📌 Note: There is a monthly fee for CHR AI-powered features based on usage. Contact the TELUS Health Sales team for more information (refer to Contact us).
With the CHR’s smart automation feature, managing documents becomes more efficient. When you receive a fax or upload a document in your inbox, instead of manually searching for a patient to attach the document to, the system attempts to automatically match it to a patient in the CHR. For more information on how the CHR matches and how the match confidence is categorized, refer to CHR AI-powered: Patient matching for incoming documents.
If a document includes more than one patient, like a hospital report, instead of manually splitting a document, the system attempts to match the pages to patients in the CHR and automatically split the document.
If the system is unable to match the document or parts thereof to patients in your database, the system attempts to create a new patient.
After the CHR has processed the document, you must review the matched patients and page ranges to ensure accuracy. This includes verifying patient details, adjusting page allocations, and adding any necessary information for new patients.
If the document has more than one patient assigned, once the document is split, you can update the document information for each split document, such as file names tags, and make any further edits like adding annotations or comments.
Additionally, the system analyzes document content to suggest appropriate file names and potential document owners. It compares detected names with your clinic's user list and if there's a match, the possible owner appears at the top of the list as a suggestion.
Steps
1. In your Inbox, open the fax or uploaded document.
2. Once the CHR has processed the document, the PDF banner shows a Match patient button.
📌Note: The CHR can take some time to process documents and detect patients, especially larger files. The PDF banner indicates ongoing processing. Close the document and return later.
Alternatively, click the magnifying icon in the PDF banner to search for the patient manually or create a new patient. Also, if the document is more than 50 pages, a banner appears indicating you must manually search for the patient.
3. Click Match patient.
📌Note: Archived patients are not included in the list of matched patients.
A Matched patients window appears. If there is more than one patient referenced in the document, the system picks the number of patients and to which pages they belong to.
If the patient exists in your CHR database, for each patient found in the document, review the patient details (name, identification, sex, date of birth) and select the appropriate patient.
If a patient does not exist in your CHR database, a New patient detected banner appears beside the patient name. Click Create a new patient chart.
The CHR attempts to auto-populate the new patient fields. They are marked with a purple frame. If a field cannot be auto-populated, it remains blank.
a. Ensure the pre-filled information is correct and, if necessary, correct the information.
📌Note: Changing the pre-filled fields removes the purple indicator frame.
💡 Tip: To verify that the pre-filled information is correct, hover over each purple icon to view the page in the PDF the data was taken from.
b. Enter additional patient demographics, including any required fields that were not populated.
c. To remove all the pre-filled information, click Clear pre-filled data in the bottom left.
d. Click Save.
📌Note: You do not have to select a suggested patient, especially if the confidence rating is low. To search for the correct patient, you can either click Replace patient or click the search icon in the top right.
To remove a patient click Discard and confirm your action.
4. Check that the assigned pages beside the patient names are correct by scrolling through the downloaded document. To change the allocated pages per patient, beside Pages, adjust the pages or page ranges of the document that must be assigned to the patient.
📌Note: When entering the pages, you can use commas, dashes, semicolons or a combination:
Use commas to select specific pages. For example, 1,3,5 creates a new document with pages 1,3 and 5.
Use dashes to select a range of pages. For example, 1-5 creates a new document with Pages 1,2,3,4 and 5.
Use semicolons to split the pages into new documents. For example, 1-3;4-5 create two documents: the first with pages 1, 2, and 3, and the second with pages 4 and 5.
For example, 1,3-5; 6; 7,9 splits one document into three. The first document includes pages 1-3 and 5. The second includes page 6, and the third document includes pages 7 and 9.
5. If the system did not detect all the patients in the document, click +Another patient, search for the patient, click Next, and beside Pages, type the pages of the document that must be assigned to the patient.
6. If the document is assigned to a single patient, click Attach. A green banner appears advising that the document is attached to the patient’s chart.
7. To update the document, click Doc info and update the file fields. For descriptions on the file fields, refer to Updating files from your inbox.
📌 Notes:
For the Owner field, click it and if the system found a match, it appears at the top of the list.
If the system found potential names but could not match them, the names appear at the bottom of the list. For example, if the document mentions <Dr. John Test> but your system has <Dr. Johnny Test>.
If the match is incorrect, you can manually search for and select one from the list.
For the File Name field, the system suggests file names based on the document content. These suggestions appear at the top of the list with an AI icon. If a suggested file name matches a configured patient file name in your system, the suggestion appears only once in the list, with the AI icon.
Selecting this suggestion automatically applies any tags associated with the matching configured patient file name. The matching is case-insensitive, so "Lab Report" and "lab report" are considered the same.
If the document is assigned to more than one patient, click Next. A Confirmation window appears.
📌Note: If the system or you did not include pages, there is an Unassigned Pages warning with the page numbers beside it.
If you assign the same page to more than one patient, there is an Overlapping page ranges detected warning.
8. To automatically move the original document from your inbox to your Done items, select the Mark original file as done after split checkbox.
9. Click Split. A multi-document window appears with the new documents divided into tabs, i.e. Untitled 1, Untitled 2, etc.
10. To update each document, click the Untitled tab and update the file fields. For descriptions on the file fields, refer to Updating files from your inbox.
📌 Notes:
For the Owner field, click it and if the system found a match, it appears at the top of the list.
If the system found potential names but could not match them, the names appear at the bottom of the list. For example, if the document mentions <Dr. John Test> but your system has <Dr. Johnny Test>.
If the match is incorrect, you can manually search for and select one from the list.
For the File Name field, the system suggests file names based on the document content. These suggestions appear at the top of the list with an AI icon. If a suggested file name matches a configured patient file name in your system, the suggestion appears only once in the list, with the AI icon.
Selecting this suggestion automatically applies any tags associated with the matching configured patient file name. The matching is case-insensitive, so "Lab Report" and "lab report" are considered the same.
11. Make further edits to the documents, like adding annotations and depending on the document type, you may want to comment, mark the document as reviewed, share it with another user, etc. Refer to Viewing and managing inbox items.
12. Click Save, or to remove the document from the window, click Save & next and continue updating the next document.
💡Tip: To access other parts of the CHR while updating the multi-document window, click the minimize icon. To access the document anywhere in the CHR again, click the Split files widget in the bottom of any window in the CHR. A red circle with a number indicates how many documents you are working on.
When you open the file that was split, you see a green banner indicating that the file was split and attached to a certain number of patients, on a specific date and by whom. Click See history for more details about the File split history, including the patients assigned to the documents.
Updated December 13, 2024