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Attachments

mumms® Software document management system (DMS) allows users to file all paper patient documents into their electronic medical record (EMR), thus eliminating the need to maintain a paper chart.  Additionally, the document management system makes billing x12 files available via the DMS module.

Set Up

The Attachments feature must be enabled.  Please contact your sales representative or Liaison if it is not enabled.

There are four types of users for the DMS feature:

1. Normal User – The user can only view attachments. Any HBC user will have this designation without any additional set up.
2. Upload User – This user can upload attachments as well as view. This user needs to have a role of DMS User in PIM/ADMIN/Persons.
3. Administrative User – The user can edit/delete as well as upload and view attachments. This user needs to have a role of DMS Administrator in PIM/ADMIN/Persons.
4. Financial User – The user can access the x12 billing files retrieved from Medicare. This user must have the specific role of DMS Finance in PIM/ADMIN/Persons.

Attachments in HBC/PIM via DMS

Any document, including signed physician orders, history, physicals, pictures of wounds, Advance Directives, etc. may be attached to the EMR.  (See Appendix A for a list of allowable file types.)

1. Access Attachments

The user will access Attachments in HBC in a patient chart via the blue paper clip located in the top tool bar in HBC:

Clicking on the paper clip in HBC will open the DMS attachments view

The user will access Attachments by going to the patient drawer, selecting a patient and accessing attachments via the blue paper clip located in the top tool bar in PIM:

Clicking on the paper clip in PIM will open a second tab with the DMS attachments view

2. Add Attachments in both HBC and PIM (Upload)
   To add an attachment, choose “Add New File.”    NOTE:  You do not have to be in an open visit in HBC in order to add attachments to the chart.

3. Ensure the document you wish to attach is scanned to your computer. Click on “Browse” and find the document on your computer that you wish to attach to the EMR. Choose the file. Add a description of the document and the date.  You must enter the date in the format shown, i.e., YYYY-MM-DD.  Choose an attachment type from the drop-down menu.  Click “Submit”.  The attachments will now be listed, along with the name of the person who uploaded the document and the date the upload was completed.

4. View Attachments

Click on the file name (on the table above, in blue).  The document will open for viewing.  If your browser does not know what to do with that type of document, you will be prompted to save it.

NOTE: When you view a document (example, a Word document), and you save it, you are saving a copy to your hard drive. That file may have Protected Health Information (PHI) and must be protected according to your organization’s HIPAA policies.

Organizing Attachments

Attachments may be reorganized in a number of ways.

1. Click at the top of the column to sort the rows by that column. Click on the column again to reverse the sort. See “Document Type” column in the two examples below.

2. To rearrange the columns, click and drag a column heading to a different location. For example, to rearrange the columns so that the “Document Date” is the first column, simply click on “Document Date” and drag it to the left of the “File” column.

3. Attachments may also be grouped by any of the column headings. Click on the heading that you wish to use for grouping; drag it and drop it in the gray field below.

Below, the table is now regrouped by document type.

4. To filter the results, type into the blank fields below the column headings. For example, if the user wishes to view only the physician orders, type “phy” into the blank field underneath “Document Type.” All documents except physician notes will be eliminated from view. A user can also only view files uploaded by a particular person or on a particular date.

5. Click “List Attachments” to bring the full listing of attachments back into view in their default order.

Edit or Delete Attachments

Edit an Attachment

1. Find the attachment to be edited. Click on “Edit” (far right column in the default format). NOTE:  Only users with the designation of “DMS User” or “DMS Administrator” will be able to see the edit button and edit the attachment.
2. Change the description, document date, or the document type. Click “Post” to save the changes.

Delete an Attachment

1. Find the attachment to be deleted. Click on “Delete.” NOTE:  Only users with the designation of “DMS Administrator” will be able to see the delete option and delete the attachment.
2. YOU MUST FIRST SAVE THE DOCUMENT BEFORE YOU DELETE IT FROM THE PATIENT’S FILE.
3. There is no confirmation for deleting. If the delete button is clicked, the document is deleted.

Exiting Attachments

To exit attachments in HBC, move to any section of the chart.

To exit attachments in PIM, close out the open DMS tab at the top.

Billing X12 Files via DMS Module

All billing x12 files are now available via the DMS module in PIM and will not be emailed.

To access the DMS program for these files, the user must have the specific role of DMS Finance added to their Admin Person record.

The DMS link to retrieve the billing files is found in top tool bar:

This includes the 999s, 277s, and 835s.  These are the actual files retrieved from Medicare and can be run through the Pc Ace or PC Print programs from Medicare for reading, if needed.

Clicking the “List Attachments” button will display all of the files.

Simply click on a file to download it.

Appendix A – Authorized File Types