Document Integration

Document Integration

Estimated reading time: 12 min

RxWorks Document Integration gives you a way to import external files into RxWorks. Documents, images and other files can be attached to Client, Patient or Visit records.
A file naming convention is used to link a file to a record in RxWorks. RxWorks is pointed to the place where you saved your files & imports those that are named correctly.
RxWorks Document Integration can work with files in any format recognized by Windows. Some file formats may need special software installed to be able to view them.

What You Need to Know About Document Integration

Document Integration checks (polls) folders at regular intervals for files to import. The polling location can be a directory on your server, a PC workstation or an FTP site on the internet. More than one polling location can be defined in RxWorks.
It is recommended that the number of locations be kept to a minimum for ease of management.

Things To Know

  • RxWorks imports files that meet the naming convention for attachments or images.
  • Imported files are removed from the polling location to stop duplicate imports.
  • Files that cannot be matched to a record in RxWorks will be left in the polling location for you to rename or attach manually.
  • There are two setup tasks that must be done to begin using RxWorks Document Integration.
    These are:

  • Setup a Polling Location (folder directory where you will deposit your files for import).
  • Adjust the Integration Settings in RxWorks to reference the Polling Locations you have set up.
  • Setting Up Your Polling Locations

    What Is A Polling Location?

  • A Polling Location is a shared folder that network users can access & deposit files to.
  • You can locate Polling directories anywhere on your network.
  • It is preferable to create the directory on the server and share the folder.
  • It is required that this location is accessible from the RxWorks Server.
  • The RxWorks server must have read/write permissions to the polling directory.
  • If you have an RxWorks supplied server, you can create a polling directory on the Information Drive (I:).
    You can use your PC Workstations to place files from cameras, scanners, e-mail attachments and so on into these directories to await transfer by the polling mechanism.

    File and folder attributes and security permissions can prevent imported files from being removed from the polling directory. This can lead to duplicated imports of document and images. If documents have been imported to RxWorks but are not being removed from the polling location, you may need to consult your hardware technician for assistance.

    Accessing The Polling Setup

    To access the document integration settings:

    1. Go to the RxWorks Task Panel.
    2. Select Tools and Utilities.
    3. Select Visits.
    4. Choose ‘Document Integration’ from the Visit Tools menu.

    Adding A Polling Location

    Add Location From A Local Folder On Your Network Or Machine
    1. Click the ADD Button under the Polling Locations window.
    2. The Document Integration Addition screen will open.
      Unless you choose to create a polling location from an FTP location (see below), RxWorks will automatically default to choosing a polling location from a local location.

    3. Click the browse button
    4. Use the explorer window to locate the polling directory that you have created.
    5. Enter the polling interval in minutes. Once every 10-15 minutes is standard.
    6. Notes can be added to all files imported from a polling directory. To add notes, check the box – APPLY NOTES, and fill in the notes entry box.
    7. Click SAVE to store the settings.

    Polling location settings are now added to the location list.
    Repeat the above steps to include any additional polling locations.

    Add A Polling Location From An Ftp Site

    If you wish to poll an FTP site instead of a local network location:

    1. Change the polling location TYPE from LOCAL to FTP by checking the radio button.
    2. Enter the FTP address in the Polling Location field.
    3. Enter the FTP USERNAME and PASSWORD as specified by the FTP provider.
    4. Specify the polling interval in minutes. Once every 60-120 minutes is sufficient for FTP use.
    5. Add notes if required and click SAVE to store the settings.

    You are now ready to begin placing files into your Polling Locations.
    Read the remaining article indexes to the right to view the naming convention rules to enable correct import of your documents.

    Additional Polling Tasks

    Additional polling tasks from the Document Integration window are as follows:

    Remove A Polling Location

    Select the polling location from the list and click the REMOVE button.

    Browse A Polling Location

    Browse the contents of your polling location folders by selecting the polling location from the list and clicking the BROWSE button.

    Modify Polling Intervals & Notes

    Modify the polling interval period and notes by selecting a polling location, edit the interval or notes details & SAVE to store your changes.

