Document Processing Settings

• How to add additional letter type options: SystmOne (TPP)

  Here's a step-by-step guide for SystmOne practices to add additional letter type options to resolve errors when saving documents to record. If you have further questions or problems, please contact your Anima account manager. Open organisation preferences Click on "Setup" Click on "Users & Policy" Click on "Organization Preferences" Open document processing settings Scroll down thrFew readers

• Documents: What are Custom Fields and how to use them

  What Are Custom Fields and Where to Find them: Custom fields allow you to train Anima's AI (Annie), to extract specific information for you from any documents you process through Anima. These custom fields will save to the patient record, and provide you a way to get additional information to get into your EHR. To do this follow these simple steps: Step 1: Go to Org Settings (https://storage.crisp.chat/users/helpdesk/website/3263f14a155b6000/screenshot-2024-04-09-072801181ou10.pFew readers

Document Dashboard

• How to assign a document to another team member

  You can assign a document to a team member to action in multiple ways. Firstly, the document dashboard will show you who the document is assigned to, if anyone. You can also filter the dashboard based on the assigned team member. Next, click into the document, and you can click Assign at the top of the document to assign it to an individual or team (they will also need to be on AniFew readers

Document Ingestion Routes: Where are your documents coming from?

• Scanning Paper Documents Into Anima

  To Scan Documents into Anima, you'll first need to set up your Anima Scan Folder. Set up a Folder to Scan Documents Into We recommend creating a folder on your shared drive (unique to the practice, will contain a letter + a colon). One drive works as well. We recommend calling this something simple such as Anima Scanning. Linking to your Folder on Anima Once created, you'll simply log into Anima and: Click Settings Click Organisation Settings (https://storage.crisp.chat/uFew readers

• Importing documents that automatically arrive in EMIS/SystmOne (MESH)

  MESH is the system through which documents and data are sent between organisations in the NHS. It involves all documents that may already be entering SystmOne, EMIS, or Docman. This could include 111 letters or discharge summaries from hospital trusts. Please reach out to your Anima Customer Success Manager to start the process of getting these documents sent straight into Anima. The benefit of this is that you won’t need multiple workflows (you’ll only need to look at Anima to process thFew readers

• How to forward emails for Anima to process

  You can forward emails directly into Anima. To set this up, go to Settings in the bottom left hand corner → Organisation Settings. Navigate to Documents: Now, you can add the email addresses of the users that you would like to be able to forward emails (with documents attached) into Anima. Make sure to select the rigFew readers

• How to upload individual documents from a SystmOne backlog

  If you have documents you’ve scanned onto SystmOne and want to move to Anima, you can right click the document in SystmOne and click ‘Print’. Then save the document as a PDF. You’ll then be able to manually upload the document, email forward, or add it to your local folder sync. (https://storage.crisp.chat/users/helpdesk/website/3263f14a155b6000/scrFew readers

• How to manually upload a document into Anima

  Manual upload is the least efficient way of getting documents into Anima. We would only recommend using this as a last resort. Please look at the articles on email forwarding, MESH, and paper scanning using the local folder route.Few readers

Manipulating Documents (Splitting, Merging, Annotating etc.)

• How to rename a document

  You can rename a document in the Documents dashboard. Click the pencil icon in the right hand side menu.Few readers

• How to merge two or more documents

  To merge two documents that you’ve processed (’Processed’ tab), click the checkbox on the left next to the documents, and then at the bottom, click ‘More’ → ‘Merge’. You’ll then have a window that allows you to specific the order, and rename the merged document.Few readers

• How to annotate a document

  You can annotate a document by clicking the T (for text) or the pencil icon (for highlighting/underlining) when you open the document. You can also decide if you want to save the annotations to the record.Few readers

• How to rotate a document

  You can easily rotate a document. First open the document, and then click the circle arrow in the right hand corner of the document.Few readers

• How to archive a document

  You can archive a document in the Documents dashboard by clicking the bin icon on the right hand side. This will remove it from your Anima dashboard. If you want to archive multiple document, click the checkbox on the left hand side of the document, and then click Archive in the menu at the bottom of the page.Few readers

Clinical Coding

• How to add new and existing problem codes to a document

  You can add new and existing problem codes in the Data tab of an opened document, under the section Problem Codes. You can do this in the box that says ‘Add a problem code’. A drop down will then appear for you to add the most relevant code. It will start with the existing problems attached to the patient record, but you can scroll down the find new problems (or search directly for a new problem). You can then adjust their dates, severity etc. (https://storage.crisp.chat/users/helpdesk/websiFew readers

