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Using the Import from XML Batch Function

Ref: DGP-XMLB01

Introduction

When a surgery exports a Docman patient record, Docman creates an XML file with the patient's details. This XML file can be used in the receiving surgery's document import process. Depending on the way the sending site ran the document export, this XML file may be included with a folder of the document images, or the documents may be embedded in the file.

Many surgeries use the Import Entire Folder function in Batch Manager to bring the documents into Batch Manager, then file them into the relevant patient entry. The Import from XML Batch bypasses Batch Manager and files the complete document record straight into the patient record, retaining the relevant details for each document.

Please Note: The Import from XML batch function imports the documents into your Docman patient record, but may not push these documents into the corresponding Clinical System record. It is strongly recommended that you check your Clinical System after an Import and, if necessary, use the guide to manually filing to your clinical system to manually file each document from Docman into your Clinical System.

Import from XML batch

You need to be in Batch Manager to import a patient record from an XML Batch. Go into the Capture drop-down menu and select Import XML Batch.

A navigation window opens. Locate and select the XML file that the sending surgery has sent.

Docman attempts to match the patient details in the XML file to a patient in your Docman system, using the reference ID, name and other details. If this fails, Docman prompts you to search for and select the correct patient.

Locate and highlight the patient using the search screen, then click Select.

Once you have selected the patient, Docman extracts the documents from the XML file and imports them directly into the patient's Docman record.

Once the documents are imported, Docman gives a report of the import process. This gives you the overall number of documents imported. It also states whether the sender indicated this is the complete medical record, or whether there are other parts of the patient's medical record to follow.

The documents are now stored in Docman.

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