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Documents
Documents is used to create (generate) and manage documents related to your patients’ care. For example, you may want to mail a letter to your patients informing them of changes in office protocol. You can create the form letter and merge it with your patient information and then either print or download the PDF version of the document.
A sample document
Documents can be manually generated for one patient, manually generated for one or more patients on your wait list, manually generated for a subset of patients using patient criteria, or automatically generated when an action happens, such as a patient being added to the wait list. Generated documents are added to each patient’s case.
| Novari ATC uses the term ‘generate’ when creating documents because it is descriptive of the action that occurs. During document generation, a template is combined with the patient’s current information that is stored in the Novari ATC database. Documents can be refreshed (regenerated) using the newest template, if there is one, and always the patient’s current information. |
ATC Documents is different from Attachments. Attachments are documents and image files that come from outside Novari ATC through uploading or scanning and then attached to the specific patient’s case; ATC Documents are created from within Novari ATC and can be added to multiple patient cases and managed individually or together.
| ATC Documents are similar in concept to the mail merge feature in word processing applications but with more functionality and power. |
From the Provider’s Office navigation menu:
• Select Documents.
ATC Document Management
Use ATC Document Management to manage the new documents that have been generated automatically (system generated) or manually. For example, you manually generated an office protocol document for all the patients on your wait list. In ATC Document Management, you can review those documents, print them, edit any of them, and clear them from the list when you have dealt with them. Clearing documents from this list does not affect the documents added to your patients’ cases.
Select ATC Document Management from Documents on the Provider’s Office navigation menu.
ATC Document Manage has three tabs:
New ATC Documents – System Generated (the default tab),
New ATC Documents – Manually Generated, and
ATC Document History.
For System Generated and Manually Generated documents, you can Print, Clear, Review and Refresh all or a subset of documents.
The Print action prints and clears all, one, or a selection of documents. Once printed, you cannot change the document. If you want to change it, you can edit it, but it creates a new version of the document, retaining the original. The date the document was printed and cleared is recorded on the ATC Document History tab.
The Clear action clears all, one or a selection of documents from the list.
The Review action opens the Edit Document dialogue allowing you to change the document. The document you change through here is the document attached to the patient’s case.
The Refresh action pulls in any changes from the document template into the document that is currently assigned to the case. For example, if you change the opening salutation at the start of a document template, then clicking refresh would update the already generated document for the case from the changed document template.
New ATC Documents – System Generated
New ATC Documents – Manually Generated
To access document history, select the ATC Document History tab. This loads a comprehensive history of all documents for cases currently on the wait list and what has happened to the document, such as how many versions it has, when it was generated, printed, cleared, if it has been edited and if the template has changed since it was last generated.
Use the available filters to narrow the list of displayed documents.
ATC Document History
| You can view a document’s history for a patient from the View Patient page. |
Template Management
The first step in generating documents is to create a document template. Templates are the framework for all documents. They can contain logos; text; content from the Novari ATC database such as patient information, provider information and procedure information; and headers and footers.
The Template Management page contains a list of available document templates, as well as header/footer files. The available document templates are divided into two tabs: My Templates and Admin Templates.
My Templates tab contains document templates belonging to the currently selected provider (or pool). These templates are fully editable, with applicable permissions.
Admin Templates tab contains the library of document templates maintained by the system administrator for you. These templates are editable only by a system administrator. You can copy admin templates to the My Templates list. The copied template then belongs to the selected provider (or pool) and can be modified by you.
Creating a New Template
From the Template Management page:
Select My Templates and then select Create New to open Document Template Details
| If the Create New link is disabled, you are logged in as more than one provider. Return to the Main page, select Provider’s Office, select one provider and then Documents in the Provider’s Office module navigation menu. You can also create templates for a Pool. |
Document Template page
In Document Template Details:
Name
Enter a name for your template. You may have many templates so good template naming conventions is critical.
Template name is mandatory.
Owner
This is the provider you selected, or it could be a pool.
Header/Footer
Optionally, select a header/footer for your template. You and your site administrator can create headers/footers.
Template Type
This defaults to ATC.
Active
When you save a new template, Active is automatically changed to Yes.
Choose No when you no longer need to use this template, or when the template isn’t ready to be used (for example, you are still in the process of creating it).
You can make a template active or inactive by selecting or clearing its Active checkbox on your list of templates on the Templates Management page.
Template Category
Optionally, select a template category from the dropdown list.
Template categories help you organize your templates. These are provided by your site administrator.
In the Document Template Content section, do at least one of the following (you must have something in the content body area to save the template),
Enter text in the body area or copy and paste from another application. Format your text using the Text Editor controls.
Insert one or more fields into the content body.
Select Save.
Template Fields
The template editor has many fields that you can add to your content body. These fields come from the Novari ATC database and contain the most recent information about the patient. Fields are organized by category, such as Patient Demographics, Dates, and so on.
To add a field to the content body:
Click in the content body where you want the field to be inserted.
