Re: AC / fax-pdf / attachment

[Guest guest]

I still keep all faxes as renamed TIF files - haven't moved them to AC, waiting until he organizes his file structure in "imported" more. TIFs can be attached to AC. I was "playing" with my free trial of AC and thinking about Larry mentioning the fax being pdf and attached. That was what I planned on when I signed on with OneBox.com (which so far is working nicely with low volume emails/fax/voice mail prior to opening). My question for the ACers... From Adobe I could copy the file of a fax (73kb) and drag/drop it to imported items OR make a shortcut of the faxed file (1kb)and drag/drop that in imported items.  Either was able to then open the Adobe program and file with ease.  Do you foresee any problems with using one vs the other?  Would the smaller file of the shortcut to the Adobe be problematic?  Would using the whole, larger file make the AC files too big to backup easily? What I'm thinking is to make my incoming faxes and anything I scan into files that are organized outside of AC. Then have a shortcut link in the imported documents section for individual patients.  I know I'd then want to back up both AC and the adobe files. What are the potential problems with that? What are the best files to keep? PDF? GIF?  Does it matter? I'm wise enough to know that I'm working with only a little techie knowledge. So there's a chance my idea is good and a chance it's bad, but I'd always bet there is a better way! Any and all thoughts, on or off list, are greatly appreciated. Tim

[Guest guest]

I have all my imported items (except emails, which are all still on the

email server, unsorted) directly in in the charts, it's a motley collection

of .tifs .pdf .txt .max (that last is from paperport), total 53 MB for the

first 16 months. I think when the tree view comes in the current items

will be listed under 'unfiled' and i'll just sort them then. 73 kb sounds

on the largish side for an item- can you turn your resolution down? my

typical pdfs are about 18-25 kb, an EKG scanned in might be 125 kb, txt

files from lab website are about 8 kb, etc. .jpg are a little bigger, i

don't tend to save items in that format.

I'm not sure if it's better to have the actual file in the chart vs a

shortcut- since i am not uploading to off site backup, it doesn't matter

there and it seemed to be just one more thing I'd have to worry about

saving. I've never used the shortcut method but it seems interesting...

Lynn

>

>Reply-To:

>To:

>Subject: Re: AC / fax-pdf / attachment

>Date: Thu, 16 Feb 2006 22:41:18 -0700

>

>I still keep all faxes as renamed TIF files - haven't moved them to AC,

>waiting until he organizes his file structure in " imported " more. TIFs can

>be attached to AC.

>

>

>

>

>>I was " playing " with my free trial of AC and thinking about Larry

>>mentioning the fax being pdf and attached. That was what I planned on

>>when

>>I signed on with OneBox.com (which so far is working nicely with low

>>volume emails/fax/voice mail prior to opening).

>>

>>My question for the ACers... From Adobe I could copy the file of a fax

>>(73kb) and drag/drop it to imported items OR make a shortcut of the faxed

>>file (1kb)and drag/drop that in imported items. Either was able to then

>>open the Adobe program and file with ease. Do you foresee any problems

>>with using one vs the other? Would the smaller file of the shortcut to

>>the Adobe be problematic? Would using the whole, larger file make the AC

>>files too big to backup easily?

>>

>>What I'm thinking is to make my incoming faxes and anything I scan into

>>files that are organized outside of AC. Then have a shortcut link in the

>>imported documents section for individual patients. I know I'd then want

>>to back up both AC and the adobe files.

>>

>>What are the potential problems with that?

>>What are the best files to keep? PDF? GIF? Does it matter?

>>

>>I'm wise enough to know that I'm working with only a little techie

>>knowledge. So there's a chance my idea is good and a chance it's bad, but

>>I'd always bet there is a better way!

>>

>>Any and all thoughts, on or off list, are greatly appreciated.

>>Tim

>>

>>

>>

>>

>>

>>

>>

[Guest guest]

--

I guess the reorganized file structure will be helpful. Ooops, right

" TIF " , not gif, I either mis-wrote or mis-thought... not the first time,

not the last...

Do you put any " flags " in the patient's AC chart that something was

received and filed in the TIF files? For example, one could make a

shortcut that is drag/dropped into AC and that would open the TIF file

automatically. Or, do you have to keep a few windows open and look through

both to see if anything was received since last appt?

thanks

Tim

> I still keep all faxes as renamed TIF files - haven't moved them to

> AC, waiting until he organizes his file structure in " imported " more.

> TIFs can be attached to AC.

>

>

>

>

>> I was " playing " with my free trial of AC and thinking about Larry

>> mentioning the fax being pdf and attached. That was what I planned

>> on when

>> I signed on with OneBox.com (which so far is working nicely with low

>> volume emails/fax/voice mail prior to opening).

>>

>> My question for the ACers... From Adobe I could copy the file of a fax

>> (73kb) and drag/drop it to imported items OR make a shortcut of the

>> faxed

>> file (1kb)and drag/drop that in imported items. Either was able to

>> then

>> open the Adobe program and file with ease. Do you foresee any

>> problems

>> with using one vs the other? Would the smaller file of the

>> shortcut to

>> the Adobe be problematic? Would using the whole, larger file make

>> the AC

>> files too big to backup easily?

>>

>> What I'm thinking is to make my incoming faxes and anything I scan

>> into

>> files that are organized outside of AC. Then have a shortcut link in

>> the

>> imported documents section for individual patients. I know I'd then

>> want

>> to back up both AC and the adobe files.

>>

>> What are the potential problems with that?

>> What are the best files to keep? PDF? GIF? Does it matter?

>>

>> I'm wise enough to know that I'm working with only a little techie

>> knowledge. So there's a chance my idea is good and a chance it's

>> bad, but

>> I'd always bet there is a better way!

>>

>> Any and all thoughts, on or off list, are greatly appreciated.

>> Tim

>>

>>

>>

>>

>>

>>

>>

[Guest guest]

--

I guess the reorganized file structure will be helpful. Ooops, right

" TIF " , not gif, I either mis-wrote or mis-thought... not the first time,

not the last...

Do you put any " flags " in the patient's AC chart that something was

received and filed in the TIF files? For example, one could make a

shortcut that is drag/dropped into AC and that would open the TIF file

automatically. Or, do you have to keep a few windows open and look through

both to see if anything was received since last appt?

thanks

Tim

> I still keep all faxes as renamed TIF files - haven't moved them to

> AC, waiting until he organizes his file structure in " imported " more.

> TIFs can be attached to AC.

>

>

>

>

>> I was " playing " with my free trial of AC and thinking about Larry

>> mentioning the fax being pdf and attached. That was what I planned

>> on when

>> I signed on with OneBox.com (which so far is working nicely with low

>> volume emails/fax/voice mail prior to opening).

>>

>> My question for the ACers... From Adobe I could copy the file of a fax

>> (73kb) and drag/drop it to imported items OR make a shortcut of the

>> faxed

>> file (1kb)and drag/drop that in imported items. Either was able to

>> then

>> open the Adobe program and file with ease. Do you foresee any

>> problems

>> with using one vs the other? Would the smaller file of the

>> shortcut to

>> the Adobe be problematic? Would using the whole, larger file make

>> the AC

>> files too big to backup easily?

