System Settings - Documents : Online Help

In this section you can view and modify settings and defaults related to the Documents block on the patient's chart, uploading documents, sending documents, managing and sharing Practice Documents, and incoming faxes.

Patient Documents vs. Practice Documents

Patient documents are documents that are specific to that patient or shared specifically with that patient. These appear in the documents block at the bottom of the patient's chart in Cerbo. And, if desired, can be shared with the patient on their patient portal.

Practice documents are documents that are not specific to a particular patient. These can include:

Educational or informational handouts that are then shared with specific patients as needed.
Clinic administrative documents.
Any other non-patient-specific documents that the clinic wants to store in the EHR.

General

Default sort order for the Documents block of the patient's chart

Choose a default sort order for patient documents between newest first, oldest first, A to Z, or Z to A. Newest first (which is the standard default setting) means that documents that are added to the chart more recently appear at the top of the documents block, with older documents shown in descending order below.

Share manually-uploaded documents and documents created/ saved from the patient's chart with the patient on the patient portal by default

When manually uploading a document, or saving a Cerbo-created document like a lab order to the patient's chart, should the box be automatically checked to share that document with the patient on the portal?

Number of days electronic package pickup information should be valid when documents are e-faxed using the electronic package option

When documents are faxed out of a patient's chart (by right clicking on a document name and choosing the Send as Fax option), those can be send out via regular efax or as an electronic package. The electronic package option is the default, and sends over a one page fax with download information. The recipient will use the URL and pickup codes from the cover page to access and download the applicable documents.

For security reasons, the pickup codes expire after a certain period of time. By default, that is 7 days. But you can set a different expiration period using this setting.

Patient document types

The patient document types appear across the top of the Documents block in the patient's chart in Cerbo, and as options when categorizing uploaded or received documents. You can customize the document types using this setting. Note, however, that:

You cannot rename or remove Cerbo default document types.
We recommend no more than ~11 document types, so that the document tabs are easily viewable in the patient's chart.

Practice document types

Practice documents (Admin > Practice Documents) can be used for filing any documents that are not specific to a particular patient. Some of them, for example informational handouts, may be shared with individual patients as needed.

You can modify the categories for your Practice Documents using this setting.

Enable a "Patient Portal" tab in Practice Documents that are shared with all patients

If you add a Practice Document type called Patient Portal, any documents that are added to that tab are automatically shared with all patients on the Labs & Documents page of their patient portal.

You can customize what that document category is called on the Patient Portal that the patient will see in the Documents settings, or in the Patient Portal settings.

When sharing a document/ handout from Practice Documents to a patient's chart, open the document in the document review window

To share a handout manually with a patient on their portal, you can right click on the document in Practice Documents and choose Copy to Current Pt's Chart. Use this setting to control whether doing so opens the handout in the document review window first, or automatically saves it to the patient's chart and shares it with the patient.

When sharing a document/ handout from a chart part to a patient's chart, open the document in the document review window

A handout can be associated with a chart-part template, so that using the chart-part template pulls up that handout as a suggestion to share with the patient on their portal. Use this setting to control whether clicking on that suggestion opens the handout in the document review window first, or automatically saves it to the patient's chart, attaches it to the encounter note, and shares it with the patient.

Incoming Faxes

If the clinic has an integrated incoming fax line with Cerbo, faxes to the integrated number come into an inbox at the left of the Calendar page. Use this section to control the default settings for your incoming faxes.

The default selection for "Patient Notification" in the document review window for incoming faxes should be

The options for "Patient Notification" on a document are: (1) No, patient not notified (2) Notification not needed (3) Yes, patient has been notified. If No, patient not notified is selected, then the document cannot be filed but can only be saved as Unreviewed (keeping it more prominently in the patients Unreviewed documents tab). Selecting the option to notify the patient via secure message in the document review window also automatically changes this to "Yes, patient has been notified."

Generally, documents can be marked as "Notification not needed", so that they can be filed without needing to make a manual designation. But if an extra safeguard is needed to make sure that patient notification occurs, you can change this to default to "No, patient not notified."

When filing an incoming fax, "Review Now" should be selected by default

If "Review Now" is selected, then saving the incoming fax opens the document review window. That document review window has additional options for notifying the patient, sharing the document with the patient on the portal, and adding internal notes. If the provider is saving the incoming fax, they may want to review it right away (as compared to a supporting staff user, who may be assigning it to the provider for the provider's review).

Incoming faxes should be marked as "Needs review" by default

Marking an incoming fax as "Needs review" puts that document on the "For Review" task list, either for a specific user that is selected as the reviewer, or for all users if no specific user is selected. This would commonly be used by a supporting staff person to assign an incoming fax over to a provider for their review.

Default reviewer selected for documents received via incoming e-fax

If a specific user is generally responsible for reviewing incoming e-faxes, you can set incoming faxes to be marked as "Needs review" by default, and select the default reviewer.

Uploaded Documents

Uploaded documents should be marked as "Needs Review" by default

Marking a document as "Needs review" puts it on the "For Review" task list, either for a specific user that is selected as the reviewer, or for all users if no specific user is selected. This would commonly be used by a supporting staff person to assign a document over to a provider for their review.

The default selection for "Patient Notification" in the document review window for uploaded documents

Document headers, footers, and tabs

Use this section to:

Select whether to include the clinic address in fax/print document headers. This allows you to hide the clinic address on your printable/ faxable/ savable document letterhead if you have a virtual clinic, for example.
Define text or a disclaimer to show at the bottom of faxable/ printable prescription and order forms, and fax cover pages.

System Settings - Documents Print