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CGM eDOCS File Cabinet

With the CGM eDOCS File Cabinet you can manage all of the documents and images saved in the CGM eDOCS application.

The CGM eDOCS File Cabinet screen provides the following sections/functions to access, organize and maintain the documents:

Image Types and CGM eDOCS
Drawers and Folders
Documents
Selected Document
Search
CGM eDOCS Image Storage in CGM webPRACTICE

Upon accessing this function the CGM eDOCS File Cabinet screen displays. All functionality takes place from this one screen.

Image Types and CGM eDOCS
The image types you create in Maintain Image Types on the System, Image Management menu correspond with CGM eDOCS as follows:

Patient Image Type:
- CGM eDOCS Application: Patient tab, Document Type.
- CGM eDOCS File Cabinet: 'Patients' Drawer, Folder, Document, Document Type.
EOB Image Type:
- CGM eDOCS Application: EOBtab Document Type.
- CGM eDOCS File Cabinet: 'EOBs' Drawer, Folders section.
Other Image Types:
- CGM eDOCS Application: 'Other' tab, Folder Type, Folder, Document Type.
- CGM eDOCS File Cabinet: 'Other' Drawer, Documents section Document Types.
- NOTE: The document types available in the CGM eDOCS application and CGM eDOCS File Cabinet are determined by which options you choose in the CGM eDOCS Drawer Properties: From the CGM eDOCS File Cabinet, right-click on the Drawer name, click Options and select which document types you want to include.

Drawers and Folders
The file cabinet Drawers contain the various Folders which contain the specific Documents. When you click on a drawer, the folders within that drawer display in the Folders section. When you click on a folder, the documents within that folder display in the Documents section. The standard drawers provided in CGM webPRACTICE are My Documents, Patients and EOB's. The Patients and EOBs drawers correspond to the Patient and EOB tabs in the CGM eDOCS application. All other drawers correspond to the Other tab in the CGM eDOCS application.

The My Documents Drawer includes the Favorites folder, which contains documents you have marked as a 'Favorite' by clicking the 'Favorites' icon (the star and the plus sign) in the Selected Documents section. The Checked Out folder contains the documents that are currently checked-out to you.

The Patients Drawer contains folders for all patient accounts that have documents attached to them. All of the documents processed through the Patient tab in the CGM eDOCS application are available in this drawer and the corresponding patient folder. You can type a patient's name or account number in the Lookup field to search for a patient from the Folders list.

The EOBs drawer contains folders that correspond to the EOB image types that you create in Maintain Image Types. All documents processed through the EOB tab in the CGM eDOCS application are available in this drawer and corresponding folder.

All other drawers are used for handling documents processed through the Other tab in the CGM eDOCS application. The drawers listed correspond to the Folder Type selected for the document in CGM eDOCS and the folders contained in these drawers correspond to the Folder selected for the document in CGM eDOCS.

You can add a new drawer or new folder as needed by clicking New Drawer or New Folder. The field becomes active so you can type the name of the new drawer or new folder and then click Save.

When you save a new drawer name, the 'CGM eDOCS - Drawer Properties' dialog box opens. Click to select the document type(s) you want to include for this Drawer. (Ctrl+click to select multiple document types.)

If you right-click on an 'Other' Drawer name or Folder name, additional editing options display.

Edit Permission Settings: You can edit Security Level or User based permission settings of the Drawers or Folders. If you do not have sufficient security, a message displays informing you that you do not have access to view/save/edit the contents of the drawer/folder.

Data Field Information
Rename Drawer or Folder: You can remove the name of the existing drawer or folder and rename it if necessary.
Options: The Drawer Properties dialog box appears so you can select or change the Document Types for the selected drawer. This is not available for the My Documents, Patients, or EOBs drawers.

Documents
After you select the drawer and folder, the available documents display. To access a document, click anywhere on the row containing the document information. The document displays in the Selected Document section. You can click a column header to sort the documents.