    View The Poll Log

    Clicking the VIEW LOG button at the top of the window opens a log file of all successful and failed imports.

    The Log file is in .TXT format and opens in windows notepad. The newest entries are added to the bottom of the log file. You can use the log file to help troubleshoot why files have not imported or if files have been imported to the wrong location.

    Poll Now

    The POLL NOW button allows you to override the polling intervals set for each of the Polling Locations.

    The poll now function will force RxWorks to begin polling immediately. This is useful when you have corrected files that have not imported due to incorrect application of the naming convention, and wish to import them immediately. A pop up box will advise of the total number of successful or failed file imports.

    Document Naming Conventions for Polling

  • Files must be named so that a ‘link’ can be made between the file and a record in RxWorks.
  • The following objects in RxWorks are capable of receiving attachments: clients, patients and visits.
  • Each of these object types has a corresponding number in RxWorks that can be found on each of the appropriate windows.
  • To enable a ‘link’, the client, patient or visit number must be placed at the start of a filename, with a preset prefix, as shown in the following table:

    Record Type Prefix Filename Example
    Client Files C C1943.txt
    Patient Files P P10031.mov
    Consult Files (Visit) V V50125.jpg

    V is the prefix used for consultation (to avoid a clash with the Client prefix).

    If no prefix is supplied then the visits prefix is assumed, and RxWorks will attempt to locate a matching consultation based on the filename.

    What File Formats Can I Import?

    RxWorks can import any recognised windows file format with any file extension. For example, .jpg, .PDF, .html.
    To view the file, the appropriate software must be installed on your server or PC to open them. For example, a .PDF file will need a pdf reader such as Adobe Reader (or similar) installed in order to view it.

    How To Find Client, Patient And Visit Numbers

    Client number and Patient number are easily seen on the Client or Patient screens.

    The Consultation (Visit) number is the last piece of data in the patient description seen near the top of the Visit work area.

    Working With Multiple Import Files

    Multiple files for a single client, patient or visit record can be placed into the import directory.
    To prevent confusion over what each of the files may be, you may add additional information to the end of file name (suffixes).
    If you choose to use a suffix, make sure you use an underscore ( _ ) or a space between details in the filename. Additional text may be a lab test type, a date (e.g. 27-10-2016) or simply a number.

    Example 1

    To create two import files for patient 123, they could be named:
    P123_1.dat
    P123_2.dat

    Example 2

    To create two import files for client 4534, you might use the following format:
    C4534_Registrationform.DOC
    C4534_Credit Application 23012010.PDF

    Naming Conventions for Importing Images

  • Image Files can be imported to the Images section of the patient and visit records.
  • Additional functions are available to preview and modify images, particularly if you are using the Advanced Imaging Module.
  • Files imported as images are made available via the RxWorks Imaging interface, rather than under Attachments.
  • RxWorks supports most common image file types.
  • To use image import, the file must be an image format supported by RxWorks Imaging. The filename must also be prefixed with an ‘I’. Please note, this feature is not available for client images.

    Example

    To import a JPEG image file for patient 123 the file could be named:

    IP123_Left Side.jpg or IP123_Tigger Jones.jpg

    An image to be imported to a visit record would follow the same convention. For example IV45177_Left Hind Leg X-Ray.jpg

    Images imported without the ‘I’ prefix will be imported as regular attachments. These images do not normally require manipulation through the Advanced Imaging Module and will not be used for Patient communication documents such as certificates.
    Images which have been created by scanning a document are usually more readable if imported as an attachment rather than as an image. Examples of images normally imported as attachments are: Scanned Patient History, Scanned Faxes, Scanned Insurance applications and so on.

    Saving Disk Space

    Remember to use appropriate colour, resolution and compression settings when scanning documents or when preparing digital photos for import. This will reduce unnecessary disk space usage on your server and help load the images faster when you preview them. A faxed form or a client registration form does not require high resolution, full colour scanning and is easily legible in grayscale, medium resolution and compressed as a JPEG image.

