Q: What file types store in the Document Repository?
A: Aesthetic Record will automatically store paperwork and documentation tied to the patient in their Document Repository. Below is a detailed breakdown of file categories with the corresponding file types that store:
Files:
-- Updates to the Medical History form that lives in patient profiles
-- Cancellation Policy authorizations from patients online booking
Questionnaires:
-- Completed questionnaires from appointments and procedures
Consents:
-- Completed consent forms from appointments and procedures
Membership Agreements:
-- Signed agreements from patients signing up for memberships
Procedures:
-- Any completed Health or Cosmetic procedure created in AR
ePrescription:
-- Prescriptions that have been sent to the pharmacy through the eRX Integration
GFEs:
-- Completed Exams that are documented using the Qualiphy Integration
eFax Orders Received:
-- Orders received and assigned to patients through the eFax Integration
You can also manually upload paperwork to Patients' document sections in the following formats: Images, PDF documents, Excel and Word documents.
Q: How can I manage expiration dates for paperwork and documents in AR?
A: From the Web, you can set up and manage expiration settings for each type of file by going to Settings > Clinical Documentation > Document Expiration.
From there, you can determine when completed patient documentation should be marked as expired, making it easier for you to know when patients need to complete and update their paperwork again.
When patient paperwork is about to expire or has expired, you will see stopwatch icons next to their names, as well as sticky notes posted in their profiles.
Keep in mind, expiration settings for paperwork is dependent on your state rules, so be sure you are aware of what those specific regulations are.
Q: How can we import patient documents?
A: From both the Web and the AR App, you can upload external documentation as well as download/export documents if ever needed.
App example:
Web example:
Q: How can we export patient documents?
A: It is easiest to export documents from the Web. You can do this, by going to a patient's profile > Document Repository, and using the left checkboxes, you can select documents. From there, you'll click Download over to the right.
Q: Can I edit documents for patients?
A: For patient and practice safety, as of right now you can only edit documents that fall under the category type labeled File.
This could be Medical History saved in the documents section, the cancellation policy authorization, and any manually uploaded files.
When viewing the Document Repository, you will see a blue pencil icon next to the files that allow you to update. You can update file name, file type, expiration, etc.
Other documents, such as procedures, completed consents and questionnaires, etc, cannot be edited, since they are stored in the documents section on behalf of patient completion during appointments and visits.