Documents and Requests are forms that are filled out as part of a patient's episode. Documents are completed from within the attending unit, while requests are sent out to other receiving units for the patient.
Depending on how your hospital has each episode type structured, or the type of document or requested added to an episode, the documents and requests may need to be verified. This is a sign-off by a supervising clinician in an elevated role, who has the rights to approve the document and confirm that it is complete and accurate.
As long as an episode is in a status of "checked-in" or "admitted" then an episode is not considered deficient when these documents and requests are unverified. However, upon discharge of the patient, the verification status of the documents and requests will be part of the consideration as to whether the episode has truly been completed.
If a required document is missing from the episode entirely, that is also cause for the episode to be considered sufficient. Adding the document will make it sufficient.
The patient list contains a column that displays any missing or unverified sections on the patient record.
The episodes at the top of the list are those which are currently checked-in / not discharged from the hospital ("My open episodes.")
Once a patient has been discharged, they will drop below this section only if the episode is still deficient. When the episode has been completed, it will drop from the list entirely.
Click on the episode number on the right most column to open the episode that is missing documents or missing verification.
Your hospital has built a template for Episode Types based on the documents, requests, and other items that they expect to be included in each episode.
When an episode is created, the template is copied over to the episode in the background, and this generates all the medical record categories and may even add the documents to be filled out by staff or students.
Episode requirements that have not yet been added will display required next to the medical record category.
To satisfy the requirement, simply add the missing document, request, or smart object. (Note that these items once added may also need to be verified.)
When a document has been added to the patient record that requires verification, the Requires Verification flag will appear next to the medical record category.
This document must be verified by a user who has the privileges to verify that particular document. (This is determined based on the settings of the Catalog Item, and is assigned by role. For example, a faculty role may be granted verification privileges.)
The supervising clinician should confirm the document is complete, then verify it. This can be done over the shoulder of the student.
Click on the X on the medical record category header, or an individual document, in order to load the Document Verification window.
A list of all documents and requests on the episode that have not yet been verified will load in a window on the right hand side of the screen.
These documents can be selected individually, or all at once by clicking on the name of the medical record category.
The supervising clinician should enter in their VetView username. At that point, the verification window will confirm that the user name entered has rights to verify all the documents.
If the user does not have the correct verification role, the document check will gray out. (For example, if their role is not valid for a request that was sent to a different unit, they will not be able to verify that unit's request.)
In the screenshot below, the user does not have the rights to verify any documents. None can be selected.
To complete the verification process, the supervising clinician should enter in their password and click on Approve Selected. This will mark the chosen documents as verified.
When the documents have been verified, the red X will change to a green check mark on the page.
In addition, on the Patient List, the deficiencies status of the episode will change from the missing or unverified components to say "None."