>>

>> What I'm thinking is to make my incoming faxes and anything I scan

>> into

>> files that are organized outside of AC. Then have a shortcut link in

>> the

>> imported documents section for individual patients. I know I'd then

>> want

>> to back up both AC and the adobe files.

>>

>> What are the potential problems with that?

>> What are the best files to keep? PDF? GIF? Does it matter?

>>

>> I'm wise enough to know that I'm working with only a little techie

>> knowledge. So there's a chance my idea is good and a chance it's

>> bad, but

>> I'd always bet there is a better way!

>>

>> Any and all thoughts, on or off list, are greatly appreciated.

>> Tim

>>

>>

>>

>>

>>

>>

>>

[Guest guest]

Thanks.

Very helpful to have your numbers for file sizes.

I'll try to get a note out in a month or two to update what seems to work,

or not work, for me as there's always more than one way to skin a cat (not

that I'd personally ever do that! ;-).

BTW gang... today's my last day in my old office!

I've got paperwork to finish up, a lunchtime going-away party to attend

and about 10-15 phone calls to make/letters to send (insurance companies)

but otherwise I'm done!

Tomorrow I'm going in to take the rest of my personal belongings... and

inflate a few hundred balloons to fill my and my partner's offices from

floor to ceiling!! (sshhh... it's my last prank!)

Oh, and yesterday, I turned 40 -- But really I only feel like an

experienced 39 year old! What a great week I'm having!

Take care,

Tim

> I have all my imported items (except emails, which are all still on the

> email server, unsorted) directly in in the charts, it's a motley

> collection of .tifs .pdf .txt .max (that last is from paperport), total

> 53 MB for the first 16 months. I think when the tree view comes in

> the current items will be listed under 'unfiled' and i'll just sort

> them then. 73 kb sounds on the largish side for an item- can you turn

> your resolution down? my typical pdfs are about 18-25 kb, an EKG

> scanned in might be 125 kb, txt files from lab website are about 8 kb,

> etc. .jpg are a little bigger, i don't tend to save items in that

> format.

>

> I'm not sure if it's better to have the actual file in the chart vs a

> shortcut- since i am not uploading to off site backup, it doesn't matter

> there and it seemed to be just one more thing I'd have to worry about

> saving. I've never used the shortcut method but it seems interesting...

>

> Lynn

>

>

>>

>>Reply-To:

>>To:

>>Subject: Re: AC / fax-pdf / attachment

>>Date: Thu, 16 Feb 2006 22:41:18 -0700

>>

>>I still keep all faxes as renamed TIF files - haven't moved them to

>> AC, waiting until he organizes his file structure in " imported " more.

>> TIFs can be attached to AC.

>>

>>

>>

>>

>>>I was " playing " with my free trial of AC and thinking about Larry

>>> mentioning the fax being pdf and attached. That was what I planned on

>>> when

>>>I signed on with OneBox.com (which so far is working nicely with low

>>> volume emails/fax/voice mail prior to opening).

>>>

>>>My question for the ACers... From Adobe I could copy the file of a fax

>>> (73kb) and drag/drop it to imported items OR make a shortcut of the

>>> faxed file (1kb)and drag/drop that in imported items. Either was able

>>> to then open the Adobe program and file with ease. Do you foresee

>>> any problems with using one vs the other? Would the smaller file of

>>> the shortcut to the Adobe be problematic? Would using the whole,

>>> larger file make the AC files too big to backup easily?

>>>

>>>What I'm thinking is to make my incoming faxes and anything I scan

>>> into files that are organized outside of AC. Then have a shortcut link

>>> in the imported documents section for individual patients. I know

>>> I'd then want to back up both AC and the adobe files.

>>>

>>>What are the potential problems with that?

>>>What are the best files to keep? PDF? GIF? Does it matter?

>>>

>>>I'm wise enough to know that I'm working with only a little techie

>>> knowledge. So there's a chance my idea is good and a chance it's bad,

>>> but I'd always bet there is a better way!

>>>

>>>Any and all thoughts, on or off list, are greatly appreciated.

>>>Tim

>>>

>>>

>>>

>>>

>>>

>>>

>>>

[Guest guest]

Thanks.

Very helpful to have your numbers for file sizes.

I'll try to get a note out in a month or two to update what seems to work,

or not work, for me as there's always more than one way to skin a cat (not

that I'd personally ever do that! ;-).

BTW gang... today's my last day in my old office!

I've got paperwork to finish up, a lunchtime going-away party to attend

and about 10-15 phone calls to make/letters to send (insurance companies)

but otherwise I'm done!

Tomorrow I'm going in to take the rest of my personal belongings... and

inflate a few hundred balloons to fill my and my partner's offices from

floor to ceiling!! (sshhh... it's my last prank!)

Oh, and yesterday, I turned 40 -- But really I only feel like an

experienced 39 year old! What a great week I'm having!

Take care,

Tim

> I have all my imported items (except emails, which are all still on the

> email server, unsorted) directly in in the charts, it's a motley

> collection of .tifs .pdf .txt .max (that last is from paperport), total

> 53 MB for the first 16 months. I think when the tree view comes in

> the current items will be listed under 'unfiled' and i'll just sort

> them then. 73 kb sounds on the largish side for an item- can you turn

> your resolution down? my typical pdfs are about 18-25 kb, an EKG

> scanned in might be 125 kb, txt files from lab website are about 8 kb,

> etc. .jpg are a little bigger, i don't tend to save items in that

> format.

>

> I'm not sure if it's better to have the actual file in the chart vs a

> shortcut- since i am not uploading to off site backup, it doesn't matter

> there and it seemed to be just one more thing I'd have to worry about

> saving. I've never used the shortcut method but it seems interesting...

>

> Lynn

>

>

>>

>>Reply-To:

>>To:

>>Subject: Re: AC / fax-pdf / attachment

>>Date: Thu, 16 Feb 2006 22:41:18 -0700

>>

>>I still keep all faxes as renamed TIF files - haven't moved them to

>> AC, waiting until he organizes his file structure in " imported " more.

>> TIFs can be attached to AC.

>>

>>

>>

>>

>>>I was " playing " with my free trial of AC and thinking about Larry

>>> mentioning the fax being pdf and attached. That was what I planned on

>>> when

>>>I signed on with OneBox.com (which so far is working nicely with low

>>> volume emails/fax/voice mail prior to opening).

>>>

>>>My question for the ACers... From Adobe I could copy the file of a fax

>>> (73kb) and drag/drop it to imported items OR make a shortcut of the

>>> faxed file (1kb)and drag/drop that in imported items. Either was able

>>> to then open the Adobe program and file with ease. Do you foresee

>>> any problems with using one vs the other? Would the smaller file of

>>> the shortcut to the Adobe be problematic? Would using the whole,

>>> larger file make the AC files too big to backup easily?

