Document Management

How OutSmart Organizes Documents

Every document in OutSmart is under the custody of a healthcare practitioner — this is how health-record custody works for compliance reasons. There is no “admin-owned” document; every document has a specific practitioner as its owner.

This affects what you see in the Documents Module:

When you’re logged in as a practitioner, the Documents Module shows you the documents you own.
When you’re logged in as admin staff, you’re always viewing the module from the perspective of a practitioner. By default, that’s the clinic’s principal practitioner (the practitioner whose OutSmart account is the owner of the clinic). You can switch to view as any other practitioner at your office using the drop-down at the top of the module — see Navigating The Documents Interface.

Practitioners and admins at clinics with multiple practitioners often establish a convention for which practitioner account holds documents long-term — see Document Ownership in Multi-Practitioner Clinics for the patterns that work well.

The Documents Module Interface

You can access the Documents Module by clicking on the blue ‘document’ icon at the top right of the OutSmart interface. The module slides down as a panel from the top of the screen — it doesn’t replace the page you’re on, so you can close it and return to whatever you were doing.

The interface is organized into the following areas:

The documents toolbar (top — includes the practitioner view drop-down for admins)
The options panel (left)
The document path
The document list