Creating A Document Type: How to Create / Assign a Document
How to Create / Assign a Document - 2.0
This tutorial will walk you through creating a new document type for your account that can be assigned to a Patient profile.
Your account will automatically populate with the SCAT-6, SCOAT-6, VOMS, Concussion Symptom Checklist, and Informed Consent for Telehealth Services. These document types will be only available for providers to complete on the patient profile.
Please Note: Terminology is different based on your setting. For example, a setting may use Organization as Location, Patient instead of Athlete, Encounters instead of Treatment, or Problems instead of Injuries - but the steps are still the same.
Video Tutorial:
Step-By-Step Tutorial:
- Select the Documents Tab on your left navigation
- Select Document Types
- Select ADD
- Title your Document type
- Input directions for the user completing the document if desired
- Input an expiration date if this is a recurring documentIf you intend to update your documents annually, be sure to set an expiration date. To learn more, read Managing Documents: Year 2 and Beyond
- Check the box if you'd like to mark this document as RequiredIf you intend to have your document become a recurring document, select required and always set an expiration date. Expirations will start pushing 30 days before the set date.
- Check the box if you'd like the document to be reviewed post-document completion. If you check this box, you will need to set Who Can Review: Health Care Provider, Organization User, Team UserSignatures created on the form builder can now be "Required". If you are placing signatures on your document we still suggest when creating your document type to select "Require review and approval after upload" to ensure a signed document by all parties.
- Next, select how you'd like to attach your form to your Document Type. You can select a form from the form builder if you've created any, or you can add a downloadable template.
- Select if you'd like to notify the primary when a document is missing as well as if you'd like to notify the primary when a document is expiring or expired. You will also want to set the notification frequency.
- Set the User Access. This determines who is able to view or add documents of this type
- Set the Document Types Organization Assignment. You are able to assign to all Organizations by checking the box or Selecting specific organizations from the drop-down.
- Select SAVE
How to Create / Assign a Document - Legacy
This tutorial will walk you through how to create a new document type for your account that can be assigned to an Athlete / Patient profile.
Your account will automatically populate with the SCAT-5, VOMS, and Concussion Symptom Checklist, and Informed Consent for Telehealth Services to be available to providers only.
Please Note: Terminology is different based on your setting, for example, a clinical setting uses Care Group as Organizations, Patient instead of Athlete, and Visits instead of Treatment, lastly Problems instead of Injuries, but the steps are still the same.
Step-By-Step Tutorial
- On “documents” on the left side of your screen
- Click “add a new document type”
- Type in the name of the document you are adding
- Type in any instructions for how to complete the document
- Select an existing/created Form, upload your own document, or skip this section (this applies with something like an insurance card)
- Select whether the document is required or not, if the document requires review and approval after uploading, and set a default expiration date if desired.
Signatures created on the form builder can now be "Required". If you are placing signatures on your document we still suggest when creating your document type to select "Require review and approval after upload" to ensure a signed document by all parties.
If you intend to update your documents annually be sure to set an expiration date. To learn more read: Managing Documents: Year 2 and Beyond
If you intend to have your document become a reoccurring document, select required and always set an expiration date. Expirations will start pushing 30 days prior to the set date.
- If the document needs to be reviewed and approved, now choose who can review and approve the document
- Select if you want reminder notifications sent to the primary account owner when this document is missing or expired/expiring
- Set the frequency and quantity of those reminder notifications
- Now select who can add this type of document (if this is a document athletes are required to fill out, you will want to allow everyone to add this type of document)
- Assign the document to any organization you want
- Click “Save Document Type”