>>>

>>>What I'm thinking is to make my incoming faxes and anything I scan

>>> into files that are organized outside of AC. Then have a shortcut link

>>> in the imported documents section for individual patients. I know

>>> I'd then want to back up both AC and the adobe files.

>>>

>>>What are the potential problems with that?

>>>What are the best files to keep? PDF? GIF? Does it matter?

>>>

>>>I'm wise enough to know that I'm working with only a little techie

>>> knowledge. So there's a chance my idea is good and a chance it's bad,

>>> but I'd always bet there is a better way!

>>>

>>>Any and all thoughts, on or off list, are greatly appreciated.

>>>Tim

>>>

>>>

>>>

>>>

>>>

>>>

>>>

[Guest guest]

GOOD LUCK in the new practice!!

A. Eads, M.D.

Pinnacle Family Medicine, PLLC

phone fax

P.O. Box 7275

Woodland Park, CO 80863

Re: AC / fax-pdf / attachment

>>Date: Thu, 16 Feb 2006 22:41:18 -0700

>>

>>I still keep all faxes as renamed TIF files - haven't moved them to

>> AC, waiting until he organizes his file structure in " imported " more.

>> TIFs can be attached to AC.

>>

>>

>>

>>

>>>I was " playing " with my free trial of AC and thinking about Larry

>>> mentioning the fax being pdf and attached. That was what I planned on

>>> when

>>>I signed on with OneBox.com (which so far is working nicely with low

>>> volume emails/fax/voice mail prior to opening).

>>>

>>>My question for the ACers... From Adobe I could copy the file of a fax

>>> (73kb) and drag/drop it to imported items OR make a shortcut of the

>>> faxed file (1kb)and drag/drop that in imported items. Either was able

>>> to then open the Adobe program and file with ease. Do you foresee

>>> any problems with using one vs the other? Would the smaller file of

>>> the shortcut to the Adobe be problematic? Would using the whole,

>>> larger file make the AC files too big to backup easily?

>>>

>>>What I'm thinking is to make my incoming faxes and anything I scan

>>> into files that are organized outside of AC. Then have a shortcut link

>>> in the imported documents section for individual patients. I know

>>> I'd then want to back up both AC and the adobe files.

>>>

>>>What are the potential problems with that?

>>>What are the best files to keep? PDF? GIF? Does it matter?

>>>

>>>I'm wise enough to know that I'm working with only a little techie

>>> knowledge. So there's a chance my idea is good and a chance it's bad,

>>> but I'd always bet there is a better way!

>>>

>>>Any and all thoughts, on or off list, are greatly appreciated.

>>>Tim

>>>

>>>

>>>

>>>

>>>

>>>

>>>

[Guest guest]

GOOD LUCK in the new practice!!

A. Eads, M.D.

Pinnacle Family Medicine, PLLC

phone fax

P.O. Box 7275

Woodland Park, CO 80863

Re: AC / fax-pdf / attachment

>>Date: Thu, 16 Feb 2006 22:41:18 -0700

>>

>>I still keep all faxes as renamed TIF files - haven't moved them to

>> AC, waiting until he organizes his file structure in " imported " more.

>> TIFs can be attached to AC.

>>

>>

>>

>>

>>>I was " playing " with my free trial of AC and thinking about Larry

>>> mentioning the fax being pdf and attached. That was what I planned on

>>> when

>>>I signed on with OneBox.com (which so far is working nicely with low

>>> volume emails/fax/voice mail prior to opening).

>>>

>>>My question for the ACers... From Adobe I could copy the file of a fax

>>> (73kb) and drag/drop it to imported items OR make a shortcut of the

>>> faxed file (1kb)and drag/drop that in imported items. Either was able

>>> to then open the Adobe program and file with ease. Do you foresee

>>> any problems with using one vs the other? Would the smaller file of

>>> the shortcut to the Adobe be problematic? Would using the whole,

>>> larger file make the AC files too big to backup easily?

>>>

>>>What I'm thinking is to make my incoming faxes and anything I scan

>>> into files that are organized outside of AC. Then have a shortcut link

>>> in the imported documents section for individual patients. I know

>>> I'd then want to back up both AC and the adobe files.

>>>

>>>What are the potential problems with that?

>>>What are the best files to keep? PDF? GIF? Does it matter?

>>>

>>>I'm wise enough to know that I'm working with only a little techie

>>> knowledge. So there's a chance my idea is good and a chance it's bad,

>>> but I'd always bet there is a better way!

>>>

>>>Any and all thoughts, on or off list, are greatly appreciated.

>>>Tim

>>>

>>>

>>>

>>>

>>>

>>>

>>>

[Guest guest]

We are using AC but not the document portion of the software. We started

from scratch using a folder tree on our server with Alphabetized first

level, then under each letter, the patients each have a folder named

" last_first_DOB " . Each patient folder will have subfolders for " office " ,

" labs " , " studies " , " consults " , " old records " , etc. We then back up the

whole folder tree to a data DVD which can hold over 4GB of data.

The file formats have changed over time. We used pdf's at the start because

of the smaller size, but didn't want to continue buying the full adobe

acrobat version to take full advantage of annotations, highlighters and

other features. We found that we could get these functions by using the MDI

(microsoft document imaging) format that comes with microsoft office and is

a default using the microsoft scanning/imaging software. I wasn't too

pleased with the MAX format that came with our scanner and so quickly

abandoned that. TIF files are extremely large and cumbersome in terms of

storage.

The final piece for organizing all this in our office was having a means to

" pass " documents between the doctor and our office assistant who sorts all

of our faxes when they are sent electronically to her email account or when

she opens the snail mail and scans in documents. We first tried using

microsoft outlook to email attachments which worked ok but we didn't have a

way to track what we were expecting to receive in terms of results. Next we

tried using " tasks " in outlook which could carry attachements and could be

" assigned " to different people in the office. This was a little more

failsafe in that we could create a task before the result came back and

assign this task to our office assistant who would make sure everything came

back. The problem with this was that it really started to crowd our email

inboxes with confirmation messages coming back for every task that changed

hands electronically. It also meant that only one person could update a

task at a time. Then we moved to our current system which is based on an

Access database that we created. It is a simple program, but not easy to

explain in this format. Basically, it alows us to create " tasks " , be they

lab, study, referal or follow up (a " tickler " function " ) and pass them back

and forth by checking boxes to assign them to an individual in the office.

The database then sorts out the tasks that are current to a particular

provider or our office assistant. This has been a great organizational tool

for all of us. The documents that are stored on the server as described

above are then attached to the " tasks " by a hyperlink so that whoever has

access to the task will be working off of the same document on the server.

This is an advantage over AC or email transmission of attachments in that

these other systems create a copy of the attachment to either store it in AC

or to transmit as an email attachment, thus using up more hard drive space.

If you make an annotation on one of these " copies " you have to go back and

save it over the original document on the hard drive which is also more

click-intensive. I would be happy to share this Access database with any

interested parties. We also have added components to track our

pharmaceutical samples and to track records requested from other facilities.

