Request to Delete a Result or Document

Background
Data Quality Notes
Step 1: Flag the Result or Document that Needs to be Deleted
Step 2: Create a New Encounter
Step 3: Email [e-mail]
Appendix A: Move a Result or Document
Appendix B: Result or Document Assigned to an Inactive Duplicate Client Record

Background

Clinic admin staff may, at times, need to delete a result or document from a client record. For example, they may have assigned a Scanned Document or Manual Matches transaction to the wrong client.

New! As of Sep 2022, there is a new process on requesting deletion of results or documents to improve tracking of transactions in Profile EMR. The previous help file, Request to Move or Remove a Result, has been modified to reflect this new process.

Note: Transactions delivered to the wrong clinic but for the correct client do not need to be deleted. For non-Profile EMR clinics, print the transaction and write on the paper copy "Not a Client of X Clinic" or "Not a Client of Dr/NP X" and fax back to the originating lab or Excelleris. Include this information in the annotation and sign the transaction.

Data Quality Notes

• Before a result or document is deleted, you must notify the client's MRP or delegate to ensure that no clinical decisions have been made based on the document. This is not necessary for deletion of duplicate results or documents.
• Similarly, when a result or document is moved to the correct client record, you must also notify the client's MRP or delegate to ensure that appropriate clinical decisions are made in a timely manner
• An encounter note must be created to document the move and/or deletion of a result or document.
• Due to a privacy issue, moving transactions is now a manual process. See Appendix A: Move a Result or Document.

Step 1: Flag the Result or Document that Needs to be Deleted

If a result or document needs to be moved, first follow steps in Appendix A: Move a Result or Document.

1. Navigate to the Results segment of the client's medical record
2. Right-click on the result or the document that needs to be deleted and select Set Properties
3. Edit Scan Document Properties window opens
4. Take note of the original Subject for the Encounter Note step below
5. Change the Subject field to READY TO DELETE
   
   
6. Click OK

The result or document that needs to be deleted is now easily identifiable by the EMR Support team.

Step 2: Create a New Encounter

1. Navigate to the New Encounter segment of the client's medical record
2. Under Contact 1, enter deletetx\ to launch the Delete Transaction typing template
   
3. Change the placeholders (between chevrons):
   
   
   • Name of result or document: previous Subject
   • MRP or delegate: who you notified about the deletion
     Hint: Press F4 to move forward one placeholder, or Shift + F4 to move back.

Step 3: Email [e-mail]

1. Send the below email template to [e-mail] by choosing one of the three client identifiers:
   
   Dear EMR Help,
   
   Help file steps followed:
   - Result or document has been flagged as READY TO DELETE
   - An encounter note has been created
   
   Please delete transaction from client record. (enter one identifier)
   PARIS ID: 
   MRN: 
   File Number: 
   Date of Transaction:
   
   
2. EMR Support team will review your request and ensure that the appropriate steps have been followed prior to deleting the result or document

Appendix A: Move a Result or Document

Due to a privacy issue, moving transactions is now a manual process. After a result or document is scanned into the correct client record, you may then proceed to request for the result or document to be deleted from the wrong client record.

If the original paper result or document is still available, scan to correct client.

If there is no paper result or document then follow the steps below:

1. Print the transaction from wrong client
2. Whiteout or cut off the footer with the wrong client's information
3. Scan to correct client
4. Navigate to the New Encounter segment of the correct client's medical record
5. Under Contact 1, enter movetx\ on the correct client's medical record to launch the Move Transaction typing template
   
6. Change the placeholders (between chevrons):
   
   
   • Name of result or document: Subject of Moved Result or Document
   • MRP or delegate: Who you notified about the move
     Hint: Press F4 to move forward one placeholder, or Shift + F4 to move back.
7. Proceed to Step 1: Flag the Result or Document that Needs to be Deleted

Appendix B: Result or Document Assigned to an Inactive Duplicate Client Record

There may be a delay on receiving this email notification. Please ignore if you’ve already acted on it.

When a user assigns a result or document to an inactive duplicate client record, an auto-generated email is sent to them. See sample below:

Subject: Action required – Result or Document attached to an inactive duplicate EMR chart.

Hello,

You have incorrectly attached a result or document to an inactive duplicate client record.

Transaction Date: <5 Aug 2022>
Inactive Duplicate Client Record FileNum:<EMR FileNum 43977>

Refer to Appendix B of the Request to Delete a Result or Document help file: https://vchprofileemr.zendesk.com/hc/en-us/articles/360041984711

Sincerely,
EMR Support Team

Steps to Remediate

1. Open the Medical Record of the inactive duplicate client by entering FileNum in the Select Client window
   Note: FileNum is a unique identifier similar to PARIS ID. All Profile EMR records have a FileNum but not all have PARIS ID.
   
2. Navigate to the Alerts segment of the Medical Record where you will find the active survivor client
   
3. Follow the steps in the above help file:
   • Manually move (print and rescan) result or document to the active survivor client record
   • Request to delete result or document from the inactive duplicate client record