    Some Examples On How to Use Automatic Polling

    Example 1 – Attaching A Client Registration Form To A Client Record

    You have scanned a completed Client Registration Form and want to attach it to a client Record.

  • Save the scanned image to the desktop or another suitable location.
  • Rename the saved file using the naming convention e.g. C348_P.smith – Registration form_P1.JPG
  • Move the file to the Polling Location for Automatic Import.
  • Example 2 – Attaching An Email To A Patient Record

    You have been emailed a complete Patient History from another clinic & want to attach it to a Patient record. The attached document is called ‘Patient History – Fluffy Perkins.PDF’.

  • Find the Patient Reference number in RxWorks.
  • Save the attachment to your desktop, then rename the file using the patient reference & the naming convention rules e.g. P7669_Patient History – Fluffy Perkins.PDF.
  • Move the file to the Polling Location for Automatic import.
  • Example 3 – Attaching An X-Ray To A Visit Record

    You have taken a photo of a film x-ray, and wish to attach it to Bobo Upton’s visit record.

  • Find the Visit Reference number in RxWorks.
  • Save the x-ray photo to your desktop & perform any necessary cropping and image adjustment.
  • Rename the file using the Visit reference & the naming convention rules. For example, V15663_xray left hip_Bobo Upton.JPG.
  • Move the file to the Polling Location for Automatic import.
  • Example 4 – Attaching A Photo To A Patient Record

    You have a digital camera and wish to add a few photos of Biggles Thomson to his patient record for possible later use on printed certificates.

  • Find the Patient Reference number in RxWorks.
  • Save the photo to your desktop & perform any necessary cropping and image adjustment.
  • Rename the files using the patient reference & the naming convention rules for images & remembering to add the ‘I’ prefix as well as the suffix numbers to differentiate the images. For example, IP8851_Biggles Thomson_1.jpg and IP8851_Biggles Thomson_2.jpg and IP8851_Biggles Thomson_favourite toy.jpg
  • Move the file to the Polling Location for Automatic import.
  • Example 5

    A laboratory service has emailed a patient test result to you. The Lab results are attached to the email as a text file called ‘Spot Goodrich GHP.txt’.

  • Find either the patient reference number or, better still, the visit reference number that the test relates to.
  • Save the attachment to your desktop, and then rename the file using the patient or visit reference & the naming convention rules. In this example I will use the visit number. For example, V34467_Spot Goodrich GHP.txt
  • Move the file to the Polling Location for Automatic import.
  • Many Laboratory Services will return digital lab results with the file names derived from the patient or client name, or some other identification code. This means that you must rename the returned results files so that they can be automatically imported into RxWorks.
    You can save time by adding the visit or patient reference number with the patient name on your requisition forms e.g.v23886_Max Grant.
    When the results are returned you can simply save them to your polling location.
    For results that are downloaded directly from an FTP location, it is crucial that the results have the correct naming convention applied by the Laboratory Service provider or the results will not download.

    When importing from a laboratory results provider, it is the responsibility of the user & provider to copy lab results files to the nominated results directory. The files must satisfy the image naming conventions. RxWorks will periodically import these result files and show them in the RxWorks interface.

    Example 6

    A laboratory service has provided a software product that automatically downloads your results to a folder on one of your computers. Some results will have the correct naming convention applied from the original requisition, others will not.

  • Setup the Lab download software to deposit the results directly into your Polling Location.
  • Automatic polling will import the results that have matching database objects, leaving results that do not conform to the naming convention in the polling folder.
  • Find the appropriate reference IDs in RxWorks for the tests left behind.
  • Rename the file(s) using the patient or visit reference & the naming convention rules.
  • Accessing Your Imported Files

    Accessing Via The Attachments Button

    Imported files can be accessed in RxWorks via the ‘Attach’ button, found on the ribbon toolbar for each of the client, patient and visits screens.
    It is coloured orange if attachments are available on for a record.

    Clicking the ‘Attach’ button will open the “Manage Attachments and Documents” window to view your files.

