calgary-skyline

Diabetes Educators Calgary Charting Guidelines

Attaching Documents

Attaching Documents in CC (Media Manager)

Connect Care combines health information from many clinics and facilities across Alberta.

  • Use the correct Document Type, Document Name, etc, so that you and others are able to find the document you're looking for. Detailed information can be found here.
  • Consider summarizing glucose results rather than attaching a glucose record, when appropriate.

Process

 

Use the following guidelines when choosing a name, document type, etc.

DocumentScan LevelDocument typeDocument Description
24 h ABPM loan agreementEncounterFinancial AgreementLoan agreement - 24 h ABPM device
Blue Cross Form (to send)PatientDrug Access/ApprovalBlue Cross Request for Access
Blue Cross Form (reply)PatientDrug Access/ApprovalBlue Cross Access Reply
Blue Cross Pump EligibilityEncounterInsurance/Coverage DocumentIPTP Eligibility Form
CBG recordEncounterClinical DocumentCBG record
Consult NoteEncounter [needs to be created first]Clinical DocumentConsult <MD name>
Enrollment Form Request (e.g. Evenity)EncounterClinical Document<Drug> Enrollment Request
Enrollment Form Reply (e.g. Evenity)PatientDrug Access/Approval<Drug> Enrollment Reply
Enrollment Form Request for More InfoPatientDrug Access/Approval<Drug> Enrollment Request for more info
Food recordEncounterClinical DocumentFood Record
Health history FormEncounterHistory & PhysicalOsteoporosis Health History Form
Insulin prescriptionEncounterRx PrescriptionInsulin prescription
Insulin Pump RecordsEncounterClinical Document<Brand> Pump Records
Insurance Form, e.g. Sunlife (to send)EncounterInsurance/Coverage DocumentInsurance Form <Company>
IPTP Participant Responsibility EncounterInsurance/Coverage DocumentIPTP Responsibility Agreement
isCGM reportEncounterClinical Document<Brand> isCGM
rtCGM reportEncounterClinical Document<Brand> rtCGM
Therapy Start Form EMAIL to Data AnalystEncounterClinical DocumentIPTP Therapy Start Form
ZA post infusion report/ Injection NotificationPatientExternal DocumentZA post infusion report/ Injection Notification

Process

  1. Ensure that the desired document identifies the patient.
    • Have the patient include their name at the top. Ideally, there should also be a date of birth and PHN.
    • At the very least, enter the patient name in the "Document Description" when uploading the document
  2. Save the document to a secure folder on your computer (Can be an image or a PDF).
  3. If it's a Consult Note you are attaching, create an encounter for the date of the consult. Encounter Type = "Scanned Document" 
  4. Open Media Manager (Press <Ctrl> + <Space> to open Search, then type in 'Media' and <Enter>)
  5. Search for and select the patient.
  6. Directly under the MRN, you will see "<down arrow> Patient:" If the scan level of the document should be "Encounter", click the down arrow and select "Choose an encounter". Select the encounter that the document should be attached to.
  7. Select 'Scan.'
  8. You will get the message "No scan devices found, only import feature will be available." Click OK.
  9. Select the date of the encounter.
  10. Select the Document Type. For example, Incoming Document = 'Clinical Document' 
  11. Enter Document Description, as per table above.
  12. Click 'Import.'
  13. Choose the file from the correct folder on your computer.
  14. Select "Upload the Selected Documents."