Welcome to Documo's new Workspaces—a dedicated hub for documents awaiting processing. Here, your workflow meets efficiency, allowing you to process and effortlessly transfer your documents to your EHR. Check out Intelligent Document Processing for more information.
Table of contents:
Workspaces
Workspace Settings
Workspaces
Your Documo role determines what permissions you have in Workspaces. View below what each role can do:
OWNERS/ADMINS
- View and navigate to the Home icon to access Workspaces
- Invite/remove users to a workspace
- Delete/create workspaces
- Add/remove fax numbers as a Data Source
- Change workspace retention
- Enable/disable OCR for individual workspaces
- View/delete documents in a workspace
- Move documents to another workspace
- Process documents in a workspace
USERS
- Must be added to Workspaces by an admin first
- Open a workspace and view the document list
- Upload/delete documents in a workspace
- Move documents to a different workspace they're a member of
- Process documents in a workspace
First, navigate to workspaces by clicking the Workspaces menu in the portal and click Create:
Name your workspace and add members. Your members can only be users within Documo:
Once your workspace is created, click the 3 dots to manage it:
Edit Workspace:
Automation: Enable or disable AI automations for that specific workspace. All documents in the workspace will automatically have OCR, Classification, or Extraction run if they're enabled.
Set document retention to the amount of days you would like documents to remain in your workspace before they're automatically deleted.
Members: View members that can access that workspace:
Data sources: Select the fax number(s) on your account for any inbound faxes you would like to appear in your workspace. Note that a fax number can only be added to one workspace at a time, but you can have multiple fax numbers assigned to a workspace:
Upon clicking a Workspace, all documents in that Workspace will display. Below you will find what each column means:
Date: The date that the document was uploaded or faxed into the workspace
Patient: This is updated once the patient name is selected in the document processor
Document Name:
Uploads: The name of the original document
Inbound faxes: inbound_date and time of fax record_messageID of the fax
These can be changed in the processor window and the new name will display in the workspace table
Type: Classified document type
Source: Will display Upload for manually uploaded faxes and will display the fax number if it was an inbound fax
IDP: All IDP actions on the workspace have run
Status: Status of the document
Possible statuses:
New
Opened
Sent to EHR
Click Upload Files to add more documents to that workspace:
Clicking the 3 dots next to a document opens up the options for that document:
If OCR has already been ran, OCR Data will be provided next to the document for easy copying of the text by clicking OCR Data:
If classification and extraction have already been ran, processing the document populates the document type and the data fields in the document processor. Document type and data fields can be added manually if classification and extraction have not been ran. Click Process with your EHR (choose the EHR your account is integrated with):
You're able to edit the document name on the top of the processor window:
Ensure that the document type is correct, and the extracted patient data is also correct, then click Find Patient. Match the patient, then click Next:
Choose the location, then click Send To (Your EHR):
Navigate to the selected location in your EHR and view the document there:
Info & History gives an audit trail of actions that users and the system took:
Workspace Settings
First, navigate to Workspace Settings in the Workspaces menu:
Active Revision: The specific revision model that is currently in use for document classification.
Confidence Threshold: The minimum confidence level, expressed as a percentage, that the classification tool must reach when classifying a document type. This threshold is manually configurable in the workspace settings, allowing you to define the level of certainty required before a classification is accepted.
Document Class: The label that our classification engine assigns to a document based on the training model. Example document types: referral, prior authorization, medical records, etc.
Document Type: Document classes and manually defined types of documents that can be used to automatically or manually set the document type in the processor.
To add a new document type, click Add New:
Locked document types have been trained with the classification model. Only these will be automatically selected during document processing.
Pencil icon document types were manually added. You can assign them to documents yourself, but the model will not choose them automatically.
If you have any other questions, please reach out to support@documo.com.