Set Up Document Types

Document types provide a specific classification for documents and images. Since you must assign document fields to document types, you should create your document fields before you create the document types. For information on setting up document fields, go to NextGen Healthcare Success Community and download the latest User guide for NextGen Document Manangement and see Set Up Document Fields.

Note: NextGen Healthcare recommends that each document type has one Person Number key field associated with it to serve as a unique identifier. Therefore, to associate a person number to each document type, in the Document Type Information window at File Maintenance, select the Potential Order Result check box and mark the Person Nbr field as Required.

In File Maintenance > Master Files, select System or PM or Document Management, and then select Document Types.
The Document Types List window opens.
Note: The Security option is added to the right-click option of Document Types.
Select the Open Menu button and select New.
The Document Type Information window opens.
To complete the fields, see Document Type Information Fields.
Select the Open Record button.
The Field Search window opens.
Select the appropriate fields you want to associate with the Document Type from the Available list of fields on the left and select the blue arrow button to move them into the Included list on the right.
There is no limit to the number of fields you can add to a Document Type.
Note: When you add the Medical Record Number field to a document type, you must also add the Person Number field.
Select OK when you are finished.
Select to add check marks in the following columns to configure the field within the Document Type:
- Auto Search: Select this option for the field if you want the NextGen® Document Management application to perform an automatic search for the value that is entered into the field.
  For Example, if the Document Field for which you activate the Auto Search option is Medical Record Number, then when a value is entered for Medical Record Number, the NextGen® Document Management application automatically searches the database for patient information connected to that Medical Record Number and populates any other fields in the Document Types that can be completed using the located patient information.
  Note: You cannot select Auto Search for user-defined fields and system fields, but can select only for key fields. The Auto Search field no longer displays any error messages for the fields that are not eligible for auto search.
- Required: Select this option for fields you want to make required fields for the NextGen® Document Management user.
- Visible: Select this option for fields you want to make visible to the NextGen® Document Management user.
- Field Type: This column displays whether the field is a system field, a key, or a user defined field.
  You cannot modify the text in this column.
- EHR/PM Display: Select this option for fields you want to display in the NextGen® Enterprise PM and NextGen® Enterprise EHR charts. You can select this option for user-defined fields only. This column has been disabled and if a user tries to select this option, it no longer displays any error message as it displayed previously.
  Note: You can use the up and down arrow buttons to rearrange the sequence of the fields you selected for the document type.
Select OK on the Document Type Information window.

In File Maintenance > Master Files, select System or PM or Document Management, and then select Document Types.
The Document Types List window opens.
Note: The Security option is added to the right-click option of Document Types.
Select the Open Menu button and select New.
The Document Type Information window opens.
To complete the fields, see Document Type Information Fields.
Select the Open Record button.
The Field Search window opens.
Select the appropriate fields you want to associate with the Document Type from the Available list of fields on the left and select the blue arrow button to move them into the Included list on the right.
There is no limit to the number of fields you can add to a Document Type.
Note: When you add the Medical Record Number field to a document type, you must also add the Person Number field.
Select OK when you are finished.
Select to add check marks in the following columns to configure the field within the Document Type:
- Auto Search: Select this option for the field if you want the NextGen® Document Management application to perform an automatic search for the value that is entered into the field.
  For Example, if the Document Field for which you activate the Auto Search option is Medical Record Number, then when a value is entered for Medical Record Number, the NextGen® Document Management application automatically searches the database for patient information connected to that Medical Record Number and populates any other fields in the Document Types that can be completed using the located patient information.
  Note: You cannot select Auto Search for user-defined fields and system fields, but can select only for key fields. The Auto Search field no longer displays any error messages for the fields that are not eligible for auto search.
- Required: Select this option for fields you want to make required fields for the NextGen® Document Management user.
- Visible: Select this option for fields you want to make visible to the NextGen® Document Management user.
- Field Type: This column displays whether the field is a system field, a key, or a user defined field.
  You cannot modify the text in this column.
- EHR/PM Display: Select this option for fields you want to display in the NextGen® Enterprise PM and NextGen® Enterprise EHR charts. You can select this option for user-defined fields only. This column has been disabled and if a user tries to select this option, it no longer displays any error message as it displayed previously.
  Note: You can use the up and down arrow buttons to rearrange the sequence of the fields you selected for the document type.
Select OK on the Document Type Information window.

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