Sorry about the long winded technical response, but I hope it is helpful to

those of you out there who have struggled as we have with how to best

traffic documents electronically.

Greg Sharp MD

Ideal Family Healthcare

Re: AC / fax-pdf / attachment

>>Date: Thu, 16 Feb 2006 22:41:18 -0700

>>

>>I still keep all faxes as renamed TIF files - haven't moved them to

>>AC, waiting until he organizes his file structure in " imported " more.

>> TIFs can be attached to AC.

>>

>>

>>

>>

>>>I was " playing " with my free trial of AC and thinking about Larry

>>>mentioning the fax being pdf and attached. That was what I planned

>>>on

>>> when

>>>I signed on with OneBox.com (which so far is working nicely with low

>>>volume emails/fax/voice mail prior to opening).

>>>

>>>My question for the ACers... From Adobe I could copy the file of a

>>>fax

>>> (73kb) and drag/drop it to imported items OR make a shortcut of the

>>>faxed file (1kb)and drag/drop that in imported items. Either was

>>>able to then open the Adobe program and file with ease. Do you

>>>foresee any problems with using one vs the other? Would the

>>>smaller file of the shortcut to the Adobe be problematic? Would

>>>using the whole, larger file make the AC files too big to backup

easily?

>>>

>>>What I'm thinking is to make my incoming faxes and anything I scan

>>>into files that are organized outside of AC. Then have a shortcut

>>>link

>>> in the imported documents section for individual patients. I know

>>>I'd then want to back up both AC and the adobe files.

>>>

>>>What are the potential problems with that?

>>>What are the best files to keep? PDF? GIF? Does it matter?

>>>

>>>I'm wise enough to know that I'm working with only a little techie

>>>knowledge. So there's a chance my idea is good and a chance it's

>>>bad, but I'd always bet there is a better way!

>>>

>>>Any and all thoughts, on or off list, are greatly appreciated.

>>>Tim

>>>

>>>

>>>

>>>

>>>

>>>

>>>

[Guest guest]

We are using AC but not the document portion of the software. We started

from scratch using a folder tree on our server with Alphabetized first

level, then under each letter, the patients each have a folder named

" last_first_DOB " . Each patient folder will have subfolders for " office " ,

" labs " , " studies " , " consults " , " old records " , etc. We then back up the

whole folder tree to a data DVD which can hold over 4GB of data.

The file formats have changed over time. We used pdf's at the start because

of the smaller size, but didn't want to continue buying the full adobe

acrobat version to take full advantage of annotations, highlighters and

other features. We found that we could get these functions by using the MDI

(microsoft document imaging) format that comes with microsoft office and is

a default using the microsoft scanning/imaging software. I wasn't too

pleased with the MAX format that came with our scanner and so quickly

abandoned that. TIF files are extremely large and cumbersome in terms of

storage.

The final piece for organizing all this in our office was having a means to

" pass " documents between the doctor and our office assistant who sorts all

of our faxes when they are sent electronically to her email account or when

she opens the snail mail and scans in documents. We first tried using

microsoft outlook to email attachments which worked ok but we didn't have a

way to track what we were expecting to receive in terms of results. Next we

tried using " tasks " in outlook which could carry attachements and could be

" assigned " to different people in the office. This was a little more

failsafe in that we could create a task before the result came back and

assign this task to our office assistant who would make sure everything came

back. The problem with this was that it really started to crowd our email

inboxes with confirmation messages coming back for every task that changed

hands electronically. It also meant that only one person could update a

task at a time. Then we moved to our current system which is based on an

Access database that we created. It is a simple program, but not easy to

explain in this format. Basically, it alows us to create " tasks " , be they

lab, study, referal or follow up (a " tickler " function " ) and pass them back

and forth by checking boxes to assign them to an individual in the office.

The database then sorts out the tasks that are current to a particular

provider or our office assistant. This has been a great organizational tool

for all of us. The documents that are stored on the server as described

above are then attached to the " tasks " by a hyperlink so that whoever has

access to the task will be working off of the same document on the server.

This is an advantage over AC or email transmission of attachments in that

these other systems create a copy of the attachment to either store it in AC

or to transmit as an email attachment, thus using up more hard drive space.

If you make an annotation on one of these " copies " you have to go back and

save it over the original document on the hard drive which is also more

click-intensive. I would be happy to share this Access database with any

interested parties. We also have added components to track our

pharmaceutical samples and to track records requested from other facilities.

Sorry about the long winded technical response, but I hope it is helpful to

those of you out there who have struggled as we have with how to best

traffic documents electronically.

Greg Sharp MD

Ideal Family Healthcare

Re: AC / fax-pdf / attachment

>>Date: Thu, 16 Feb 2006 22:41:18 -0700

>>

>>I still keep all faxes as renamed TIF files - haven't moved them to

>>AC, waiting until he organizes his file structure in " imported " more.

>> TIFs can be attached to AC.

>>

>>

>>

>>

>>>I was " playing " with my free trial of AC and thinking about Larry

>>>mentioning the fax being pdf and attached. That was what I planned

>>>on

>>> when

>>>I signed on with OneBox.com (which so far is working nicely with low

>>>volume emails/fax/voice mail prior to opening).

>>>

>>>My question for the ACers... From Adobe I could copy the file of a

>>>fax

>>> (73kb) and drag/drop it to imported items OR make a shortcut of the

>>>faxed file (1kb)and drag/drop that in imported items. Either was

>>>able to then open the Adobe program and file with ease. Do you

>>>foresee any problems with using one vs the other? Would the

>>>smaller file of the shortcut to the Adobe be problematic? Would

>>>using the whole, larger file make the AC files too big to backup

easily?

>>>

>>>What I'm thinking is to make my incoming faxes and anything I scan

>>>into files that are organized outside of AC. Then have a shortcut

>>>link

>>> in the imported documents section for individual patients. I know

>>>I'd then want to back up both AC and the adobe files.

>>>

>>>What are the potential problems with that?

>>>What are the best files to keep? PDF? GIF? Does it matter?

>>>

>>>I'm wise enough to know that I'm working with only a little techie

>>>knowledge. So there's a chance my idea is good and a chance it's

>>>bad, but I'd always bet there is a better way!

>>>

>>>Any and all thoughts, on or off list, are greatly appreciated.

