Triage is a document breaking and indexing tool that allows you to break apart large faxes and uploaded batches of documents.
Triage Process
Triage functionality utilizes the existing Intake concepts of:
A message represents a single patient
Within a message, an attachment represents a different document for the same patient, classified by a document type and document date
In the Triage Process there are four basic steps:
Create messages for one or more patients
For each patient, create one or more attachments which will represent a different document
Move individual pages from the uploaded documents into the attachments created or delete unwanted pages
Submit
Example of partially Triaging a fax.
When opening a batch or a message for triage, the Unprocessed attachments and their pages will appear in the column on the left. Selecting a page on the left will display that page in the viewer on the right. Zoom in or out, or rotate pages using the icons from the bottom viewer controls. When using zoom options, viewing another page will automatically reset the previous page to its original state. The reset button will reset any zoom or page rotation only for the page displayed in the viewer.
Reviewing the pages in the document will help you define the messages you will need to create and how you want to separate the pages into different attachments, or remove any unwanted pages.
Create a Message
Follow the steps below to create a message for a patient. Multiple patients may be created as needed.
Select the blue link – Start by creating a new message/patient or select the New Message/Patient button at the top.
Select the Triage Rule to route the message to the appropriate Intake, or leave the default at My Intake to route to yourself.
Assign a Message Subject - By default, the batch name will be “Upload” followed by the date and time of the upload, but a different batch name may be entered.
Enter the First and Last Names.
Select Create.
The message will appear with the patient name followed by the Triage Rule selected. If a change should be made, use the pencil icon to edit this information.
The first attachment will automatically be created for you.
Create an Attachment
Message attachments can be thought of like documents. When creating a message for a patient, the first attachment for that message will be created for you. You may create additional attachments for each message as needed. To create an attachment for a message:
Select the link – Create attachment.
The first attachment will appear under the message and be labeled attachment.pdf. Each additional attachment created will be appended with a number. The attachment may be renamed by clicking on the name.
Move Pages
Now that attachments have been created, you will need to add pages to those attachments. This is the actual step where we will separate those pages into multiple patients and attachments or documents.
There are three different ways to move pages to attachments:
Simply drag and drop a page to an existing attachment for a specific patient
Place a check in the box for all pages that need to move to a specific attachment a. Select the Move… button i. Select an existing attachment for a patient or select create new attachment ii. The pages will appear listed under the specified attachment for a patient
If ALL pages in an attachment should be moved to an attachment for a patient, select the down arrow for the unprocessed attachment. a. Select the patient to which this attachment should be moved i. The entire attachment will be moved to the selected patient
Delete Pages or Attachments
There are times when a blank page may have been included, or you don’t need to keep a fax cover page. For whatever reason, you may have unwanted pages. Deleting these unwanted pages is quite simple.
To delete a specific page:
Check the box for the specific page to be deleted
Select the Delete button at the top of the page
To delete an entire attachment:
Select the down arrow for the unprocessed attachment
From the menu that appears, select Delete
All deletions will appear under the Delete section below the Unprocessed section. Once the batch has been submitted, any pages tagged for deletion will be removed and no longer available.
Reset
The reset button at the top is used to reset the attachments back to the original state when you opened triage.
Submit
Once all unprocessed attachments/pages have been addressed, you will select Submit to route those messages to the designated Intake boxes according to the Triage Rules selected. The Batch is then considered processed and can be found under that filter in Intake.
There may be times when you are unable to fully process all attachments at one time, or maybe you need to get an important document submitted right away. In either case, simply create the message and attachment, move the pages, to that attachment and select Submit. This will route that message to the appropriate Intake box for processing and the remaining batch will be found in the designated Intake box for that batch so that triage can be completed for those pages at a later time.
After submission of a triaged batch or message, the messages will appear in Intake according to the Triage Rules selected for each message. If My Intake was selected in Triage the messages would be found in Intake under the “Assigned To Me” rule. These messages are easily identified by the following:
a) From: Username of user who created the message
b) Status of Triaged
Triaged messages will then be processed the same as a message in your Intake. Refer to Processing Messages in Intake for those details.