Use case

Frequently, external files relating to a patient's care are received which need to be included within a patient's medical records.

Notes & Communications

One workflow to attach external records to a patient's history is through the patient's notes and communications section. To perform this, first access the patient's page. Next, locate the "Notes & Communications" section. From within this section select the green "+Add" button. This will prompt a new Notes & Communications Prompt to open. An example screen is shown below.

Type

Use this field to designate the type or nature of the note you are creating. You are able to filter records within a patient's history by type for easier information retrieval.

Type options include:

Title

Within the title field, you will enter the title of the note for easy future identification.

Client / Patient

Client and patient information will be automatically generated based on the patient's page you are accessing the functionality from. Confirm the information is correct.

Consultation

If the external files you are attaching relate to a specific recent consultation, you are able to additional identify the note to that consultation by selecting the appropriate row from the drop-down menu.

**Please note - if a consultation is identified, an additional field titled "Laboratory Referral" will appear for use. This field allows you to further identify the note record to a specific laboratory referral previously created.

Note

Any additional accompanying text or information can be entered within the note field.

Drop files to Upload

Drop any files you wish to attach to the note within the designated blue boarded box. Alternatively you can click the "drop files here to upload" text to open your station's file explorer to search and upload the file(s). Most file types are accepted, including but not limited to documents, PDF's and photos.

Shared Inbox

Alternatively, external files can automatically be connected and attached to a patient's history records using the shared inbox. Your clinic's shared inbox is located on the main dashboard, at the bottom of the page. The clinic specific shared inbox address is displayed next to the title as shown below.

The shared box inbox is a receiving address only, and no emails can be sent from this address. To use the shared inbox, either forward or instruct the sender to send records to xxxx@provet.email and include either a capitol C for client level records or a capitol P for patient-level records, plus the unique client or patient Provet Cloud ID number in the subject line of the email message. Example, P1 or C2. Additional text can be included in the subject line as well. An example screen is shown below.

In the above example, you will see the time the message was received, who the sender was, the subject line, a brief introduction to the email body text, any external attachments if included, and then the client and patient to whom the message has been linked to. To save the email record to the client or patient's file, simply click the green link button which will prompt the "add note" screen. It will look exactly as the add note screen does if accessed from within the patient's page.

Next, review and complete any appropriate or desired information fields and click "Save". This will then transfer the record to the "Recently Saved" filter tab. The record can still be accessed, viewed, and/or edited from the shared inbox if needed.