This article describes how to file documents from the Fax Inbox into a patient's chart.
Contents
How is the fax inbox organized?
Within your fax inbox, you'll see a tab for your Elation fax line(s) and a tab labeled "Unfiled Images (non-fax)".
- The fax line tab(s) will contain any inbound transmissions received by your Elation eFax number.
- The "Unfiled Images" tab will contain any reports that have been removed from a patient's chart but are awaiting re-filing.
Under any of these tabs, you can upload documents from your computer to Elation.
How do I transfer a document from the Fax Inbox to a patient’s chart?
Use the workflows below to learn how to transfer documents from any of the Fax tabs into the appropriate patient's chart.
To queue a document in preparation for filing:
- Click the name of the document to expand a preview of its pages.
- Select all the pages of the document you want to file using one of the following methods:
- To select an individual page, click on the box in the upper left hand corner of each page preview .
- To select all pages within the document, click Select all at the top of the document.
- At the top of the document, click Add to Queue in the toolbar. You will see your selected pages appear on the right side of the Fax Inbox in the Queue section.
- Pages that have already been added to the Queue will become grayed out so that you know which pages have been selected. This effect also locks the pages for other users in your practice to block them from taking action on the pages you're actively working on.
- (Optional) Take any of the following actions within the Queue if needed:
- Change the order of the pages by dragging and dropping the page previews.
- Click Print to print all pages in the Queue.
- Click Empty Queue to release all pages from the Queue back into the fax inbox.
- Click Delete Images to delete all pages from your fax inbox entirely. Use this button with caution.
- Click File to continue to the next step.
To file a document into a patient’s chart:
- In the 'Assign & File Document Into Patient Chart' form, fill in the following fields. Fields with an asterisk (*) are required:
- Patient* - The patient the document belongs to.
- Provider* - The Provider responsible for reviewing, maintaining, and possibly signing the document.
- Date* - The date of the document.
- Document Type* - The type of report this document should be categorized as.
- Tags - The document tag(s) you want to associate with the document.
- Title - The name of the document.
- To show the report in the Urgent inbox of the assignee's Practice Home queue, check off the Mark Urgent box.
- To indicate the report doesn't need to be signed, check off the File on behalf of Provider box.
💡 USER TIPCheck off the
File on behalf of Provider box if one of the following scenarios is true:
- Document has already been physically reviewed and signed by the provider outside of Elation.
- Document does not require provider sign-off (ex. copy of the patient’s insurance card).
- (Optional) To delegate the sign-off responsibility to a Staff Level User or User Group, input their name in the Delegate to field.
💡 USER TIPTo delegate sign-off to more than one Staff Level User, you must first create a
User Group that includes all staff who are delegates and then input this User Group into the
Delegate to field.
- To complete the filing workflow, take the action below that matches your use case:
- If 'File on behalf of reviewer' was selected - click File Into Chart.
- The document won't need to be signed; it'll be added directly to the Chronological Record of the patient's chart.
- If you specified a delegate - click Assign for Delegate Sign-off.
- The document will appear in the staff/staff user group's Reports queue and require sign-off.
- If neither of the above apply - click Assign for Sign-off.
- The document will appear in the Reports queue of the provider whose name was inputted earlier in the form. It will need to be signed.
If you see any reports in the Reports inbox of your Practice Home, this means the report has been assigned to you for review and sign off. To review and sign the assigned Reports:
- Click on the patient’s name to open their chart.
- Review the Report, which can be found in the Requiring Action section at the top of the chart.
- Click Sign Off if you're a Provider Level User or Sign off on behalf of provider if you're a Staff Level User.
If multiple people are operating in the Fax Inbox, can someone else take action on the same pages that I'm filing?
When you add pages to the filing queue, other users in the Fax Inbox will see those pages as locked images. This experience will deter others from taking conflicting action on pages that are already being processed.
If a user wishes to take action on a locked image, they must first click Unlock Image.
Will the Provider’s signature still be appended to clinical documents if the documents were filed or signed by a Staff Level User?
Yes, a Provider’s signature will always be appended to clinical documents that were filed or signed by a Staff Level User. The signature will have the following format: ‘Signed off for [PROVIDER NAME] by [STAFF NAME] on [DATE & TIME SIGNED]’.
Can a Provider still sign off on a Report that was delegated to a Staff Level User?
Yes, a Provider can still sign off on a Report that was delegated to a Staff Level User from the Requiring Action section of the patient’s chart.
After I delegate sign-off to a Staff Level User and click "Assign for Delegate Sign-off," can I change the delegate assignment to a different Staff Level User or User Group?
After you delegate sign-off and click "Assign for Delegate Sign-off," you will not be able to change the delegate to a different Staff Level User or User Group. You will only be able to change the assignment to a Provider Level User.
Can I restrict which staff can be selected as delegates for signing documents?
No, you cannot restrict which staff can be selected as delegates for signing documents. Any active Staff Level Users in the practice can be selected as a delegate. If you are using the Workspaces feature, then any Staff Level Users within a given Workspace can be selected as a delegate.
Can I delegate sign off to multiple users?
Yes, you can delegate sign off to multiple users but those users must first be added to the same User Group. You cannot input the names of multiple users or multiple User Groups in the Delegate to field.
Can I delegate to multiple user groups?
No, currently you can only delegate sign off to a single user group.
Why is the Provider seeing a Report that was delegated to a user group?
If a Provider can see a Report that was delegated to a User Group in their Reports inbox, this means the Provider is a member of the delegated User Group. If your objective is to remove a Provider from the sign-off process, please remember to remove them from the User Group(s) that are used for delegation.
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