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The Document Attachment Screen is a tool intended for batch uploads of documentation for a specific patient or multiple patients.  This tool can be used by client coordinators, medical records staff, or other administrative personnel to attach a large number of documents to a patient without necessarily having to go to the patient record, making it useful for bulk processes.

This screen is found under Navigation, under the Medical Record Screens section.  Access is controlled via the privilege Document Attachment Access under Role Management, with sub privileges for deleting documents, folder and API settings (under the Job and Interface Setup screen), and managing files in the folder directly from the Document Attachment Screen. 

Required Setup:  Automatic File Upload Job

The Automatic File Upload Job is an API job that links a folder on the API server or a network drive attached to the server to the Document Attachment Screen.  

First, you will need to identify the place where these files to be attached should be stored.  This location can be local to the API Server or on a network drive.   This is a temporary location, and once the files have been attached to a record in VetView, they will be deleted from the location by the API job or stored in an archive folder, depending on your settings.

VetView recommends having a separate sub folder for the Hospital Clients, Hospital Episodes, Hospital Patients, and Hospital Requests.  Pre-sorting these documents will allow you to perform the batch upload for all documents of each type all at once.

Have the exact file path for this location available for the API setup.  Contact your organization's networking services if you have questions about this process.  (Please see the Automatic File Upload job for how to link the folders to VetView. )

Job and Interface Setup

The Automatic File Upload Job is found under the Job and Interface Setup, under Common Setup in the Navigation menu.

Click on the Settings button to open the setup page.

Add Hospital Network Drive to the Additional Settings

This API job is shared by both Hospital and Labs, but the settings for each one must be manually configured.

Click on the Add button to open up the configuration menu

Add in the settings for the Hospital Uploads.  In this example, the API is set to check the Hospital Patients folder on the network drive for Hospital Patients files.  

After entering the settings, click on the Save button to apply the changes.  The new folder will appear under the Additional Settings.

Viewing Files on the Document Attachment Screen

The Document Attachment Screen has three panels. The Attachment Location and Details section lets you pick the folder name (from the API job in the previous section), the attachment type, the parameters for the attachment, and change the file name.  Files in Folder allows the user to upload, download, or delete documents from their local machine, if they do not have access to the API server via a network drive or RDC.  The Previewer window loads the PDF files so they can be viewed and verified before committing the upload.

View Existing Files in a Folder

Select the folder name and the attachment type.  If you have a unique folder set for each attachment type, there will only be one option in the menu.

If there is only one file in the folder, it will automatically load.  Otherwise, you can select the file you want to preview and upload from the Files in Folder window below.

Enter in the patient, episode, client, or request information to upload the information to the correct place.  Note that if the Automatic Upload option was checked, VetView will attempt to match and upload the files based on the file name, and only files that the system cannot match will be visible in this folder.

Click on the Attach Document button to upload it to the patient record.

If successful, you will get a small toast message in the corner.

The document you just uploaded will then become visible on the Patient Details, the Client Documents, or the Request Documents, depending on where you uploaded it.

Upload Files from Local Computer to the API Server

If the user has the Manage privilege under Document Attachment Access, then they have the option to upload files from their local machine to the folder on the API Server.  This prevents you from having to allow the user direct access to the API server, improving security.

Click on the Upload button, select the file from the local machine, and click the Open button from the Windows or MacOS file finder.  The document attachment screen will upload the file to the folder, where it can be previewed and then sorted to the correct location for attachment.