    Accessing Via The RxWorks Imaging Interface

    Alternately, in the case of files imported as images, they can be accessed via the RxWorks Imaging interface.
    Click the ‘Images’ button in the RxWorks ribbon toolbar.
    When an attachment is opened, RxWorks will open the file with the appropriate image viewer.

    Troubleshooting Document Integration

    The following are examples to help you troubleshoot your document integration.

    The Document Integration Log File

    The document integration log file will verify successful imports and diagnose failed imports.

    Accessing The Log File

    To access the log file:

    1. Go to the RxWorks Task Panel.
    2. Select ‘Tools and Utilities.’
    3. Choose ‘Visit’
    4. Select ‘Document Integration’ from the visit tools list.
    5. Click on the VIEW LOG button.

    The log shows the start time & date of the polling process, the location polled, the name of the files imported or failed, and the destination details of imported files.

    Troubleshooting Example 1 – Files Are Being Polled But Not Being Removed From The Polling Location

    PROBLEM:
    My files have attached correctly and are visible on the client, patient or visit record, but have not been removed from the Polling Location.

    SOLUTION:
    It is likely that a file or folder security setting is stopping the file from being removed after polling. Check that the file or folder has the ‘Read Only’ attribute removed, and check that the appropriate security setting is applied to the file or folder. These settings can be accessed by right-clicking the file or folder, and selecting PROPERTIES.

    Troubleshooting Example 2 – My File Keeps Getting Polled And I Have Duplicates

    PROBLEM:
    A file keeps importing over and over onto a record. Each import has a number in brackets after it e.g. V65521_Lab Results (1).txt.

    SOLUTION:
    It is likely that a file or folder security setting is stopping the file from being removed after polling. If the file is not removed it will be re-imported in the next polling run. Browse to the polling location and manually remove the offending file. You can check and delete verified duplicates from the record within RxWorks.
    To prevent this occurring again, check that the file or folder has the ‘Read Only’ attribute removed, and check that the appropriate security setting is applied to the file or folder. These settings can be accessed by right-clicking the file or folder and selecting PROPERTIES.

    Troubleshooting Example 3 – My File Has Been Polled And Removed From The Polling Location But I Cannot See It On Any Records

    PROBLEM:
    My file has been removed from the polling location but I cannot see it on the Patient, Client, or Visit record.

    SOLUTION:
    If no prefix is supplied then the visits prefix is assumed, and RxWorks will attempt to locate a matching consultation based on the filename. You may have intended to import a file for a patient e.g. patient reference 2034, but had named the file without the P for Patient prefix e.g. 2034_barnaby jones.txt.
    Check the visit number that is the same as the patient number by performing a search on the Visit screen for visit reference 2034. You will likely find the file attached to this visit (visit is unlikely to be for the same patient.

    To resolve this problem:

  • Open the file on the visit record and resave it to your desktop.
  • Rename the file correctly using the naming convention.
  • Move the file to your polling location for re-import.
  • Verify that the file has attached to the correct record.
  • Delete the incorrectly attached file from the visit record.
  • Troubleshooting Example 4 – My Polling File Names Follow The Correct Convention, But The Files Are Not Being Imported

    PROBLEM:
    My files have not imported into RxWorks. The files I have added to the polling directory are named using the patient or client names. My log file reports an error similar to this: HigginsBurton_History.PDF not imported because there is no corresponding database object.

    SOLUTION:
    You must ensure that all files to be automatically imported from the polling directory have been named according to the naming convention. Rename your files according to the Naming Convention and wait for the automatic polling to begin the next check.

    Troubleshooting Example 5 – None Of My Files Are Being Polled Into Rxworks

    PROBLEM:
    My files have been named correctly and the folder and file security has been checked, but none of my files have been imported into RxWorks and are still waiting to be imported in the polling directory.

    SOLUTION:
    The periodic polling of import directories is initiated by the RxWorks Backgrounder. The backgrounder runs as a scheduled task every 5 minutes. The task runs either Tasks.js (Rx3.9.15) or RxWorks.TaskHost.exe (RxWorks 4). Check the settings of the scheduled task and verify that it is running periodically in the Task Manager.

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