DocuTrack is packed with user-friendly, productivity enhancing features. Designed and developed by Integra, we have worked with pharmacies to achieve the most functional, innovative products on the market. Below are some of the many key features within DocuTrack:
More Zoom Options
Auto Form Fill-In
Source Auto Population
Static Routing Using Barcodes
Enhanced Routing Flexibility
Fax Received Confirmation
DocuTrack Assistant
Reports
RFID (Radio Frequency Identification)
Time-based Document Routing
Viewer Enhancement
Quick Search Enhancement
Most users are familiar with DocuTrack's zoom capabilities. These include a Quick Zoom feature and a magnifying glass feature. These tools are useful with their default functionality, but many users are not aware that these tools provide even more functionality when used in conjunction with your SHIFT and or CTRL keyboard keys. The two tables below describe some of these advanced functions.
Quick Zoom:
With a few quick key strokes, users can zoom out instead of zooming in or double the zoom over the standard zoom, while the Dynamic Zoom Tool that either zooms in or out depending on the directional movement of your mouse.
Data captured by DocuTrack during an association can be used to auto populate forms. Given the advanced code to code interface that many PIS systems have with DocuTrack, fields such as patient name, physician name, RX number, drug name, and dosage, can be auto populated into pre-defined forms before being faxed out. This feature enhancement will contribute to significant time savings in form intensive processes such as prior authorizations.
4.0 will now auto populate the source type as documents are received. Adding source types will further simplify source management. Source types being exposed through the User Interface is planned for the next version of DocuTrack.
Static Routing Using Static and Dynamic Barcodes
This static barcode routing feature allows the system to recognize inbound form barcodes and route the document(s) to a pre-defined destination. For example, census forms containing a pre-defined form barcode could be scanned or faxed into the system and automatically routed to a business office queue. Dynamic barcode routing takes document routing a step further. A barcode is added to an outbound document so that when it returns it can be stapled to the original. The new combined document is then routed to a pre-defined destination. An application of dynamic barcode routing would include the faxing out a Prior authorization so that it can be stapled to the original upon its return before being moved to the “PA triage” queue. Incoming document rules related to static and dynamic barcoding will be managed in the Document Import Rules workspace, an administration workspace.
Document will be routed based on any of the following criteria: One or more facilities, incoming lines, static and dynamic barcodes, time and weekday based routing and custom routing based on configurable settings.
Upon receiving a fax, the system will auto-generate a confirmation fax (or email) for pre-selected sources. The confirmation fax will state the number of pages received and optionally include a thumb nail image of each page. For HIPAA reasons thumbnails will not be included in email confirmations.
The DocuTrack Assistant is a customizable add-on to DocuTrack that streamlines key DocuTrack processes within your pharmacy. The Assistant simplifies areas of your operation by providing macro capability and the ability to quickly load a document by prescription number using a hand barcode scanner. The code base for this assistant is integrated within the product, making this functionality available to all clients.
With the upgrade to SQL 2005, users will be able to access a limited set of “non-supported” reports using the Reporting Services capabilities of SQL 2005. Initial reports will include:
- Average number of orders processed per hour.
- Number of documents per document type and user.
- Number of documents by priority.
- Number of orders processed per month.
- Cherry Picking report.
Reporting Services is a robust report generation tool that will allow customers to generate custom reports, print them or export them to PDF, excel or in comma delimited CSV format. Reporting services integrates with NT security, allowing users to set up permissions for specific reports.
RFID (Radio Frequency Identification)
The RFID (Radio Frequency Identification) module has been enhanced to include passive mode operation. Passive mode operation requires the RFID badge to be held up against the badge reader before a save operation can be completed. The passive solution uses HID access cards which most pharmacies already utilize for their door access systems. Active mode operation is still available for use where secondary positive identification can be provided by an active badge, the proximity of which is within a defined range from the reader.
Using the new routing workspace, users can now route documents based on the time they were received. Documents received after 5 pm each day could for example be routed to an offsite data entry team. Similarly documents with a specific form ID received on weekends could be auto routed to predefined queues.
Holding the control or Alt key while selecting an annotation tool will cause the tool to remain “sticky”. The user will then be able to use the annotation tool over and over without having to reselect the button. Selecting a second tool removes the “stickiness” from the first tool selected. Small efficiency gains on high volume processes such as annotations, add up to significant savings over an extended period of time.
When multiple associations are made with a document, multiple records are written to the Document Data Store. This release will see the content from the other associations to the same document be merged together to improve search efficiency and accuracy. Example: Document 22 has an Rx, Patient and Doctor associated with it. The patient record has no doctor information in the quick search text, while the doctor record has no patient information. Prior to this enhancement a search for Patient=Fowler AND Doctor=Jenkins would not have yielded a result set. The limit for quick search result sets has also been increased from 150 to 500 rows.