- The 'checked-out' icon shows the status of the document. A green check mark indicates that the document is checked-out to you. A red check mark indicates that the document is checked-out to another user. When a document is checked-out to another user you cannot check out or edit that document until the other user has checked it back in. If you hover over a check mark, a message displays who the document is checked-out to.

- The 'attachment' icon indicates if there is an attachment on the document.

This section also shows the date the document was scanned into the CGM eDOCS application, the Document Type, the Description of the document, any Additional Info and the number of Pages of the document.

Selected Document
When you choose a document from the Documents section it appears in the Selected Document section. The toolbars and icons across the top and bottom of the document and the tabs on the left-side of the document are standard Adobe Reader functions. If you hover over an icon, a message appears describing the function of that icon.

You can use the icons on the left-side of the Selected Document section to further manipulate and edit the document.

- Click to open the document to full-screen.

- Click to edit the document. NOTE: This function works only if accessed from a workstation that has an CGM eDOCS license and the CGM eDOCS application installed. If the CGM eDOCS application is not on the workstation, a message displays stating theat the scanning component is required. The CGM eDOCS application opens with the selected document. You can apply annotations, but you cannot change the document type or details or access most of the Action Column functions. Edit the document as necessary and click Save and Close. The CGM eDOCS File Cabinet displays. You must select the document again from the Documents list and the screen refreshes, reflecting the changes you made to the document.

- Click to edit document field information. The fields available to edit differ depending on which Drawer type the document is from.

- Click to delete the selected document. A message displays asking you to confirm or cancel the deletion. A 'Document Deleted' message displays in the Selected Documents section and the document is removed from the Documents section. A document cannot be retrieved once it is deleted.

- Click to view the list of attachments on the selected document. To view the attachment, click anywhere on the row containing the attachment description and type.

- Click to view the document history, which shows the date and time that the document was accessed, what was done with the document and the user who accessed the document.

- Click to check the selected document in or out. When a document is checked-out to a user, no other user can edit it. When you check a document out, a green checkmark appears next to the name of the document and disappears when you check that document back in.

- Click to add the selected document to or remove it from your Favorites folder in the My Documents drawer. A message displays confirming whether it was added to or removed from your favorites.

Field Search: You can search for a document based on the document fields specified when the document was originally processed through the CGM eDOCS application. Select the field you want to search, the parameter relationship, and type the field data you want to match. You can enter multiple search parameters by clicking the green 'plus sign' icon. Select the check box to search All Drawers, All Folders, or both and click Search. The results display in the Documents section. You can search documents using multiple search parameters. Click Clear to clear the search parameters.
Text Search: You can search for actual text within the documents. Type the text that you want to search for in the Search Text field. The following search options can be used to expand the capabilities your search:
- Stemming: This option extends a search to cover grammatical variations of a word. For example, a search for applied would also find applying, applies, and apply.
- Phonic: This option searches for a word that sounds like the word you are searching for and begins with the same letter. For example, a phonic search for Smith would also find Smythe and Smithe.
- Synonym: This option finds synonyms of a word. For example, a search for fast would also find quickly.
- Fuzziness (0-10): This option finds a word even if it is misspelled. For example, a fuzzy search for apple would find appple. Fuzzy searching can be useful when you are searching text that may contain typographical errors. Type a number between 0 and 10 to determine the degree of fuzziness you want to use in your search. The higher the number used, the broader the search.

CGM eDOCS Image Storage in CGM webPRACTICE

Patient Document Types: Patient documents that are processed with CGM eDOCS are stored in the Images section of the patient's account.
EOB Document Types: You can attach the EOB documents processed in CGM eDOCS to the payment transaction by selecting Link Image in the Action Column.

Type the scan date you want to search and select the appropriate EOB.

You can then access the image on the Transaction History screen next to the payment the EOB was linked to. Click the EOB image icon next to the payment to view the linked EOB.