>>>Tim

>>>

>>>

>>>

>>>

>>>

>>>

>>>

[Guest guest]

your system sounds interesting-- please give me a buzz to explain it in more detail. thanks. i wonder if one could set up the database using exported demographics in excel from AC? this could be the solution to the tickler and registry!! LL home office Greg Sharp wrote: We are using AC but not the document portion of the software. We startedfrom scratch using a folder tree on our server with Alphabetized firstlevel, then under each letter, the patients each have a folder named"last_first_DOB". Each patient folder will have subfolders for "office","labs", "studies", "consults", "old records", etc. We then back up thewhole folder tree to a data DVD which can hold over 4GB of data.The file

formats have changed over time. We used pdf's at the start becauseof the smaller size, but didn't want to continue buying the full adobeacrobat version to take full advantage of annotations, highlighters andother features. We found that we could get these functions by using the MDI(microsoft document imaging) format that comes with microsoft office and isa default using the microsoft scanning/imaging software. I wasn't toopleased with the MAX format that came with our scanner and so quicklyabandoned that. TIF files are extremely large and cumbersome in terms ofstorage.The final piece for organizing all this in our office was having a means to"pass" documents between the doctor and our office assistant who sorts allof our faxes when they are sent electronically to her email account or whenshe opens the snail mail and scans in documents. We first tried usingmicrosoft outlook to email attachments

which worked ok but we didn't have away to track what we were expecting to receive in terms of results. Next wetried using "tasks" in outlook which could carry attachements and could be"assigned" to different people in the office. This was a little morefailsafe in that we could create a task before the result came back andassign this task to our office assistant who would make sure everything cameback. The problem with this was that it really started to crowd our emailinboxes with confirmation messages coming back for every task that changedhands electronically. It also meant that only one person could update atask at a time. Then we moved to our current system which is based on anAccess database that we created. It is a simple program, but not easy toexplain in this format. Basically, it alows us to create "tasks", be theylab, study, referal or follow up (a "tickler" function") and pass them

backand forth by checking boxes to assign them to an individual in the office.The database then sorts out the tasks that are current to a particularprovider or our office assistant. This has been a great organizational toolfor all of us. The documents that are stored on the server as describedabove are then attached to the "tasks" by a hyperlink so that whoever hasaccess to the task will be working off of the same document on the server.This is an advantage over AC or email transmission of attachments in thatthese other systems create a copy of the attachment to either store it in ACor to transmit as an email attachment, thus using up more hard drive space.If you make an annotation on one of these "copies" you have to go back andsave it over the original document on the hard drive which is also moreclick-intensive. I would be happy to share this Access database with anyinterested parties. We also have added

components to track ourpharmaceutical samples and to track records requested from other facilities.Sorry about the long winded technical response, but I hope it is helpful tothose of you out there who have struggled as we have with how to besttraffic documents electronically.Greg Sharp MDIdeal Family Healthcare Re: AC / fax-pdf / attachment>>Date: Thu, 16 Feb 2006 22:41:18 -0700>>>>I still keep all faxes as renamed TIF files - haven't moved them to >>AC, waiting until he organizes his file structure in "imported" more.>> TIFs can be attached to AC.>>>>>>>>>>>I was "playing" with my free trial of AC and thinking about Larry >>>mentioning the fax being pdf and attached. That

was what I planned >>>on>>> when>>>I signed on with OneBox.com (which so far is working nicely with low >>>volume emails/fax/voice mail prior to opening).>>>>>>My question for the ACers... From Adobe I could copy the file of a >>>fax>>> (73kb) and drag/drop it to imported items OR make a shortcut of the >>>faxed file (1kb)and drag/drop that in imported items. Either was >>>able to then open the Adobe program and file with ease. Do you >>>foresee any problems with using one vs the other? Would the >>>smaller file of the shortcut to the Adobe be problematic? Would >>>using the whole, larger file make the AC files too big to backupeasily?>>>>>>What I'm thinking is to make my incoming faxes and

anything I scan >>>into files that are organized outside of AC. Then have a shortcut >>>link>>> in the imported documents section for individual patients. I know >>>I'd then want to back up both AC and the adobe files.>>>>>>What are the potential problems with that?>>>What are the best files to keep? PDF? GIF? Does it matter?>>>>>>I'm wise enough to know that I'm working with only a little techie >>>knowledge. So there's a chance my idea is good and a chance it's >>>bad, but I'd always bet there is a better way!>>>>>>Any and all thoughts, on or off list, are greatly appreciated.>>>Tim>>>>>>>>>>>>>>>>>>>>>

[Guest guest]

your system sounds interesting-- please give me a buzz to explain it in more detail. thanks. i wonder if one could set up the database using exported demographics in excel from AC? this could be the solution to the tickler and registry!! LL home office Greg Sharp wrote: We are using AC but not the document portion of the software. We startedfrom scratch using a folder tree on our server with Alphabetized firstlevel, then under each letter, the patients each have a folder named"last_first_DOB". Each patient folder will have subfolders for "office","labs", "studies", "consults", "old records", etc. We then back up thewhole folder tree to a data DVD which can hold over 4GB of data.The file

formats have changed over time. We used pdf's at the start becauseof the smaller size, but didn't want to continue buying the full adobeacrobat version to take full advantage of annotations, highlighters andother features. We found that we could get these functions by using the MDI(microsoft document imaging) format that comes with microsoft office and isa default using the microsoft scanning/imaging software. I wasn't toopleased with the MAX format that came with our scanner and so quicklyabandoned that. TIF files are extremely large and cumbersome in terms ofstorage.The final piece for organizing all this in our office was having a means to"pass" documents between the doctor and our office assistant who sorts allof our faxes when they are sent electronically to her email account or whenshe opens the snail mail and scans in documents. We first tried usingmicrosoft outlook to email attachments

which worked ok but we didn't have away to track what we were expecting to receive in terms of results. Next wetried using "tasks" in outlook which could carry attachements and could be"assigned" to different people in the office. This was a little morefailsafe in that we could create a task before the result came back andassign this task to our office assistant who would make sure everything cameback. The problem with this was that it really started to crowd our emailinboxes with confirmation messages coming back for every task that changedhands electronically. It also meant that only one person could update atask at a time. Then we moved to our current system which is based on anAccess database that we created. It is a simple program, but not easy toexplain in this format. Basically, it alows us to create "tasks", be theylab, study, referal or follow up (a "tickler" function") and pass them

backand forth by checking boxes to assign them to an individual in the office.The database then sorts out the tasks that are current to a particularprovider or our office assistant. This has been a great organizational toolfor all of us. The documents that are stored on the server as describedabove are then attached to the "tasks" by a hyperlink so that whoever hasaccess to the task will be working off of the same document on the server.This is an advantage over AC or email transmission of attachments in thatthese other systems create a copy of the attachment to either store it in ACor to transmit as an email attachment, thus using up more hard drive space.If you make an annotation on one of these "copies" you have to go back andsave it over the original document on the hard drive which is also moreclick-intensive. I would be happy to share this Access database with anyinterested parties. We also have added

components to track ourpharmaceutical samples and to track records requested from other facilities.Sorry about the long winded technical response, but I hope it is helpful tothose of you out there who have struggled as we have with how to besttraffic documents electronically.Greg Sharp MDIdeal Family Healthcare Re: AC / fax-pdf / attachment>>Date: Thu, 16 Feb 2006 22:41:18 -0700>>>>I still keep all faxes as renamed TIF files - haven't moved them to >>AC, waiting until he organizes his file structure in "imported" more.>> TIFs can be attached to AC.>>>>>>>>>>>I was "playing" with my free trial of AC and thinking about Larry >>>mentioning the fax being pdf and attached. That

