12. E-Documents and Forms

[0] Chapter Contents

[1] E-Documents: Adding | [2] E-Forms: Adding | [3] E-Forms: Creating Your Own

Table of Contents

[1] E-Documents: Adding

There are two places where you can add documents into OSCAR.

• Upload a document via the eDoc tab. These will be files for your personal use or documents such as contact lists that the whole office can use.
• The second area is to attach files to the patient’s electronic medical file

ADD A DOCUMENT

1. TO THE eDocs TAB: Click on the ‘eDoc tab’ and click ‘ADD DOCUMENT’ in right corner
   TO A PATIENT’s e-Chart: Click on the ‘documents’ link on the bottom left side of the e-Chart screen. Click ‘ADD DOCUMENT’ in the upper right corner.
2. Document Type: select the type of file you are going to upload
   NOTE: If you put ‘SHARE’ everyone in your office will have access to this file. This option is great for contact lists and schedules. If you select any of the other types of documents, the program will sort the documents into either resource, desktop, handout or forms in your eDoc tab. These documents will only be accessible when you log into OSCAR and not for the general office. Others will not see these documents in the eDoc tab when they log in.
   Document Description: Type a short descriptive name for the file (users will see this name in your eDoc window)
   Create Date: is put in automatically
   Creator: is put in automatically
3. Click "Upload file" beside the File Name box
4. Click the ‘Browse’ button to search for your file on your hard drive
5. Click on ‘Upload’ once you have selected your file
6. When you are back at the “Add Document” screen click on “SUBMIT” to add the file

MANAGEMENT TIPS

For documents that need to be scanned: scan documents first into a local folder with a short name. Then upload each scanned document giving more explanatory names in the ‘Display Name'

Best text files to add: PDF (Acrobat file), RTF (Rich Text Format) or html file.

Best type of picture file: JPG - GIF - BMP - PNG or TIF

MIGRATION TO ELECTRONIC FORMS & NOTES

Doctors who wish to start migrating towards a paperless office have often done so in the summer time. Lower cost staffing is possible at this time of year, since students are available to scan paper charts into PDF files and upload them into the patient’s electronic medical records.

1. Small handwritten records on scraps of paper in the file, like home visits or nursing home visits, are typed in as an encounter note, date of the note entered and then “Sign, Save & Exit”.
2. The “Reason” field, which will automatically come up as ‘Tel-Progress Note’ should be changed to the type of document required (e.g. ER visit on 2001/10/2).
3. The actual encounter note will simply be a short summary (e.g. otitis media, Rx Amoxil 250 TID / 10 days)
4. File the papers with the scanned documents in an archived box, in chronological order and keep for legal purposes for the requird 10 years. DONE!

• This is actually more readable than even scanning in and appears directly on the progress note section for easy reading. You will find that less paper needs to be scanned in, and reading the chart is much faster.

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[2] E-Forms: Adding

1. Click on the ‘e-Forms’ link on the bottom left side of the e-Chart screen
2. Click ‘ADD E-Form’ in the upper right corner
3. This will show you a list of the forms that are available at your unit (Chart Summary - Letterhead - Invoice)
4. Fill in the the form or write the letter needed
5. Add an appropriate subject in the Subject box at the bottom of the form
6. Click on the ‘SUBMIT’ or ‘PRINT’ button when finished completing the form. These forms will now be a part of the patient’s electronic medical records.

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[3] E-Forms: Creating Your Own

There is an enormous variety of forms being used at clinics today.  It would be impossible for the original OSCAR team to create e-forms for every single one.  Besides, the beauty of OSCAR's open source individual-oriented concept is that our software and features are easily used to make OSCAR functional for your unique work environment.

If you have a basic knowledge of HTML, you should be able to design forms to input/output data for a patient. The process is simple:

1. Design HTML form – Be familiar with the rules (see the next section) and design the HTML page. It is easier/quick to use Dreamweaver or FrontPage to do the work.
2. Upload the form – Log in as admin and go to ‘E-Form’ topic.
3. Upload images if required – see above
4. Test – Log in as provider and go to a patient’s Master page.

STEP 1- DESIGNING THE FORM

• Strategy A: If the form is quite simple, you can create a new html form from scratch using the paper form as a model.  Be sure to look through the HTML rules below when designing your form.
• Strategy B: If the form is more complex, you can scan the original paper form onto your computer, and follow the instructions below to add html text fields and checkboxes to the image. 
  

