Actioning Inbound Documents

Purpose

Once a document has been processed and matched to a patient, it needs to be actioned and coded before filing against the patient record. This user guide will show you how to review and complete an inbound document task and file the document against a patient's record.

Documents for Action task

Task Overview

The layout of a 'Document for Action' task is similar to other task types in Medicus but the document is surfaced on the left hand side of the page, the task details are to the right.

You can review the patient banner against the document to check that the document has been matched correctly before moving onto other document actions.

You can find another part of the patient's record if needed by selecting the section of the record from the drop down list.

As per any other task type in Medicus, you can reassign the document task to another individual or team if you've completed what action you needed and it's ready to pass the task onto someone else before the document is filed.

The document details should have been auto-populated whilst the document was processing. Here you can check these have been populated correctly and edit if necessary.

Codes & actions

In the codes & actions box you can:

1. Type free text
2. Add any clinical coding by typing a "." to code
3. Complete any required actions by typing a "/" to open up the quick actions menu

You can double click a code to add any additional free text behind it if you need to.

The quick actions menu is similar to the actions menu found during a patient consultation or the actions menu in the care record. Shown below is an example of raising an appointment request task directly from a document task.

Task comments

Like all other task types in Medicus, you may find it useful to add internal comments outlining what actions you have taken so future assignees can be clear on what's happened and what they need to do.

Adding/linking problems

Under the Linked Problems tab, you can link an existing or create a new problem. To do this, select the pencil icon in the top right hand corner. 

To link an existing problem, select one from the drop-down list. You can select multiple problems to link.

To add a new problem, select Create new problem. You can then add a new problem code and then Save Changes.

Redacting documents

Under the data sharing tab you can either redact the document from patient online access or restrict from sharing the document with third parties.

Filing the document

Only once all actions have been completed on the task from all assignees should you select 'file document'.

Once the document is filed it is then saved to the patient's health record.

Note:

Please note that there is a known issue where Docman is unable to export annotations from documents. Please check Docman for any annotations when viewing documents that have been imported into Medicus. This gap in the data export from Docman is expected to be resolved by OneAdvanced later in 2025.