Keywords: document cabinet, import, acquire, delete documents, patient documents, document history
Summary
This article covers how to use the Document Cabinet in Cloud 9, including how to import, scan, view, email, and delete patient documents, as well as how to track who added or removed a document using the patient history tab.
About the Document Cabinet
The Document Cabinet within a patient chart is the designated area for storing important documents related to a specific patient. When merging or printing a letter, selecting the appropriate checkbox on the letter screen will ensure that a copy is saved in the Document Cabinet. Additionally, documents can be imported from your computer. You can also use the acquire button to scan a document directly into the cabinet using C9 Agent. You can also review the patient history to see which employee has added or deleted documents from the Document Cabinet, which will be discussed further in this article.
To access a patient's Document Cabinet from within a patient chart, select the dropdown arrow next to the patient ID number. When the dropdown options appear, choose "Document Cabinet".
Document Cabinet Buttons
When the patient's document cabinet is opened, there will be several buttons at the top right of the screen.
- The "Refresh" button, (two arrows in a circular motion), will refresh the document cabinet to show any recently added documents.
- The blue "Import" Button will allow you to import a document from your computer.
Please note: When clicking "Import" document file size limit is 10 MB. Allowed file types include: PDF, CSV, XLS, XLSX, DOC, DOCX, RTF, PNG, JPEG, JPG, BMP, TXT, ODT, STL, PLY, OBJ, DICOM, MP3, TIFF, ADF, EML, INV, DCM, Numbers (MAC) and Pages (MAC). - The blue "Acquire" button will allow you to use a connected scanner via C9 Agent to scan a document into the document cabinet.
- The "Close" button closes the patient's document cabinet.
Document Actions
To view specific documents in the document cabinet, first click on that document's line item. Once you do so, it will be highlighted blue and options will appear on the right side of the line item, as long as you have the "Document Cabinet" permission checked in your Edit > Setup > Employees menu by your practice.
- Clicking the "View" button will download the file to your web browser's downloads directory. You can then open the file to review the document.
- Clicking the "Email" button will open an email compose window (see screenshot below), allowing you to select a recipient, add additional recipients if needed, specify a subject line, and include a personalized message to the recipient of the document being sent. The email will be sent from the email address configured in your practice defaults, which can be adjusted via Edit > Practice Information > Email Server tab or Edit > Setup > Location > Email Server tab, depending on whether it is set at the practice or location level.
Once you click send, it will notify you with the following pop up. 'Success. Your e-mail was successfully sent.' - Clicking the "Delete" button brings up a dialogue box that asks if you really want to delete this document. You may click the red delete to do so, or cancel to close the dialogue box without deleting.
Please Note: If your Edit > Setup > Employee profile does not have the permission "Delete Documents" you will not be able to delete documents in a patient's document cabinet. This permission must be applied by the practice if a user needs it.
Make sure to be careful when deleting a document. There is not a restore button to restore deleted documents to a patient's document cabinet.
Determining who Added or Deleted from the Document Cabinet
Sometimes you may want to find out who added or deleted a document from the Document Cabinet. Inside the Document Cabinet the saved documents appear in a list form organized by date added.
To determine which employee added a specific document to the document cabinet, you will navigate to the Edit Patient > History tab, where this information is stored.
Once you are inside the Edit Patient tab, you will navigate to the History tab. Make sure the check box on the upper left "Show all Patient Changes" is selected. This will ensure all information is displayed in the patient History tab. You can see the description of the document, type, date and time, and the employee or user who added or deleted the document. You may need to scroll to get to the date shown from the document in the document cabinet, but this would be where you can verify who has added or deleted a document.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.