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Concerned about duplicate documents in Document Management

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Last Post by guilfordmedical 4 years ago

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lschmidt

(@lschmidt)

Posts: 1

New Member

Topic starter

We will soon be going live with Document Management as a replacement for OnBase for managing our clinical documents. Our old OnBase system has been customized for our Medical Records department, so that when they index a new document into OnBase, it will search for documents with the same patient, same document type and same date of service, and if it finds one it will flag it as a possible duplicate.

Our understanding is that DM does not have the capability to search for duplicates in documents that are already indexed; it only flags possible duplicates that have been indexed during that work session. Our MR department is very concerned that this will lead to a proliferation of duplicates, because they are given duplicate documents to index days or even weeks after the document was first indexed into the system.

We would love to hear what other DM users are doing to prevent duplicates. Do you have workflows to prevent duplicates? Has anyone figured out a workaround in DM? All we've thought of so far is to have MR staff look up every document before indexing to see if it's already in Centricity, and they just can't do something so time consuming.

Thanks in advance for your responses.

Posted : February 23, 2021 4:37 am

Marketing Committee

(@marketing_committee)

Posts: 358

Reputable Member

Hi and welcome to CHUG. I thought DM does basic checking if everything is an identical match but I may be mistaken. However I do know InDxLogic does check for duplicates and may be a good fit. FCN has used both for many years.

Posted : February 23, 2021 5:10 am

NoreenHeadley

(@noreenheadley)

Posts: 1

New Member

Hi,

You may want to check out InDxLogic. It has the duplicate document detection system you would like plus other features DM and OnBase does not like automation. I used it for over 5 years as a customer before coming to work for InDxlogic as a trainer.

Posted : February 23, 2021 5:34 am

guilfordmedical

(@guilfordmedical)

Posts: 203

Reputable Member

InDxLogic does check for duplicates when labeling the documents but if a previous duplicated document is in the chart and the summary line has been changed in any way, InDxLogic will not recognize that there is a duplication.

Posted : February 26, 2021 7:18 am

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