File Attachments

The most basic attachments stored in axiUm are simply files that are created and saved to the patient’s record in the Attachments/Consents module. These files can be created outside of axiUm and are then saved to the patient’s record manually, or they can be files that axiUm generates, and automatically saves to the patient’s file.

Tip: There are no restrictions to the type of files that can be saved in axiUm, so you must ensure that files are safe before uploading to axiUm.

If configured, electronic attachments generated within axiUm save automatically to the patient’s record and can be accessed in the Attachments/Consents module. These types of attachments may include:

  • Receipts and statements
  • Estimates
  • Payment plans
  • Tx plans and tx plan letters
  • Summary of Care files
  • Approval reports

Note: If you do not see these attachments being automatically saved to the patient’s record and you believe they should, contact your axiUm administrator.

Example Files:

  • Files sent from another office in electronic format can be uploaded and saved to the patient’s record.
  • Legacy paper charts can be scanned and uploaded into the patient’s record ensuring no information is lost and allowing your institution to be truly paperless.
  • Statements and receipts generated from axiUm can be automatically saved into the Attachments/Consents module.

Once a file has been generated and saved or uploaded to axiUm, it can be viewed and printed. You can also edit the file description and the date information.

Note: The details of the file itself cannot be edited.

Tip: You can also complete these tasks from the EHR module > Attachments/Consents tab.

You can upload file attachments to axiUm using one of three ways from within the Attachments/Consents module:

  • Direct upload: You can upload digital files that are already saved locally or to a network drive. This keeps files in the original location but saves a copy to the axiUm database.
  • Direct scan: You can scan and save paper files into axiUm as digital files, but they are not stored on a local/network drive.
  • Scan and upload: You can scan and save paper files to the network directly from within axiUm, then upload them to axiUm from the same window.

    • Note: This may be necessary if you must also save a digital copy of paper files outside of axiUm.

Important: axiUm does not restrict which file types can be uploaded, so ensure the files are safe.

To add a file attachment:

  1. Select a patient and open the Attachments/Consents module.
  2. Under Section, select an option and click a sub-tab to display all listed attachments.

  3. Click the Create a new Record () icon to display the Add Patient Attachment window.

    4. Notes:

    • If you need to scan a paper document, you can click the Scan to File () icon to open directly your scanning software and scan documents.
    • If the Add Scanned Record () icon is disabled, it is because it would open the same window as the Create a new Record () icon.
  4. Complete the fields as necessary and click OK.

    5. Field Description
    Date

    This defaults to the current date.

    Note: If you have access, you can change this to a past date if necessary.
    Description

    Enter the description of the file being uploaded.

    Tip: This defaults to the name of the file being attached.
    Attachment

    Click the ellipsis to select the file you want to attach to the patient’s record.
    Section / Sub-tab

    These fields default to the Section and Sub-tab currently selected but can be changed as necessary.

    Note: Only sections/sub-tabs that are configured to store file type attachments display in the drop-down lists.
    Scan to File...

    You can scan and save a document locally or to the network before uploading it to axiUm.

    (Optional) Click the button to open your scanning software and scan the document.

    Note: This button is only enabled if scanning software is specified on your workstation.
    Select Source

    Click the button to display the Select Source window and select your input source for scanning documents.

    Note: The button is only enabled if one or more media devices is attached to your workstation.

    Scan Direct

    If a scanner is connected to your workstation, click the button to scan the file directly into axiUm.

    Note: The button is only enabled if scanning software is specified on your workstation.

Once a file has been saved to axiUm, it can be viewed and printed. You can also edit the file description and the date information.

Note: The details of the file itself cannot be edited.

To manage file attachments:

  1. Select a patient and open the Attachments/Consents module.
  2. Under Section, select an option and click a sub-tab to display all listed attachments.

    3. Tip: If necessary, select the Show Deleted checkbox to include all deleted files.

  3. Review the listed entries.
  4. To perform another task, complete any of the following:
    1. Select a listed entry and click the Preview Report () icon to view the contents of the file.

      2. Tip: You can also double-click a listed entry.

    1. Select a listed entry and click the Edit Record () icon to display the Edit Patient Attachment window.

      2. Tip: You can also right-click an entry and select Edit Date/Description.

      Note: If applicable, the Entered field indicates the date/time that the entry was created.

    2. Make any necessary changes and click OK.

      3. Note: The contents of the file cannot be changed.

    1. Right-click a listed entry and select Move to another tab to display the Move Attachment Items window.
    2. Select the new Section and Tab from the drop-down lists and click OK.

      3. Note: Only sections/sub-tabs that are configured to store file attachments display in the drop-down lists.

    Important: Be cautious when deleting attachments as some are still available for viewing (for historic records), while others are completely deleted from the database and cannot be recovered.

    1. Select a listed entry and click the Delete Record () icon.
    2. When prompted, click Yes to confirm the deletion.
    1. Select a listed entry and click the Print Report () icon.
    1. Right-click in the attachment list area and select Print List.

      2. A list of all the attachments within the Section and Sub-tab prints.