was what I planned >>>on>>> when>>>I signed on with OneBox.com (which so far is working nicely with low >>>volume emails/fax/voice mail prior to opening).>>>>>>My question for the ACers... From Adobe I could copy the file of a >>>fax>>> (73kb) and drag/drop it to imported items OR make a shortcut of the >>>faxed file (1kb)and drag/drop that in imported items. Either was >>>able to then open the Adobe program and file with ease. Do you >>>foresee any problems with using one vs the other? Would the >>>smaller file of the shortcut to the Adobe be problematic? Would >>>using the whole, larger file make the AC files too big to backupeasily?>>>>>>What I'm thinking is to make my incoming faxes and

anything I scan >>>into files that are organized outside of AC. Then have a shortcut >>>link>>> in the imported documents section for individual patients. I know >>>I'd then want to back up both AC and the adobe files.>>>>>>What are the potential problems with that?>>>What are the best files to keep? PDF? GIF? Does it matter?>>>>>>I'm wise enough to know that I'm working with only a little techie >>>knowledge. So there's a chance my idea is good and a chance it's >>>bad, but I'd always bet there is a better way!>>>>>>Any and all thoughts, on or off list, are greatly appreciated.>>>Tim>>>>>>>>>>>>>>>>>>>>>

[Guest guest]

Larry,

I used our AC exported data to build the patient data side of the database, so yes this can be done very easily. I have enquired With Jon Bertman as to whether we could unlock the AC demographics and allow real time synchronization between AC and this Tickler/Registry function. I am working on a generic version of this database that I will send you a copy of once it is done. The program can be customized to the personnel in your office. We have two doctors and one assistant. So far, I have found it very helpful in organizing the "tasks" of our day and integrating that with our paperless office data for review and documentation.

Greg

From: [mailto: ] On Behalf Of lawrence lyonSent: Tuesday, February 21, 2006 4:09 PMTo: Cc: jon bertmanSubject: RE: AC / fax-pdf / attachment

your system sounds interesting-- please give me a buzz to explain it in more detail.

thanks. i wonder if one could set up the database using exported demographics in excel from AC? this could be the solution to the tickler and registry!!

LL

home

office Greg Sharp wrote:

We are using AC but not the document portion of the software. We startedfrom scratch using a folder tree on our server with Alphabetized firstlevel, then under each letter, the patients each have a folder named"last_first_DOB". Each patient folder will have subfolders for "office","labs", "studies", "consults", "old records", etc. We then back up thewhole folder tree to a data DVD which can hold over 4GB of data.The file formats have changed over time. We used pdf's at the start becauseof the smaller size, but didn't want to continue buying the full adobeacrobat version to take full advantage of annotations, highlighters andother features. We found that we could get these functions by using the MDI(microsoft document imaging) format that comes with microsoft office and isa default using the microsoft scanning/imaging software. I wasn't toopleased with the MAX format that came with our scanner and so quicklyabandoned that. TIF files are extremely large and cumbersome in terms ofstorage.The final piece for organizing all this in our office was having a means to"pass" documents between the doctor and our office assistant who sorts allof our faxes when they are sent electronically to her email account or whenshe opens the snail mail and scans in documents. We first tried usingmicrosoft outlook to email attachments which worked ok but we didn't have away to track what we were expecting to receive in terms of results. Next wetried using "tasks" in outlook which could carry attachements and could be"assigned" to different people in the office. This was a little morefailsafe in that we could create a task before the result came back andassign this task to our office assistant who would make sure everything cameback. The problem with this was that it really started to crowd our emailinboxes with confirmation messages coming back for every task that changedhands electronically. It also meant that only one person could update atask at a time. Then we moved to our current system which is based on anAccess database that we created. It is a simple program, but not easy toexplain in this format. Basically, it alows us to create "tasks", be theylab, study, referal or follow up (a "tickler" function") and pass them backand forth by checking boxes to assign them to an individual in the office.The database then sorts out the tasks that are current to a particularprovider or our office assistant. This has been a great organizational toolfor all of us. The documents that are stored on the server as describedabove are then attached to the "tasks" by a hyperlink so that whoever hasaccess to the task will be working off of the same document on the server.This is an advantage over AC or email transmission of attachments in thatthese other systems create a copy of the attachment to either store it in ACor to transmit as an email attachment, thus using up more hard drive space.If you make an annotation on one of these "copies" you have to go back andsave it over the original document on the hard drive which is also moreclick-intensive. I would be happy to share this Access database with anyinterested parties. We also have added components to track ourpharmaceutical samples and to track records requested from other facilities.Sorry about the long winded technical response, but I hope it is helpful tothose of you out there who have struggled as we have with how to besttraffic documents electronically.Greg Sharp MDIdeal Family Healthcare Re: AC / fax-pdf / attachment>>Date: Thu, 16 Feb 2006 22:41:18 -0700>>>>I still keep all faxes as renamed TIF files - haven't moved them to >>AC, waiting until he organizes his file structure in "imported" more.>> TIFs can be attached to AC.>>>>>>>>>>>I was "playing" with my free trial of AC and thinking about Larry >>>mentioning the fax being pdf and attached. That was what I planned >>>on>>> when>>>I signed on with OneBox.com (which so far is working nicely with low >>>volume emails/fax/voice mail prior to opening).>>>>>>My question for the ACers... From Adobe I could copy the file of a >>>fax>>> (73kb) and drag/drop it to imported items OR make a shortcut of the >>>faxed file (1kb)and drag/drop that in imported items. Either was >>>able to then open the Adobe program and file with ease. Do you >>>foresee any problems with using one vs the other? Would the >>>smaller file of the shortcut to the Adobe be problematic? Would >>>using the whole, larger file make the AC files too big to backupeasily?>>>>>>What I'm thinking is to make my incoming faxes and anything I scan >>>into files that are organized outside of AC. Then have a shortcut >>>link>>> in the imported documents section for individual patients. I know >>>I'd then want to back up both AC and the adobe files.>>>>>>What are the potential problems with that?>>>What are the best files to keep? PDF? GIF? Does it matter?>>>>>>I'm wise enough to know that I'm working with only a little techie >>>knowledge. So there's a chance my idea is good and a chance it's >>>bad, but I'd always bet there is a better way!>>>>>>Any and all thoughts, on or off list, are greatly appreciated.>>>Tim>>>>>>>>>>>>>>>>>>>>>

[Guest guest]

That's very helpful and deserves re-reading later (at least by me).

I do wonder about when a patient comes for appt and I want to review what

info has come in since the last appt. I'm imagining just checking AC's

folder for shortcuts to the scanned documents and faxes. The way I'm

imagining you system, I guess I'd need to check the document tree too. Is

that right? Or do you have a flag put in the patient's chart to " tickle "

you to look at what new info there was?

Tim

> We are using AC but not the document portion of the software. We

> started from scratch using a folder tree on our server with Alphabetized

> first level, then under each letter, the patients each have a folder

> named " last_first_DOB " . Each patient folder will have subfolders for

> " office " , " labs " , " studies " , " consults " , " old records " , etc. We then

> back up the whole folder tree to a data DVD which can hold over 4GB of

> data.