1. Scan the form onto your computer.  Save it as a .GIF file. 
   
2. Using a program like Paint, go through the image and clean up any shadows or spots created by the scanning.  Resize the image so that the page fits on one page, if possible.
3. Create an html document in a program like Notebook with the following script:
   

   **template**

4. Change the image source to the .GIF file of the scanned form, then preview the page in your internet browser. 
   
5. The JavaScript allows you to view the position of your cursor (Left, Top).  Place your cursor over the point where you would like a text field or checkbox to begin on your form, and record the pixel position to be specified in your html code.
6. For each new text/check box, copy and paste the desired element's code in the html template, and modify the tag with the correct position, name, box length, etc.  Keep the class attribute the same ("nodisplay") in order to ensure that none of the borders of the boxes appear in the final printed form.  If you wish for OSCAR to fill in patient information automatically from the patient's e-chart, use the oscarDB tags shown below in the HTML rules.
   NOTE: Make sure all of the HTML rules explained below are met for each tag of your form, or the data in your form may not be saved!
   
7. With each new element, preview the page in your internet browser to make sure the length, location, etc. is correct.  If you wish to see what the form will look like when printed, you can click "Print Preview" in your internet browser.
8. Repeat steps 5-7 until the form is complete.  Test the form by filling out every text field and checking every checkbox, then printing the form.  You may wish to erase unnecessary boxes and lines from the form image, now that electronic boxes are now in place.
   
9. Before you add your e-form to OSCAR:
   
   • Change your image source to <IMG SRC="$something/imagename.gif">; this will allow OSCAR to find the form image when pulling up the form. 
     
   • Remove the mouse cursor location JavaScript from your code:
     

     **code**

HTML RULES

The following tags are designed for users to use on requirements when designing a HTML form. Copy the following tags directly in the HTML file for the wanted items:

   Item --------------------- Tag
   Patient Info ------------ <textarea rows=”6" name=”label” cols=”50" oscarDB=Label> </textarea>
   Form Date ------------- <input type=”text” name=”date” size=”20" oscarDB=Today>
   Patient Name --------- <input type=”text” name=”name” size=”20" oscarDB=patient_name>
   Tag ‘text’ --------------- <input type=”text” name=”name_xxx” value=””>
   Tag ‘textarea’ --------- <textarea name=”name_xxx” rows=”6" cols=”50"> </textarea>
   Tag ‘checkbox’ -------- <input type=”checkbox” name=”name_xxx” value=”checked”>
   Button ‘Submit’ ------- <input type=”submit” value=”Submit” name=”B1">
   Button ‘Reset’ --------- <input type=”reset” value=”Reset” name=”B2">
   Button ‘Print’ ---------- <input type=”button” value=”Print”  onclick=”javascript:window.print()”>

NOTES:

1. The name of the tag should start with “name_”. The name looks like “name_yourDefinedName”.  Each text field and checkbox MUST be unique.  The information WILL NOT SAVE if there are duplicate names.
   
2. The path of an image should be “../../OscarDocument/yourProjectName/eform/ images/”

CREATE TEST INVOICE IN HTML FILE

1. Creating a invoice form using Macromedia Dreamweaver MX
2. Create a new file by click on File > New… > Basic Page > Create
3. Go to Forms tab and create a form Layer
4. Insert table 15 rows by 5 columns inside the form area for Invoice Layout
5. Type the Clinic Address in the 2nd table slot.
6. Insert the clinic logo by clicking Image Icon, and change the image path to “../../ OscarDocument/oscar_mcmaster/eform/images/”
7. Insert a patient’s information header by adding Text Area from Form Tab ,Patient’s Info is a OSCAR DB Utilities, we can add oscarDB=Patient Info on the html source to make the form smarter to pick up the invoice date
8. Type a title INVOICE, highlight it and change format to Heading 1.
9. Create a date field that states Today’s date and Current Provider Name, Today’s data is a OSCAR DB Utilities, we can add oscarDB=Today on the html source to make the form smarter to pick up the invoice date.
10. Create a Charge Summary Area for Item’s breakdown.
11. Insert a “Payment Details” text box for user to enter payment date, amount, paid by. Etc.
12. Insert a “Subject” Line to describe what services the patients used.
13. Finally, insert Submit button, Reset, and Print button, for print job put a line of javascript over the Print Button html source. ' input type=”button” name=”Submit3" value=”Print” onclick=”javascript:window.print()” '
14. Once the form is created, save it as invoice.html
15. We can go back to OSCAR for e-Form upload.

UPLOADING E-FORM

Once the Invoice is created on Dreamweaver. We can logon to OSCAR for uploading an E-form.

1. Go to Admin Area, Check on E-form Upload a form
2. Select the Invoice Html from your working folder, and input the Form description and Form Subject.
3. Once the form is added, we can click on the link to see the form is uploaded nicely. One thing you might notice the image cannot be displayed because it hasn’t stored onto OSCAR Server. Next step, we are going to upload the image.

UPLOADING IMAGE

As we recall on the Dreamweaver, the image has been turned into Links. In order to display the image properly on the E-Form, we have to upload the image to E-Form Image Container.

1. Go to Admin Area, Check on E-form Upload images
2. Select an image to Upload onto E-Form Image
3. Click on the image link and you can see the image is uploaded properly.
4. Once the image and form have been uploaded. You can use the form for every patient in Doctor/Receptionist screen.

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