• How to convert read codes to problem codes

  You can add convert a read code to a problem code in the Data tab of an opened document, under the section Read Codes. You can do this by hovering over the code and clicking the button with the three dots (next to the X). This will open up a menu. Then click Convert to Major Problem or Convert to Minor Problem. The code will then move to the Problem code section above.Few readers

• How to identify where a read code came from

  Annie will automatically add the most relevant read codes to the document. You can find out where it came from in the document through the quotation marks.Few readers

• What happens to the QOF register if I add a QOF code to a document?

  If you add a new problem QOF code e.g. new diabetes diagnosis, it is likely to trigger a new set of event on the QOF register. If you add existing problem/read code with QOF - it will update the existing QOF entry. Please ask your surgery’s clinical lead for more information.Few readers

• How to add a date to a read code

  You can add a date to a read code in the Data tab of an opened document, under the section Read Codes. You can do this by hovering over the code and clicking the button with the three dots (next to the X). This will open up a menu that allows you to a add a date which will popup as shown below. (https://storage.crisp.chat/users/helpdesk/website/3263f14a155b6000/screenshot-2024-Few readers

• How to add notes to a read code on a document

  You can add notes to a read code in the Data tab of an opened document, under the section Read Codes. You can do this by hovering over the code and clicking the button with the three dots (next to the X). This will open up a menu that allows you to a add a note. Once you’re happy with the note, click Confirm. (https://storage.crisp.chat/users/helpdesk/website/3263f14a155b6000/sFew readers

• How to add read codes to a document

  You can add a read code in the Data tab of an opened document, under the section Read Codes. You can do this in the box that says ‘Add a read code’. A drop down will then appear for you to add the most relevant code. The most relevant codes will appear at the top. (https://storage.crisp.chat/users/helpdesk/website/3263f14a155b6000/screenshot-2024-10-20-at-214621yy30jq.pngFew readers

• How to remove a problem code from a document

  You can remove a problem code in the Data tab of an opened document, under the Problem Codes. You can do this by hovering over the code and clicking the X button.Few readers

• How do I know what is a QOF code?

  A QOF (Quality and Outcomes Framework) code can be identified using the Trophy icon as such:Few readers

• How to remove a read code from a document

  You can remove a read code in the Data tab of an opened document, under the section Read Codes. You can do this by hovering over the code and clicking the X button.Few readers

Document Tasking

• How to create a task from a document

  To create a task from a document, open the document in Anima, go to the 'Tasks' tab, and then click 'Add new task'. You can then fill out the details, and assign the task to the relevant team, and add a due date. If you're a SystmOne practice, you can set it to create the task in SystmOne directly. (https://storage.crisp.chat/users/helpdesk/website/3263f14a155b6000/screenshot-2Few readers

Document Actions

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FAQs

• Why do some documents come into my 'Uploaded' tab, and some in my 'Queued'/'Processed' tab?

  Anima will automatically process single page documents, taking them straight to the 'Queued' tab and then into 'Processed' once Annie has processed it. Multi-page documents will sit in the 'Uploaded tab'. The reason for this is that some practices may scan a batch of documents together in one file and these documents will need to be split first. If you want to send these documents for processing, you click the checkbox below, and it will select all documents in the 'Uploaded' tab. Then you canFew readers

• Why aren’t emails I’m forwarding showing up in Anima documents?

  If the email address you are forwarding from is not in the 'Allowed Senders' list in your organisation settings, the documents will not arrive in Anima. To fix this, go to Settings -Organisation Settings -Documents. Add your email into the box below (you may need an Anima administrator to do this for you), click 'Add email', and then scroll down and click 'Save changes'.Few readers

• Why does 'Link to original in Anima' show up in my EHR for documents saved to record?

  Documents in your EHR (EMIS/SystmOne) have the comment 'Link to original in Anima (double click to open)' if you have the Anima Document URL setting checked. We recommend keeping this setting on so you always have access to the highest quality version of the document. To change this setting, go to Settings (bottom left hand corner) -Organisation Settings -Document processing. If the 'Anima Document URL' is checked, this comment will show up in your EHR. You can uncheck this setting if youFew readers