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Docman
Below is a series
of flowcharts which outline how to
handle the various aspects of the Docman
software used by the practice for filing
electronic records. Click on a
link to access the document in PDF
format.
DOCMAN FLOWCHARTS - ACTION AND
VIEWING. PDF
DOCMAN FLOWCHARTS - NON PATIENT
FILING. PDF
DOCMAN FLOWCHARTS - OUT OF HOURS
SHEETS. PDF
DOCMAN FLOWCHARTS - SCANNING. PDF
DOCMAN FLOWCHARTS - TAGGING. PDF
Incoming mail
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Incoming mail
is received twice a day and is
sorted into paper types.
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Mail is then
scanned into the Docman system.
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Each item of
mail is tagged (attached) to the
appropriate patient, indexed and
work flowed (sent via the system) to
the 'seen by' GP.
GP opens their
individual workflow and actions the mail
accordingly:
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electronic
stamp added to indicate that it has
been seen
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comment added
requesting action to be taken
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work flowed
to 'Action', 'Computer', or another
member of staff as appropriate
Results Protocol
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Find patient in GPASS.
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F5
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Click on PCTI Docman tab.
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Locate correct result.
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Double click on result.
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Look at document history (should
appear automatically – select F6 if it doesn’t).
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Doctor should have noted result or
action required.
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Click
cancel to come out of the GPASS record once have
given result to patient. Do NOT
click on “OK” as this will record a data entry into GPASS.
If the result is not available :-
If still with the doctor :-
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Do NOT workflow the
result back to the doctor as this will create a second workflow.
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Advise the patient that
they have called too soon for the result.
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No further action
required.
If no longer with the doctor:
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Click the Docman icon in
GPASS.
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Highlight the item to be
work flowed.
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Click on the “documents”
menu (top of screen).
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Click on “workflow the
document”.
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Click on required
doctor’s name , then F12 to select it.
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Click “add comment” and
type in your message (i.e. result please).
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F12 to accept your
comment.
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F12 to save.
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Click close.
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Click cancel to close
GPASS record.
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