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Document Management
Table of contents
- 1. Accessing the Document Import Workspace
- 2. Drag and Drop Files into SOAPware
- 3. Scanning Documents Directly into Chart
- 3.1. Parameters
- 4. Security for Document Importing and Scanning/OCR
- 5. Recommended Scanning Resolutions and Settings
- 6. Drawings
- 6.1.1. The Basics
- 6.1.2. Adding a New Drawing to a Patient Chart
- 6.1.3. Editing and Annotating your New Drawing
- 6.1.4. Removing a Drawing from a Patient Chart
- 6.1.5. Signing-Off on a Drawing
- 6.1.6. Printing a Drawing
- 6.1.7. Reassigning a Drawing
Table of Contents
- 1. Accessing the Document Import Workspace
- 2. Drag and Drop Files into SOAPware
- 3. Scanning Documents Directly into Chart
- 3.1. Parameters
- 4. Security for Document Importing and Scanning/OCR
- 5. Recommended Scanning Resolutions and Settings
- 6. Drawings
- 6.1.1. The Basics
- 6.1.2. Adding a New Drawing to a Patient Chart
- 6.1.3. Editing and Annotating your New Drawing
- 6.1.4. Removing a Drawing from a Patient Chart
- 6.1.5. Signing-Off on a Drawing
- 6.1.6. Printing a Drawing
- 6.1.7. Reassigning a Drawing
Most EMR systems provide a scanning interface. The Document Import workspace is much more than just a mechanism to manage scanned documents. It allows almost anything to be placed almost anywhere in charts and thus provides a simple, manual interface to just about anything needing to send information into SOAPware. It is no longer necessary to avoid an EMR because interfaces are not available.
- The Document Import workspace is designed to efficiently place all of the loose paper and some electronically received documents into charts.
- The Document Import workspace supports multiple file types including text, video, audio, PDF and many more.
- Documents can be placed almost anywhere in the chart.
Accessing the Document Import Workspace
- Click SOAPware in the menu bar.
- Click the Document Import menu item in the drop-down menu.
- 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 s.
Drag and Drop Files into SOAPware
Drag and drop items into almost any area of the patient chart. Items can be either attached to existing docutainer-documents or dropped directly into most fields. The ability to drag and drop a file into a chart can be accomplished as follows:
Open a patient chart, and then make the SOAPware window smaller by Clicking the Restore Down button in the upper right corner of the SOAPware window.
Choose a file. In this example we are choosing one that has been stored on the Windows Desktop.
The results of an MRI will be placed in the Radiology section of the chart.
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Click the 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 moved 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 Releasing 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 and Scanning/OCR
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.
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 Role assigned to the user needing access rights in order to document importing, scanning, and OCR. In this example Click Nurse in the hierarchical list. Click the Document Import list item, and Click the Accessible checkbox which places a green checkmark into it.
This setting will allow any user assigned the role of Nurse to use document importing, scanning, and OCR documents into a patient chart.
Scanning Functionality
With an unsigned docutainer open in SOAPware, for this example the Radiology section will be used, Click on the Create Docutainer button under the lower Splitter bar.
This will launch the scanning software for the default scanner. Follow the manufacturer's directions for scanning.
An Add Document Task dialog window will display. Assign to the provider that is responsible for reviewing and signing it off.
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 lower tab and Clicking the Rename menu item.
Recommended Scanning Resolutions and Settings
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.
Drawings
The Basics
First, download the available Drawings from the SOAPware online library. Click Docutainers in the menubar, and Click the Docuplates menu item (or Press F6). Leaving the Find field/box empty, Click the Search button (this procedure takes several seconds to display all the docuplates on the online Library). Once displayed, click the Location column header to resort the list, and scroll-down to Drawings.
To open the Drawings section of a patient chart, Click Charts in the menubar; Click the Sections menu item, and then Click Drawings from the SOAPware menu bar. 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 dialog box will open. Here, a list of all available Image s for use in SOAPware is presented. Select the image 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, Click the Drawing 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 to print by Clicking on it. Then, Click the Print Current Document button (or press CTRL + Alt + P). The Print dialog will open. Select a printer to use, and Click Ok. Click Cancel to return to the chart without printing.
Reassigning a Drawing
To reassign a Drawing, first select the Drawing 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 - Chart Merger
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