Workspaces are a dedicated hub for documents awaiting processing. Intelligent Document Processing (IDP) reads each document as it arrives, works out what it is, pulls the patient details off it, and lets you send it into Jane without leaving Documo.
This article covers filing a document from a workspace into a patient's chart in Jane. Before you begin, make sure Jane is integrated with your account.
Table of contents:
- Getting documents into your workspace
- Filing a document into Jane
- Good to know
Getting documents into your workspace
Documents arrive two ways.
Upload them yourself. Click Upload files in the workspace and pick the files.
Have them arrive automatically. Add one or more of your fax numbers to the workspace as a data source. Every fax received on those numbers lands in the workspace on its own, with no uploading. This is the setup most clinics want, and it has to be done once before anything arrives automatically.
Set that up once per workspace. You need owner or admin rights on the account.
- Open the workspace. Click the 3 dots next to the workspace name, then click Edit Workspace:
- Go to the Data Sources tab. Any fax numbers already feeding this workspace are listed under Numbers in Workspace. Click Add:
- Select the fax number or numbers you want arriving in this workspace, then click Add. Use the search box if you have a long list. Numbers already assigned to this workspace are greyed out and marked (Assigned to this workspace):
Faxes received on those numbers now appear in the workspace automatically. The Source column shows the fax number they came in on, instead of the name of whoever uploaded them.
There's no limit to how many fax numbers you can associate with a workspace, but each fax number can only be associated with a single workspace. Adding a number that is already routed elsewhere moves it.
If automations are enabled on your workspace, OCR, classification, and extraction run on every document automatically. When you open the processor the document type and patient fields are already filled in, so you're checking them rather than typing them. If automations are off, you set the document type and fields yourself.
Document statuses
The Date column shows each document's status:
- New — arrived, not yet opened
- Opened — someone has viewed it
- In progress — being worked on
- Sent to EHR — filed successfully
A green check in the IDP column means all IDP actions have finished running.
Filing a document into Jane
- Navigate to Workspaces, then My Workspaces, and open your workspace. Click the 3 dots next to the document you want to file, then click Process:
- Check that the document type and the extracted patient data are correct. You can edit any field, and you can rename the document at the top of the processor window:
- Click the Send tab. If you have more than one EHR integrated, select Process with Jane, then click Next. If you have not signed in to Jane recently, click Sign in with Jane, enter your Jane credentials, and approve the connection:
- Click Search, find the patient, and select them. Patient search matches on name, so several patients can share a last name. Check the date of birth in the results against the document before you select:
Three patients named Taylor. Date of birth is the only differentiator.
- Select an Observation Category (Exam, Laboratory, or Vital Signs), then click Finish and Send:
- A confirmation displays with the patient, date of birth, category, and document ID:
- The document's status changes to Sent to EHR in your workspace, and the document appears in the patient's charting area and all-files view in Jane:
Good to know
File types. PDF, JPEG, and PNG.
The patient must already exist in Jane. Documo cannot create new patients.
This is one-way. Documo sends documents into Jane. It does not pull charts, appointments, or results back out.
Documents file to the patient, not to a specific appointment or encounter.
Filing to the wrong chart is hard to undo. Remove the entry from the patient's chart in Jane, then re-file from Documo to the correct patient.
Info & History on the document's 3-dot menu gives an audit trail of what you and the system did.
If you have any other questions, please reach out to support@documo.com.