>

> The file formats have changed over time. We used pdf's at the start

> because of the smaller size, but didn't want to continue buying the full

> adobe acrobat version to take full advantage of annotations,

> highlighters and other features. We found that we could get these

> functions by using the MDI (microsoft document imaging) format that

> comes with microsoft office and is a default using the microsoft

> scanning/imaging software. I wasn't too pleased with the MAX format

> that came with our scanner and so quickly abandoned that. TIF files are

> extremely large and cumbersome in terms of storage.

>

> The final piece for organizing all this in our office was having a means

> to " pass " documents between the doctor and our office assistant who

> sorts all of our faxes when they are sent electronically to her email

> account or when she opens the snail mail and scans in documents. We

> first tried using microsoft outlook to email attachments which worked ok

> but we didn't have a way to track what we were expecting to receive in

> terms of results. Next we tried using " tasks " in outlook which could

> carry attachements and could be " assigned " to different people in the

> office. This was a little more failsafe in that we could create a task

> before the result came back and assign this task to our office assistant

> who would make sure everything came back. The problem with this was that

> it really started to crowd our email inboxes with confirmation messages

> coming back for every task that changed hands electronically. It also

> meant that only one person could update a task at a time. Then we moved

> to our current system which is based on an Access database that we

> created. It is a simple program, but not easy to explain in this

> format. Basically, it alows us to create " tasks " , be they lab, study,

> referal or follow up (a " tickler " function " ) and pass them back and

> forth by checking boxes to assign them to an individual in the office.

> The database then sorts out the tasks that are current to a particular

> provider or our office assistant. This has been a great organizational

> tool for all of us. The documents that are stored on the server as

> described above are then attached to the " tasks " by a hyperlink so that

> whoever has access to the task will be working off of the same document

> on the server. This is an advantage over AC or email transmission of

> attachments in that these other systems create a copy of the attachment

> to either store it in AC or to transmit as an email attachment, thus

> using up more hard drive space. If you make an annotation on one of

> these " copies " you have to go back and save it over the original

> document on the hard drive which is also more click-intensive. I would

> be happy to share this Access database with any interested parties. We

> also have added components to track our

> pharmaceutical samples and to track records requested from other

> facilities. Sorry about the long winded technical response, but I hope

> it is helpful to those of you out there who have struggled as we have

> with how to best traffic documents electronically.

> Greg Sharp MD

> Ideal Family Healthcare

>

> Re: AC / fax-pdf / attachment

>>>Date: Thu, 16 Feb 2006 22:41:18 -0700

>>>

>>>I still keep all faxes as renamed TIF files - haven't moved them to

>>> AC, waiting until he organizes his file structure in " imported " more.

>>> TIFs can be attached to AC.

>>>

>>>

>>>

>>>

>>>>I was " playing " with my free trial of AC and thinking about Larry

>>>> mentioning the fax being pdf and attached. That was what I planned

>>>> on

>>>> when

>>>>I signed on with OneBox.com (which so far is working nicely with low

>>>> volume emails/fax/voice mail prior to opening).

>>>>

>>>>My question for the ACers... From Adobe I could copy the file of a

>>>> fax

>>>> (73kb) and drag/drop it to imported items OR make a shortcut of the

>>>>

>>>>faxed file (1kb)and drag/drop that in imported items. Either was

>>>> able to then open the Adobe program and file with ease. Do you

>>>> foresee any problems with using one vs the other? Would the

>>>> smaller file of the shortcut to the Adobe be problematic? Would

>>>> using the whole, larger file make the AC files too big to backup

> easily?

>>>>

>>>>What I'm thinking is to make my incoming faxes and anything I scan

>>>> into files that are organized outside of AC. Then have a shortcut

>>>> link

>>>> in the imported documents section for individual patients. I know

>>>>

>>>>I'd then want to back up both AC and the adobe files.

>>>>

>>>>What are the potential problems with that?

>>>>What are the best files to keep? PDF? GIF? Does it matter?

>>>>

>>>>I'm wise enough to know that I'm working with only a little techie

>>>> knowledge. So there's a chance my idea is good and a chance it's

>>>> bad, but I'd always bet there is a better way!

>>>>

>>>>Any and all thoughts, on or off list, are greatly appreciated.

>>>>Tim

>>>>

>>>>

>>>>

>>>>

>>>>

>>>>

>>>>

[Guest guest]

Tim,

At the time of a follow-up appointment I would browse to the patients " lab "

folder and look for the result (we keep this folder tree on our server so it

is accessible from any of our computers and stored on a mirrored hard drive,

we then keep a shortcut to the root folder on the desktop of each client

computer). We store the labs with names like " 20060221_CBC_TSH " so the most

recent results will be at the top. We do not have a tickler per-se built

into AC to notify you of interim labs. We generally review labs over the

phone once we get results back... one of the conveniences of a lower-volume

model practice. Our system does " tickle " us when the lab results are back.

Our office assistant has been entering serial labs like lipids, Hgb-A1c and

TSH in the data tracking portion of the summary page so that we can quickly

look at serial results in the pull down menu fields. There is now an

interim data feature that can be diabled in AC that you could use as a

reminder as you open a patient's chart. If your staff sent you a message

within AC and saved it to the patient's chart (something like " see new lab

results listed on summary page " ) this could serve as a tickler to look up

the result when you open the chart for the follow up visit.

Greg

Re: AC / fax-pdf / attachment

>>>Date: Thu, 16 Feb 2006 22:41:18 -0700

>>>

>>>I still keep all faxes as renamed TIF files - haven't moved them to

>>>AC, waiting until he organizes his file structure in " imported " more.

>>> TIFs can be attached to AC.

>>>

>>>

>>>

>>>

>>>>I was " playing " with my free trial of AC and thinking about Larry

>>>>mentioning the fax being pdf and attached. That was what I planned

>>>>on

>>>> when

>>>>I signed on with OneBox.com (which so far is working nicely with low

>>>> volume emails/fax/voice mail prior to opening).

>>>>

>>>>My question for the ACers... From Adobe I could copy the file of a

>>>>fax

>>>> (73kb) and drag/drop it to imported items OR make a shortcut of the

>>>>

>>>>faxed file (1kb)and drag/drop that in imported items. Either was

>>>>able to then open the Adobe program and file with ease. Do you

>>>>foresee any problems with using one vs the other? Would the

>>>>smaller file of the shortcut to the Adobe be problematic? Would

>>>>using the whole, larger file make the AC files too big to backup

> easily?

>>>>

>>>>What I'm thinking is to make my incoming faxes and anything I scan

>>>>into files that are organized outside of AC. Then have a shortcut

>>>>link

>>>> in the imported documents section for individual patients. I know

>>>>

>>>>I'd then want to back up both AC and the adobe files.

>>>>

>>>>What are the potential problems with that?

>>>>What are the best files to keep? PDF? GIF? Does it matter?

