Facility Settings and Upload Locations

Purpose

This article will provide information and guidance on facility settings accessed from the administrative portal in DocNow. 

Audience

Administrators 

Overview

Facility settings are available in DocNow for each facility for the following purposes: 

• Editing facility information
• Adding facility contacts for sending documents
• Updating upload preferences for notes and grouped wound assessment reports

Table of Contents

• Admin Configurations
  • Accessing Facility Settings
  • Editing the Facility Profile
  • Viewing Facility Permissions
  • Contact Settings
  • Settings (Upload Settings)
    • Email Link Expiration
• Considerations
  • Upload Locations
  • Note Uploading Method 

Admin Configurations 

Accessing Facility Settings

To access a facility's settings navigate to the Facilities tab from the Admin Portal, then select the edit icon for the facility you wish to edit. 

Note: All facilities will be found under the DN Facilities, the PCC Facilities and Matrix Facilities tabs are used by DocNow to import facilities. 

Editing the Facility Profile

After creating a facility there are two primary items administrators might need to edit in the facility profile: 

1. Alias Facility Name: Adding an Alias Facility Name will show a different name in the DocNow interface while keeping the original title for data such as billing information. This is used most often for integrated facilities.
2. Adding Place of Service: There will only be options for adding a Place of Service if the corresponding company permission and company setting has been configured. Adding a Place of Service will automatically apply that Place of Service to every charge submitted at that facility. 
    

Viewing Facility Permissions (PCC Only)

The Permissions tab of Facility Settings will only have updated information for PointClickCare integrated facilities that have enabled said permissions. 

Information will appear in a table: 

Inactive Date: If a facility is deactivated for various reasons then there will be an Inactive Date displayed here. 

Document Upload: The icon indicates if the facility allows integrated systems like DocNow to upload documents such as notes. 

OMPI:  The icon indicates if the facility has the option to use organization level patient identifiers enabled. 

Tracking HIE Privacy Consent: The icon indicates if the facility is tracking patients' consents to allow staff involved in their care to see and get access to all of their medical records available through the Health Information Exchange (HIE). 

Contact Settings

Administrators can add contacts to any facility. Once a facility has a contact(s) added providers and administrators will have options for sending notes and other documents via email to the listed contacts. This is often referred to in part of the DocNow system as the Facility POC list (i.e. Facility Point of Contact list).

Examples where the Facility POC list is used:

1. Emailing progress notes from the Census List screen

2. Automatically emailing report based on the Facility setting

With the "Send Via Email" setting selected, a dialog will appear upon signing a note. This dialog allows the provider to add additional contact to the list of configured emails. Clicking Cancel will still result in the signed progress note being emailed to the emails listed in the Facility POC regardless of the selected checkbox status.

3. Emailing Reports (Reporting & Analytics)

Settings (Upload Settings)

Within the Settings tab of the facility settings administrators are able to view and make changes to documentation upload settings. 

Wound Assessment Report Category & Name: 

Choose how the Wound Assessment Report is formatted: 

Grouped (Default): All wounds assessed for a patient on a given day will be included in one PDF report. 

Single: Each wound assessment for a patient on a given day will be included in a separate PDF report. 

Wound Assessment Report Name: Editing this field will update document file's title. 

Progress Note Submission Type 

Choose what happens when a note is signed by a provider. There are further configurations available for note upload routing shown below. 

None: When a note is signed it remains in DocNow and does not upload to the facility. It can still be viewed and downloaded from DocNow if needed. 

Upload to PCC (PCC only): The note is uploaded to the integrated facility within PCC when the note is signed. 

Upload to Matrix (Matrix only): The note is uploaded to the integrated facility within Matrix when the note is signed. 

Download: A copy of the note is downloaded to the provider's computer when the note is signed. 

Send Via Email: When the provider signs the note they are prompted to send the note via email. 

• If there are facility contacts associated with the facility then those options will be selected by default.
• Providers can add in additional emails via free text as well.
• Clicking cancel will sign the note without sending the email
• Clicking send email will sign the note and send an email to the selected contacts
• The selected contacts will receive a link which they can click to download a PDF of the note

Wound Assessment Report Submitting Type

Choose what happens to the corresponding Wound Assessment Report when a provider signs a note. 

None: Nothing happens when the note is signed. 

Upload to PCC (PCC only): The Wound Assessment Report is uploaded to the integrated facility within PCC when the note is signed. 

Upload to PCC with Photos (PCC only): The Wound Assessment Report is uploaded to the integrated facility within PCC when the note is signed and includes corresponding wound photos in the PDF. 

Upload to Matrix (Matrix only): The Wound Assessment Report is uploaded to the integrated facility within Matrix when the note is signed. 

Download: A copy of the Wound Assessment Report is downloaded to the provider's computer when the note is signed. 

Send Via Email: When the provider signs the note they are prompted to send the Wound Assessment Report via email. 

• If there are facility contacts associated with the facility then those options will be selected by default.
• Providers can add in additional emails via free text as well.
• Clicking cancel will sign the note without sending the email.
• Clicking send email will sign the note and send an email to the selected contacts.
• The selected contacts will receive a link which they can click to download a PDF of the Wound Assessment Report.

PCC Document Category (PCC only)

By default the Wound Assessment Report will upload to the Misc section of a patient's profile in PCC under the category of Other. If admin wish to change the category they can choose other options here. 

Note: If there do not appear to be any options  for this dropdown, try clicking the refresh icon. 

Wound Assessment Includes Photos (DN & Matrix only)

When this permission is selected then the Wound Assessment Report will include the corresponding wound photos within the PDF whether it is uploaded(Matrix only), downloaded, or sent via email. 

Email Link Expiration 

The email link expiration setting allows admin to configure how long document links (notes, wound reports, other reports) will be valid until they expire. Choose between 24 (default), 48, and 72 hours. 

Considerations

Upload Locations

PointClickCare

Notes: For facilities that are integrated with PointClickCare progress notes will upload to the Practitioner Notes section of Progress Notes. 

Addendums: When addendums are completed and uploaded there will be red text next to the note title in PCC indicating that an addendum has been uploaded. There is a field when viewing notes that contains any addendums. 

Wound Assessment Reports: By default the Wound Assessment Report will upload to the Misc section of a patient's profile in PCC under the category of Other.

MatrixCare

Notes: For facilities that are integrated with MatrixCare progress notes will be uploaded to resident Progress Notes. 

Wound Assessment Reports: By default the Wound Assessment Report will upload to Resident Documents.

Note Uploading Method

Administrators also have the ability to change the Note Uploading Method for individual providers based on their integrated facilities. Instead of notes uploading as a progress note they can change this to either Encounter Note (for PCC) or upload as a PDF (for PCC and Matrix). 

Administrators access this configuration by editing a provider's profile and then choosing the Facilities tab. 

Progress Note: This is the default permission. 

• In PointClickCare facilities notes will be uploaded to Practitioner Notes within resident Progress Notes. 

• In Matrix facilities notes will be uploaded to resident Progress Notes. 

Encounter Note (PCC): The note will be uploaded in the Progress Note section of patient Progress Notes instead of Practitioner Notes. 

Note: Encounter Note routing is still in beta version. 

PDF Document (PCC & Matrix): The note will be uploaded to the Misc section in PCC and the Resident Documents section of Matrix as a PDF in both cases.