RowanSOM Faculty Practice Plan
Operations
Scanning and Indexing Documents into the
Centricity Electronic Health Record (EHR)
Effective Date: 09/17/12
Revised Date: 08/02/2013
Purpose:
To create a consistent method to scan and index all documents into the patient’s
EHR that will enable providers to easily locate those documents in the future.
Applicability:
All Clinical Faculty Practices
Responsibility:
Department Administrator
Definitions:
Scanned Documents
There will be many external paper documents, imaging, diagnostic and lab
test results, consults, hospital centered, and other miscellaneous documents
that will be sent to our practices and need to be entered into our EHR. All of
these documents are considered scanned documents.
Procedure:
A. When a document arrives in a medical practice, this procedure provides
guidelines on how to consistently index the type of document so that it will
be easy for the providers and staff to locate in the future.
1. You will click on the “Indexing Client” Icon that will be loaded onto
your pc.
i. It will open to the Scan tab; select the Index tab at the top of the
screen.
ii. Refer to the new EHR Scanning Guidelines Chart (see
attachment #1).
iii. Utilizing this chart, enter the correct document type in the
“Document Type” field, and then select the appropriate
document description in the “Summary” field. You then need to
free text by inserting a hyphen and then enter the
information requested in the “Free Text Detailed
Description” column of the chart for each document entered.
iv. Keep in mind that the system will automatically date stamp
when you scan the document into the system.
v. It is important that you go to the “Clinical Date” field and enter
the date of the test, consult, image, etc. that you are scanning
into the patient’s record.
2. Once the Index tab is completed then the staff will scan the
document(s) into the EHR using their training manual.
System Limitations:
A. The system can only handle about 10-15 pages per scanned image for
effective viewing and printing.
B. The complete chart should not be scanned; only the items deemed
appropriate by the provider. For example: the whole hospital chart shouldn’t
be scanned in, only the discharge summaries.
Attachments
1. EHR Scanning Guidelines Chart
Attachment 1
Centricity EMR Document
Type
The C-EMR Document type
will be the folder the
HL7
documents will be scanned
Code
into.
DI
Imaging
CC
Diagnostic
CN
Consult
AS
Hospital
CO
Internal Other
Kryptiq Document Type
Document Description
This will transfer to C-EMR document
summary line
x-ray Rpt
Dexa Scan
Cat Scan Rpt
Biopsy
MRI Rpt
Ultrasound Rpt
Nuclear Medicine Rpt
Mammogram Rpt
Imaging Rpt
Stress Test Rpt
Colonoscopy/Endo/EGD
EKG Rpt
Diagnostic Rpt
EEG Rpt
EMG Rpt
Consult Rpt
Rehab Rpt
Admission Rpt
Hospital Admission Rpt
Discharge Rpt
Medical Clearance
Hosp. H&P Rpt
Hospital Procedure Rpt
Operative Rpt
ER Rpt
HIPAA Rpt
License
Insurance Card
Record Release
Immunizations
Consent Rpt
Face Sheet
Referral/ Auth (outgoing)
Interanal Correspondense
Internal Other
Letter
Registration Update
Spinal Procedure
Free Text Detailed Description format
to be added to each scanned
report/image for ease of future
retreival
Specify body area (i.e. left forearm)
Specify body area (i.e. left forearm)
Specify body area (i.e. left forearm)
Specify body area (i.e. left forearm)
Specify body area (i.e. left forearm)
Specify body area (i.e. left forearm)
Specify body area (i.e. left forearm)
Specify if single (L or R) or bilateral
Specify body area (i.e. left forearm)
Type of diagnostic test performed
Type of diagnostic test performed
Specialty (i.e. Cardiology, ENT)
Specify body area (i.e. left forearm)
Hospital Name (i.e. Kennedy, Virtua)
Hospital Name (i.e. Kennedy, Virtua)
Hospital Name (i.e. Kennedy, Virtua)
Hospital Name (i.e. Kennedy, Virtua)
Hospital Name (i.e. Kennedy, Virtua)
Hospital Name (i.e. Kennedy, Virtua)
Type of Surgery (i.e. Bariatric)
Hospital Name (i.e. Kennedy, Virtua)
Name of Group or Physician & Specialty
LR
Laboratory
ZZ
DYFS
ZZ
External Other
Lab Rpt
Path Rpt
DYFS Rpt
DYFS Letter
Out Side Scanned
Prescriptions
Physical Therapy
External Correspondense
External Other
Social Worker Rpt
Medical Clearance
Referral/ Auth (incoming)
Urgent Care Rpt
Medical Records (incoming)
Biopsy Site
Any specificity to identify the document
Name of Group or Physician & Specialty
Name of Urgent Care Facility
Name of Group or Physician & Specialty