>>>>

>>>>I'm wise enough to know that I'm working with only a little techie

>>>>knowledge. So there's a chance my idea is good and a chance it's

>>>>bad, but I'd always bet there is a better way!

>>>>

>>>>Any and all thoughts, on or off list, are greatly appreciated.

>>>>Tim

>>>>

>>>>

>>>>

>>>>

>>>>

>>>>

>>>>

[Guest guest]

Thanks. That helps.

It's the nitty-gritty of our day, and how we work through that little

stuff that can wear us down. Or, if done right, can help us provide

awesome care!

From my vantage point, it would seem you and your team have a good system.

Tim

> Tim,

> At the time of a follow-up appointment I would browse to the patients

> " lab " folder and look for the result (we keep this folder tree on our

> server so it is accessible from any of our computers and stored on a

> mirrored hard drive, we then keep a shortcut to the root folder on the

> desktop of each client computer). We store the labs with names like

> " 20060221_CBC_TSH " so the most recent results will be at the top. We do

> not have a tickler per-se built into AC to notify you of interim labs.

> We generally review labs over the phone once we get results back... one

> of the conveniences of a lower-volume model practice. Our system does

> " tickle " us when the lab results are back. Our office assistant has been

> entering serial labs like lipids, Hgb-A1c and TSH in the data tracking

> portion of the summary page so that we can quickly look at serial

> results in the pull down menu fields. There is now an interim data

> feature that can be diabled in AC that you could use as a reminder as

> you open a patient's chart. If your staff sent you a message within AC

> and saved it to the patient's chart (something like " see new lab results

> listed on summary page " ) this could serve as a tickler to look up the

> result when you open the chart for the follow up visit.

> Greg

> Re: AC / fax-pdf / attachment

>>>>Date: Thu, 16 Feb 2006 22:41:18 -0700

>>>>

>>>>I still keep all faxes as renamed TIF files - haven't moved them to

>>>> AC, waiting until he organizes his file structure in " imported "

>>>> more.

>>>> TIFs can be attached to AC.

>>>>

>>>>

>>>>

>>>>

>>>>>I was " playing " with my free trial of AC and thinking about Larry

>>>>> mentioning the fax being pdf and attached. That was what I planned

>>>>> on

>>>>> when

>>>>>I signed on with OneBox.com (which so far is working nicely with low

>>>>> volume emails/fax/voice mail prior to opening).

>>>>>

>>>>>My question for the ACers... From Adobe I could copy the file of a

>>>>> fax

>>>>> (73kb) and drag/drop it to imported items OR make a shortcut of the

>>>>>

>>>>>faxed file (1kb)and drag/drop that in imported items. Either was

>>>>> able to then open the Adobe program and file with ease. Do you

>>>>> foresee any problems with using one vs the other? Would the

>>>>> smaller file of the shortcut to the Adobe be problematic? Would

>>>>> using the whole, larger file make the AC files too big to backup

>> easily?

>>>>>

>>>>>What I'm thinking is to make my incoming faxes and anything I scan

>>>>> into files that are organized outside of AC. Then have a shortcut

>>>>> link

>>>>> in the imported documents section for individual patients. I know

>>>>>

>>>>>I'd then want to back up both AC and the adobe files.

>>>>>

>>>>>What are the potential problems with that?

>>>>>What are the best files to keep? PDF? GIF? Does it matter?

>>>>>

>>>>>I'm wise enough to know that I'm working with only a little techie

>>>>> knowledge. So there's a chance my idea is good and a chance it's

>>>>> bad, but I'd always bet there is a better way!

>>>>>

>>>>>Any and all thoughts, on or off list, are greatly appreciated. Tim

>>>>>

>>>>>

>>>>>

>>>>>

>>>>>

>>>>>

>>>>>

[Guest guest]

Thanks. That helps.

It's the nitty-gritty of our day, and how we work through that little

stuff that can wear us down. Or, if done right, can help us provide

awesome care!

From my vantage point, it would seem you and your team have a good system.

Tim

> Tim,

> At the time of a follow-up appointment I would browse to the patients

> " lab " folder and look for the result (we keep this folder tree on our

> server so it is accessible from any of our computers and stored on a

> mirrored hard drive, we then keep a shortcut to the root folder on the

> desktop of each client computer). We store the labs with names like

> " 20060221_CBC_TSH " so the most recent results will be at the top. We do

> not have a tickler per-se built into AC to notify you of interim labs.

> We generally review labs over the phone once we get results back... one

> of the conveniences of a lower-volume model practice. Our system does

> " tickle " us when the lab results are back. Our office assistant has been

> entering serial labs like lipids, Hgb-A1c and TSH in the data tracking

> portion of the summary page so that we can quickly look at serial

> results in the pull down menu fields. There is now an interim data

> feature that can be diabled in AC that you could use as a reminder as

> you open a patient's chart. If your staff sent you a message within AC

> and saved it to the patient's chart (something like " see new lab results

> listed on summary page " ) this could serve as a tickler to look up the

> result when you open the chart for the follow up visit.

> Greg

> Re: AC / fax-pdf / attachment

>>>>Date: Thu, 16 Feb 2006 22:41:18 -0700

>>>>

>>>>I still keep all faxes as renamed TIF files - haven't moved them to

>>>> AC, waiting until he organizes his file structure in " imported "

>>>> more.

>>>> TIFs can be attached to AC.

>>>>

>>>>

>>>>

>>>>

>>>>>I was " playing " with my free trial of AC and thinking about Larry

>>>>> mentioning the fax being pdf and attached. That was what I planned

>>>>> on

>>>>> when

>>>>>I signed on with OneBox.com (which so far is working nicely with low

>>>>> volume emails/fax/voice mail prior to opening).

>>>>>

>>>>>My question for the ACers... From Adobe I could copy the file of a

>>>>> fax

>>>>> (73kb) and drag/drop it to imported items OR make a shortcut of the

>>>>>

>>>>>faxed file (1kb)and drag/drop that in imported items. Either was

>>>>> able to then open the Adobe program and file with ease. Do you

>>>>> foresee any problems with using one vs the other? Would the

>>>>> smaller file of the shortcut to the Adobe be problematic? Would

>>>>> using the whole, larger file make the AC files too big to backup

>> easily?

>>>>>

>>>>>What I'm thinking is to make my incoming faxes and anything I scan

>>>>> into files that are organized outside of AC. Then have a shortcut

>>>>> link

>>>>> in the imported documents section for individual patients. I know

>>>>>

>>>>>I'd then want to back up both AC and the adobe files.

>>>>>

>>>>>What are the potential problems with that?

>>>>>What are the best files to keep? PDF? GIF? Does it matter?

>>>>>

>>>>>I'm wise enough to know that I'm working with only a little techie

>>>>> knowledge. So there's a chance my idea is good and a chance it's

>>>>> bad, but I'd always bet there is a better way!

>>>>>

>>>>>Any and all thoughts, on or off list, are greatly appreciated. Tim

>>>>>

>>>>>

>>>>>

>>>>>

>>>>>

>>>>>

>>>>>