Enter the result date on the Admit Date field. 16. Click Index.



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18. When you’ve selected a fax to be indexed, the status will show Awaiting Commit. This can take up to 10 minutes to process so the fax will remain in your queue until it is completed.

19. In order to see new faxes or remove indexed faxes from the queue, you will need to click Refresh List.


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Indexing External Results to an Order Not in Epic Follow this workflow for external results that need to be entered into the system that do not (and never will) have an order in Epic.

1. Go to Media Manager for the patient whose external results need to be entered. Select Patient.

2. Select Create New Order.

3. Click the “+” sign by External Results. A. Select the appropriate External result (Cardiology, Imaging, Labs, or Neurology). B. Order by: Provider, External C. Order date: Enter appropriate date D. Result date: Autopopulates as today’s date E. Click New Encounter.

F. On the New Contact screen, the Contact date and Contact type autopopulate. Fill in the other fields as follows, then click Create Encounter. 1. Provider: Provider, External 2. Department: WMA Health Info Mgmt


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G. Click Create and Scan.

H. The blue hyperlink for the order created populates to indicate this is what you will scan the results into. Click Scan and scan in the external result document.

I. Click All Other Documents.

J. Fill out the appropriate Document Description and click OK.


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Indexing External Order to Previously Transcribed Order If you receive a fax containing a hard copy of an external order that has already been transcribed into Epic, you can index the order copy directly to the transcribed order in Epic from OnBase. You DO NOT have to print the order and then scan it into the transcribed order via Media Manager!

1. Select Document Type Group = <Any>

2. Select the Document Type = Physician Order

3. Update the Document Date field to the order date.

4. In the Reverse Keyset Lookup field, select Patient Lookup.

Search and select your patient record.

5. Go to Epic, Transcribe Order, and transcribe the order. If the order was previously transcribed (e.g. off of a phone call), select this existing order.

6. Locate the CSN number for the order in the patient Storyboard. Right click (or CNTL+V) to copy this CSN.

7. Return to Onbase. Right click (or CNTL+V) to paste the CSN into the CSN field. 8. Enter the result date on the Admit Date field. 9. Click Index.



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11. When you’ve selected a fax to be indexed, the status will show Awaiting Commit. This can take up to 10 minutes to process so the fax will remain in your queue until it is completed.

12. In order to see new faxes or remove indexed faxes from the queue, you will need to click Refresh List.


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Index and Add to Separate Batch If you receive documents within a fax that need to go to another fax queue, you will need to utilize the Index and Add to Separate Batch functionality.

1. First, separate the batch into documents using Document Separation. Access Document Separation by right clicking on the document and following the path Send to > Document Separation.

2. Separate the pages into separate documents as necessary. Then you will see all documents at the bottom left hand corner. Index the documents that are yours to index. Do not index the document you want to send to another fax queue.


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3. Click Stop Indexing from the toolbar and choose option to Save and Close.

4. Reopen the same batch. Highlight a document that you already have indexed. 5. Click Index and Add to Separate Batch from the toolbar. Stop Indexing and Save and

Close.


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Note: The following warning may not always appear.

6. Click No to the review keyword changes warning. It will take away the indexed document.

7. From the list of batches, you can now send the batch you separated to a different scan queue by right clicking on the batch and using Send To>Scan Queue.

8. Next, open the batch you did index. You will immediately see the pop up to complete indexing Click Save and Transition.


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