Click a category to open it.
Alternatively, click Expand All to open all categories.
Click the name of the field you want to insert.
The field is inserted in the content body using its field name.
To remove a field, select it and delete it like you would with any text editor.
| You can add text and punctuation before and after the field. You can format the field by add bolding or italic, etc. Be careful not to change the field names themselves. If you do, your generated document will be incorrect. |
To preview your document using generic field values:
Click the Preview PDF icon.
Viewing Template Details
When you save your new template, you are presented with the template details. You can also view an existing template’s details by clicking Edit in your list of templates.
Click Edit on any of the element headers to edit that element of the template.
Patient Criteria
Patient Criteria is used during document generation to restrict the document to a subset of your wait list patients. It is used in two ways:
You can manually generate the document for all patients on your wait list that match the patient criteria you specified by clicking Generate on Criteria.
You can create a trigger that will automatically generate the document using this template for the patients on your wait list that match the patient criteria you specified. (Triggers are covered in the next section)
| A template’s Patient Criteria is ignored when you generate a document for one patient from View Patient page. |
| If a template has no criteria specified, then all cases for the currently selected provider or pool are considered matches for the template. |
To add or edit patient criteria:
Click Edit in the template’s Patient Criteria area.
In Patient Criteria:
Click a criterion, such as Age / Gender to open that criterion in the right-hand side.
For example, if you want to include only females (and exclude Males and Unknown) who are between 20 and 30 and 70 and 80,
Select the Female checkbox.
Enter the 20 – 30 age range and click Add to add a second age range.
Enter the 70 – 80 age range.
Two things happen:
The Age / Gender criterion is highlighted in green.
Generate On Criteria is enabled.
For patient criteria such as Diagnosis, Procedure Category, Procedure, Care Venue, you can choose one or more values for that criterion.
For example, you want to limit the patients to three care venues: Cardiology Unit, General Surgery Unit, and Cardiology Unit.
Use CTRL+click or SHIFT+click (CMD on a Mac) to select multiple items from the list of Care Venues.
Click Add Sites to add those care venues.
To remove a care venue, select it in the top list and click Remove Sites.
BE CAREFUL CREATING PATIENT CRITERIA. IF YOU’RE NOT SURE, ASK YOUR SITE ADMINISTRATOR FOR ASSISTANCE.
Trigger Events
Use triggers to automatically generate a document from the template when one or more actions happen. For example, you may want to generate a ‘what to expect’ document whenever you add a patient to your wait list. When you complete the Add Patient process, Novari ATC automatically generates the document and adds it to the patient’s case.
These are also referred to as System Generated documents.
Triggers can be combined with patient criteria. For example, you may have a ‘what to expect’ document for patients 18 – 64 and another one for patients 65 – 100.
Novari ATC provides numerous predefined triggers for you to use.
Under the Trigger Events tab,
• Choose one or more triggers.
The templates triggers are highlighted in green in the Trigger Events page and the Edit Template page.
Creating or Editing a Header/Footer File
A header/footer file is a template that can optionally be applied to any document template. This header/footer is applied to all generated pages and can be comprised of text or images.
To create a header:
On the Template Management page, select Create New from the Header/Footer tab to open the Header and Footer dialog.
In Header and Footer:
Name the Header/Footer.
The header and footer are each divided into three columns, left, centre and right. Each Header and Footer column list has a set of predefined items that can be add to that position:
The Free Text control can contain up to six lines of text (as shown below).
When you select an item for the header or footer position, you see how it will appear on the preview area.
Header/Footer Editor
Manually Generating Documents
Documents can be manually generated for a case or series of cases based on the selected template.
For One Patient
To generate a document for a single patient:
Go to View Patient for that patient and select Documents.
The Print Documents page appears.
Select Generate New Document.
Select the template you want to use to generate the document from either My Templates or Admin Templates.
Choose Generate or Generate & Print.
The newly generated document appears on the patient’s ATC Document History tab.
For a Group of Patients
Documents can be generated for a manually selected group of patients using View List Filters and View List Actions.
In View List, filter the list to include only the cases for which you want to generate the document.
From the View List Actions dropdown list, select Generate Document for this List.
In Generate Document for this List, select the template you want to use to generate the document from either My Templates or Admin Templates.
Choose Generate or Generate & Print.
Managing a Patient’s Documents
Once a document has been generated, either automatically or manually, it appears in the patient’s ATC Document History on the Print Documents page (accessible from Documents in View Patient).
Options are:
Print – The date the document was printed is recorded in the list.
Edit – If a document has not yet been printed, you can edit for content, adding special instruction, removing empty fields, etc. Editing here only affects this specific document and does not affect the template or other documents. A green checkmark appears to indicate the document has been edited
Reprint – Reprint a printed document.
Recreate - Refreshed to the latest version of the template and patient record.
Document Versions
Select a document name to view the document’s versions. You can view, print or reprint a version.
