Specific Search

Last Updated v9.8.0

The Specific Search menu option provides a way to find document(s) in the current department or in any department the user has access to.  The documents can be in or out of workflow and can be found via this search screen once they have been indexed. The search results screen also allows the user to export the resulting document's index information to Excel for reporting externally.

Specific Search Criteria Selection

The criteria selection screen allows the user to enter specific document, index set, and index value details to help find document(s).  This documentation will cover each panel, tab and option.  The options shown in the sample images here are just for reference, and will differ from your production environment.

The Main Search Panel (Left)

Master Indexes (Tab)

The Master Indexes tab allows the search user to select several options to begin the search process.  As the fields are selected or filled in, the Selected Criteria panel (far right) is updated to show all selected criteria that will be used in the search.  The examples used in this documentation are from a demo department and contain document types, index sets and index values that are only an example of what may be available in a production department.

Fields and settings

• Department:  Select the department to search in.
  • The current department is selected by default, but other departments can be searched from this screen if the user account has access to them.
• Select Master Index Set(s) (Conditionally Optional):  Choose an index set or index sets to search by.  This option OR the Select Document Type(s) option must be used to show the index fields to search by.
  
  • This option will automatically populate the matching document types that use that index set, and will then display the index fields to search by from that index set.
• Select Document Type(s) (Conditionally Optional):  Choose a document type or types to search by.
  • This option will automatically populate the matching index sets that the document type(s) are attached to.
  • **If multiple document types are selected that do NOT contain any like index fields, there will be no index fields populated to search by.  Remove some of the document types to resolve this issue.
• Date Received:  Enter a single received date to limit the search results to documents only received on the specified date.
  
  • The default for this option is empty.
• Open In Workflow:  If switched to ON, the search results will only display documents that are currently open in a workflow queue.
  • The default for this option is OFF.
• Index Fields:  The index fields will be displayed per the index set and/or document types selected.  Enter the values to search by in any of the index fields.
  • Multiple index fields can be populated to help narrow the list of search results.  It is highly recommended to use as much search criteria as possible to make the search faster and list of results smaller to more quickly find the document.

If no other search criteria is needed from the other tabs or panels, click the Run Search button on the top right panel to execute the search and see the results.

HealthAxis Indexes (Tab)

The HealthAxis Indexes are available if the current/selected department uses the HealthAxis vendor for the scanning of documents into IWS.  These special fields are available to help department admins and users find documents based on the batch and document information HealthAxis provided when they sent the scan batch to HealthSmart.  Typically, these are used when there is an issue finding a document that HealthAxis provided originally, and they have sent the DCN or scan date info to help research.

Fields and settings

• DCN:  The HealthaAxis document control number.
• Scan Date:  The date HealthAxis scanned the document/batch.
• Receive Date:  The date HealthAxis received the document/batch.
• Scanner ID:  The ID of the scanner that originally scanned the document.
• Batch Number:  The HealthAxis defined number of the batch the document was scanned in.
  
• Document Location:  Location of document in the HealthAxis batch.
• IWS Import Dt: :  The date the document was imported into IWS.

Saved Searches (Tab)

Saved Searches allow the user to save search criteria to be used on future searches.  This can be helpful for common searches using the same or similar criteria.  Saved searches only appear for the user that originally saved them.

Fields and settings

• Name:  After entering search criteria in the Master Indexes and/or HealthAxis Indexes tabs, that criteria can be saved with a specific name.  Enter the name of this search in this field and click the Save button to save the search for future use.

The List of saved searches

Any existing saved searches will be displayed in the list.  Use the Actions buttons to recall/edit or delete the saved search.

This action button will load the saved search criteria into the index fields in the Master Indexes and/or HealthAxis Indexes tabs.  Once clicked, the values will be displayed and the search can be run.  To edit a saved search, recall it, make modifications to the values and save it with a new name or delete the old version from the list and save the new updated search with the same name.

This action deletes the saved search.  A confirmation dialog is displayed before deletion.

Additional Indexes (Middle)

This panel allows the user to search by additional index values that may be provided by a web service connection to an external database system (Example: QicLink).  If this option is available for the current department and document type, a list of web services will be available for selection and once chose, a list of index fields will be displayed to search by.  These can be used in combination with the standard index fields in the first panel.

Selected Criteria (Right)

Actions and Info

• Run Search:  Once all criteria is entered, click this button to execute the search and see the results.
• List of Criteria:  The list will display a summary of any index field criteria that has been entered for the search.  This section is read only, but an element can be deleted from the criteria using the delete icon.

The Search Results

The search results display any documents matching the search criteria.  Click any row to open the master document window and see the document and details.

Actions

• Close:  Return to the search criteria screen to run a new search.
  
• Export to Excel:  Export the resulting document's index information to Excel for reporting externally.  All documents listed will be exported to Excel.
  • **Only the index and document ID information is exported to Excel, no images will be exported.
• Click any column header to sort the results by that column.  Click it again to sort the other direction.