Document Management
Where everything that is not a note ends up
A patient record is more than the notes clinicians write. Referral letters, outside results, insurance cards, signed consents, disability forms, hospital discharge summaries, imaging reports from a centre you do not share a system with — all of it belongs in the chart, and most of it arrives as paper or as a PDF.
Handled badly, this becomes a shared network drive nobody can search and a filing tray nobody has time for. NovoClinical keeps belongs in the chart, and most of it arrives as paper or as a PDF.
Handled badly, this becomes a shared network drive nobody can search and a filing tray nobody has time for. NovoClinical keeps documents in the record they belong to.
One document centre
Documents are stored centrally and organised by category, attached to the patient and, where relevant, the specific appointment they relate to. They are searchable rather than remembered, access is governed by the same role permissions as the rest of the system, and versions are tracked so you can tell which one is current.
Scanning without the re-typing
Paper that arrives at the practice can be scanned directly into the system and labelled, so it lands in the right chart rather than a folder called To File. Documents that come in by fax can be mapped to the patient in the same way — see communication.
Where a document needs to be filed against several patients or a whole batch has come in at once, that is handled in bulk rather than one at a time.
PDFs you can actually fill in
Forms are the part practices dread — disability paperwork, school and camp forms, prior authorization documents, insurance requests. NovoClinical supports editable PDFs, so a form can be completed on screen, saved to the patient’s chart and sent, instead of being printed, hand-written, scanned back in and then lost.
Documents patients complete
Consent forms, questionnaires and intake documents are completed by patients themselves through check-in or the patient portal, e-signed and filed automatically. That is the same document flow, minus the paper and minus the data entry.
Sharing, deliberately
Documents can be shared with patients through the portal — but by choice, not by default. Your staff decide what a patient can see, which matters when a chart contains outside correspondence or results that need a conversation before they are read alone.
Requests for records
When another practice, an insurer or a patient asks for records, the request is tracked as a piece of work with a record of what was released and when. A year later, when somebody asks what was sent, the answer exists.