Orders - Attach File

Note: Your monitor's resolution must be set to 1024 x 768 pixels or more for the Orders - Attach File screen to function properly.

A best practice is to create a folder that is accessible to all users for storage of files that will be attached: SYSTOC retains the path you last used, making it advantageous to save all files awaiting attachment in a single location accessible to all workstations.

The Attach File screen consists of two sections.
  • The left-hand side of the screen is used to browse to, label, and attach files to a specific patient's record.
    • The topmost button on the left opens a window to browse for a folder.
    • The center field displays the path that was last used.
    • The bottom field displays the contents of the folder (individual files). Highlighting a file displays it in the preview screen.
  • The right-hand side of the screen previews the file that is being attached using default applications to view file types based on Windows system file association. If there is no application associated with a selected file type, the viewer displays nothing.

You must enter a Task ID, Sched Time, and Patient ID for each file that you attach. Additional fields may include SYSTOC-defaulted information, depending upon how you accessed the Attach File screen. Important: Exercise care in selecting the appropriate file name from the folder and use the file preview to ensure that you attach the correct file to the patient record.

Press Add to Medical Record at the bottom of the pane to complete the process. The form is then flattened and locked, which makes the file size smaller and advances the work flow of the order.

A dialog box asks if you want to delete your temporary files from the folder. Deleting each file from the source folder as you attach it is a convenient way to manage the folder and keep it from becoming bloated with redundant information. You may need to practice attaching files and verify that they are added properly to patient medical records before you are comfortable deleting files on the fly, but you will soon realize the benefit of being able to manage your source folder by responding Yes to this option.



Button Description
Select a Folder Opens a window that displays your local computer's drives and mapped network drives. You can browse to a folder in any displayed drives to attach a file. You can also use the shortcut Alt+S to open the window.
Convert Converts a .tif, .bmp, or .jpg image file to a PDF file. You can attach the image file or convert it to a PDF.
Split Pages Separates a multi-page PDF into smaller components. Split Pages is enabled if the selected file is a PDF. See Split Pages.
Clear Clears the contents of all fields except the date portion of SchedTime, which auto fills with today's date. Use Clear when SYSTOC defaults data from a previously selected appointment and you don't want to work with those defaults.
Add to Medical Record Adds the selected file to the medical record of the patient shown in the Patient ID field. An order containing all the information shown in the data-entry portion of the Attach File screen is created and automatically marked as Done.
Label Description
Task ID ID of the task to use to attach the file to the patient record. Most often this will be for a task prototype you have created specifically for this purpose, such as SCAN-MED.
Text Field The description of the task you select is entered in this field by default; generally it should be edited to describe the file you are attaching. Your description should make it easy for staff to recognize what is attached when they glance at the orders grid. You may want to include the attached file's date of origin.
Sched Time The Sched Time includes both date and time fields. The date field may default to today's date when the Attach File screen is accessed. The time field is optional unless you are attaching the file to a specific pre-existing appointment. If you came to the Attach File screen from an appointment, the appointment details will default. If you did not come from an appointment, or if the appointment details are not for the correct appointment, use the lookup to search for the desired appointment. It is not a requirement to match an attached file to an appointment. It is inadvisable to attach a file to a future appointment because the information may be lost if the appointment is deleted.
Patient ID ID of the patient whose record you are appending. If you come to the Attach File screen from an existing order or appointment, the Patient ID defaults. Inspect the defaulted ID carefully and use the Clear button to remove if incorrect.
Unlabeled Field The patient name corresponding to the Patient ID; it cannot be edited.
Seq Sequence number for the order that is created. If the task you select has a defined work-flow sequence, this field defaults to 1; otherwise it is left blank. For more information, see Setting up Work Flow Sequences.
Status Status for the order created when the file is attached. If the task you select has defined work-flow sequences, this field automatically fills with the status associated with the first Seq # defined for the task.
Work Group Assigned Work Group for the order created when the file is attached. If the task you select has defined work-flow sequences, this field automatically fills with the group associated with the first Seq # defined for the task.
Owner Assigned Owner for the order, fills automatically with the owner associated with the first Seq # defined for the task. If the file being attached should be reviewed by someone at the clinic, select a work group or owner if one does not default. If both of these fields are left empty, the file will not display in any person's "to-do" list in the CWA Chart Box.
Injury ID ID number for the specific injury/illness you want associated with the file you are attaching. This field fills automatically if you select an appointment with an existing injury.
Note: If the file you are attaching applies to a specific injury, be sure the correct Injury ID is in this field.

When the injury is selected, the Company ID on the Injury record automatically fills in the Company ID on this screen.

Company ID The ID of the company associated with the record. If you come to the Attach File screen from an existing order or appointment, the Company ID will default. Verify that the Company ID entered in the field is correct-attaching the wrong Company ID to an order can potentially compromise the patient's privacy.
Staff ID The ID of the staff person of record for the appointment, if any. This field fills automatically if you select an existing appointment.