Document Management

Document Management

Document Management - upload, categorize, and distribute attachments

The LIS Document Management feature lets you store any file type, organize with categories and tags, and control where each document is distributed. Use checkboxes to allow web portal access, include documents with HL7 billing (DFT) messages, and attach documents to result reports for EHR delivery.

What you can do

  • Upload any file type (PDF, images, Word, Excel, instrument files, etc.)
  • Organize with Categories and Tags for fast search and governance
  • Control distribution per document via checkboxes:
    • Web access: make available for clients to view/download in the web portal
    • HL7 Orders: include with HL7 DFT files sent to billing partners (when supported). Only PDF format is supported
    • Lab results: attach to the patient’s result report and transmit to EHRs (e.g., via HL7 ORU, when supported) Only PDF format is supported
  • Link documents to orders, patients, cases, tests, or keep them general (lab-wide files)

Typical uses

  • Requisitions, consent forms, ABN/medical necessity docs
  • Microscopy images, pathology photos, analyzer PDFs
  • Reference lab instructions, packing lists, send-out reports
  • Policies/SOPs, client-specific instructions
  • Billing support (DFT attachments), clinical addenda for EHRs

Distribution behavior

  • Web access: visible to authorized portal users; downloadable from the order/case
  • HL7 Orders (DFT): included with billing messages to your billing company (per integration capability)
  • Lab results: attached to the final report and transmitted to EHR destinations (per integration; may embed or reference the file)

📘 Instructions: Add and configure a document

  1. Open Document Management
  • From the main menu, Tools/Documents.
  1. Upload
  • Click Open. Select file (e.g., “Requisition_2025-01-15.pdf”).
  1. Classify
  • Select a Category and add Tags.
  1. Set distribution
  • Check one or more (as needed):
    • Web access (portal)
    • HL7 Orders (DFT to billing)
    • Lab results (attach to reports/EHR)
  • Add an optional description or note.
  1. Save the document
  • Click Save.
  1. Associate records
  • Associate Patients, Orders, Requisitions, Transactions as needed.

Best practices

  • Use consistent Categories and Tags to simplify retrieval and reporting.
  • Keep document sizes reasonable; compress or convert images to PDF for EHR/portal distribution.
  • For EHR or billing delivery, prefer PDF for universal compatibility.

Security and audit

  • Access is role-based; only authorized users can view/manage documents.

Troubleshooting

  • Not visible on portal: Ensure Web access is checked, the document is linked to the correct order, and the portal user has permissions.
  • Not sent with billing: Verify HL7 Orders (DFT) is checked and your billing interface supports attachments; requeue if needed.
  • Not attached to EHR results: Confirm Lab results is checked and the result has been released; verify allowed types/size with interface team.
  • Can’t find a document: Search by Category/Tags, date range; standardize naming conventions to improve recall.

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