SOAPedia Home > Introduction Guides > Next Steps > SOAPware Interface - Next Steps > Document Management
Document Management
Table of contents
- 1.1.
- 1.2. Accessing Document Manager
- 2. Document Import
- 3. Drag and Drop Files saved to the Desktop into SOAPware
- 4. Scanning Documents Directly into Chart
- 4.1.1. Parameters
- 4.2. Security for Document Importing
- 4.2.1. Functionality
- 5. Adding Anatomical Images to Chart
- 5.1.1. Changes from version 4.x.
- 6. Interface (pending screen shots)
The Document Management functionality is designed to efficiently place all of the loose paper or electronically received documents into SOAPware charts. Document Management supports text, video, audio, PDF and many more file types. Documents can be placed almost anywhere in the chart.
Accessing Document Manager
- Click SOAPware in the menu bar.
- Click the Document Import menu item in the drop down menu.
- Document Importer is an easy to use method of importing external documents into patient chart.
- Drag and Drop files into almost any area of the patient chart.
- With scanning, images and documents can be captured from WIA/TWAIN compliant scanners.
- Some anatomical Images are included along with some examples of premade image templates.
Document Import
Drag and Drop Files saved to the Desktop into SOAPware
Drag and drop items into almost any area of the patient chart. Items can be either attached to existing docutainers or dropped directly into open fields.
The ability to drag and drop a file into a SOAPware chart can be accomplished by following these directions:
First open a patient chart, and then make the SOAPware Workspace smaller by Clicking on the Restore Down button in the upper right corner of the SOAPware workspace.
Choose a file that has been stored on the desktop.
For this example, the results of an MRI will be placed in the Radiology section of the chart.
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Click MRI Reports icon on the desktop. While continuing to Hold down the mouse button, Drag the file until the mouse arrow is to the left of the lower tab of the docutainer. (For Radiology, the tab is labeled Report).
As the file is dragged toward the tab, the pointer will change to a black circle with a slash through it. 
When in the correct location next to the tab, the pointer will have a box with a small plus 
.
Drop it by lifting your finger from the mouse button.
The report will be displayed in the Radiology section.
Scanning Documents Directly into Chart
SOAPware Scanning allows the initiation of an image scan from within SOAPware, and to have the resulting image imported directly into the current document as a new document Item.
Parameters
Click Tools in the menu bar; Click the Options menu item, and then Click the Scanning list item from the Options list
This will set the parameters for scanning within SOAPware
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If using the OCR scanning, the settings can be set by Clicking the OCR list item in the Options list.
Security for Document Importing
The correct security permissions to scan items into a chart must be in place. This is done by making the document import accessible to the user's Role in Security. That is, sdministrative rights to access Security must be granted).
Click Tools on the menu bar, and Click the Security menu item. Click Roles in the hierarchical list to expand/open it, and then Click on the the Role assigned to the user needing access rights in order to scan. In this example Click on Nurse in the hierarchical list.
Click Document Import in the list, and Click the Accessible checkbox which places a green checkmark into it.
This setting will allow any user assigned the role of Nurse to scan documents into a patient chart.
Functionality
With an unsigned docutainer open in SOAPware, Click Docutainers in the menu bar; Click the New menu item, and Click the New Image from Scan menu item.
This will launch the scanning software for the default scanner. Follow the manufacturer's directions for scanning. After the scan is completed, the new scanned image will appear in the current docutainer as a new document Item of the image type. The ability to rename the scanned image tab is accomplished by Right-clicking on its tab and Clicking the Rename menu item.
Although the storage capacity of SOAPware is limited only by hard disk capacity (for all practical purposes), it is still a good idea to carefully consider the resolution and color depth at which items are scanned. Higher resolutions and more colors will result in larger images, while lower resolutions and fewer colors will result in smaller images. However, these changes come at the cost of image quality. Generally, the choice is a trade-off between quality and size.
Below are some examples of document types and recommended settings. These are only recommendations, and is is important to determine what settings best meet your needs.
These recommendations will not apply to OCR scanning.
Adding Anatomical Images to Chart
The SOAPware Drawings section is designed to give an easy way of creating informational pictures, either for reference or to be given to a patient.
SOAPware comes with a large number of pre-made image templates that can be used as a starting point, or simply start with a blank document. Any of the existing templates may be edited or appended at any time.
With SOAPware, all drawings are stored directly inside the patient chart, where they can be accessed, edited, printed and otherwise used.
Changes from version 4.x.
- Command buttons are located at the bottom of the Drawings window and have picture buttons that display helpful information when the mouse cursor hovers over them.
- There is now a column that contains the name of the owner of the drawing.
- Documents now have associated document demographics, accessible by clicking the top splitter bar of the chart section.
- Also, by Clicking the bottom Splitter bar, a list of all drawings in the current chart is presented.
Interface (pending screen shots)
The Drawing window features three main parts:
Document demographics, located above the anatomical image.
The Drawing window, where the anatomical image and the controls for editing and manipulating it are displayed.
And the Document list, located below the anatomical image. Here you will find controls for adding, removing, signing off, printing, and reassigning a drawing.
Functionality
The Basics
To open the Drawings section of a patient chart, Select Charts, Sections, and then Drawings from the SOAPware main menu.
Drawings can also be accessed from the Chart Navigator.
Adding a New Drawing to a Patient Chart
To add a new Drawing, Enter the Drawings section of the patient chart and Click the New Drawing Button (or press CTRL + Alt + N).
The Image Template dialog box will open. Here, a list of all available image templates for use in SOAPware is presented. Select the image template to use by Clicking on it, and then Click Ok. The new Drawing will be created and placed into the chart for editing and annotation as needed.
Editing and Annotating your New Drawing
For information about modifying, editing, and annotating drawings, please See Annotation Tools.
Removing a Drawing from a Patient Chart
To Remove a Drawing from a patient chart, Select the Drawing that to remove and Click the Remove Documents Button (or press CTRL + Alt + R).
SOAPware asks to confirm the removal of the document. When certain you wish to remove the document, Click Yes, and the drawing will be removed.
Otherwise, Click No, and SOAPware returns to the patient chart.
Signing-Off on a Drawing
To Sign-off a Drawing, first Select the Drawing to sign off by Clicking on it. Then, Click the Sign-Off Documents Button (or press CTRL + Alt + S).
SOAPware asks to confirm the removal of the sign-off the selected Drawing. When certain you wish to remove the document, Click Yes, and the drawing will be signed-off. Otherwise, Click No, and SOAPware returns to the patient chart.
Printing a Drawing
To print a Drawing, first Select the Drawing you wish to print by Clicking on it. Then, Click the Print Current Document Button (or press CTRL + Alt + P).
The Print dialog box will open. Select a printer to use, and Click Ok. If you do not wish to print the drawing, Click Cancel.
Reassigning a Drawing
To reassign a Drawing, first Select the Drawing you wish to reassign by Clicking on it. Then, Click the Reassign Drawing Button (or press CTRL + Alt + R).
Choose a new Owner by Clicking the arrow and choosing a new Owner from the list. Once a new Owner is chosen for the Document, Click Ok. Otherwise, Click Cancel, and SOAPware returns to the patient chart.
Path (Beginner) - Task Management
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