Navigating The Documents Interface

Navigation in the OutSmart Documents Module is based on Labels. These labels organize your documents into categories and allow you to share them with other practitioners or patients. Your account comes with pre-loaded ‘system’ labels, and you can also create your own. For example, you can view a list of all your documents with the ‘Unread’ label, or all unread faxes by selecting both the ‘Unread’ and ‘Fax’ labels.

Document Base Views

A Base View is your starting, unfiltered list of documents. There are only two Base Views in OutSmart: the All Documents View and the Patient Workspace View.

All Documents View: Displays every document you have uploaded, regardless of the patient or labels. To access this view, click the blue ‘X’ button in the Document Options Panel to the left of the document list.

Click on the blue ‘X’ to go to the All Documents View.
Patient Workspace View: Displays all documents associated with a specific patient. Think of this as a dedicated folder for that patient’s private information, such as lab results or scanned intake forms. To access a patient’s view, select them from the patient drop-down list in the Document Options Panel.

Select a patient from the patient list in the Document Options Bar in order to access the Document Module’s Patient Workspace View.

The Document Path

The Document Path shows the series of labels you have selected to filter your document list. Unlike traditional computer folders, OutSmart labels represent categories that a document belongs to, making it easier to find documents without remembering where you saved them.

Example of a document path. This path is displayed directly above the document list.

You can use labels to further filter your document list once you’ve selected a Base View. This can be done in a few ways:

Click on a visible label in a document’s row.
Click on a label name in the Document Options Panel.
Use the drop-down list of labels next to the Document Path.

Navigating documents using Document Labels

The Practitioner Drop-Down at the Top of the Module

At the top of the Documents Module is a practitioner drop-down. What this drop-down does — and whether you see it at all — depends on your account type and whether you have a document selected.

For practitioners

The drop-down only appears when you have one or more documents selected. In that mode, it’s the Change Owner drop-down — use it to transfer ownership of the selected documents to another practitioner. See Changing a Document’s Owner.

When no documents are selected, the drop-down is not visible. Practitioners see the documents they own; there is no way to view someone else’s documents from the Documents Module.

For admin staff

The drop-down is always visible for admins, and it has two modes that switch automatically based on whether any documents are selected:

Documents selected?	Drop-down mode	What it does
No documents selected	View as Practitioner	Switches your view of the entire Documents Module to that practitioner’s documents
One or more documents selected	Change Owner	Transfers ownership of the selected documents to the practitioner you pick

When you first open the Documents Module as an admin, you’re viewing as the clinic’s principal practitioner (the practitioner whose account owns the clinic). To see and act on another practitioner’s documents, make sure nothing is selected, then use the drop-down to switch your view.

Searching for a Document

You can also use the Search Term field in the Options Bar to the left of the document list. Entering a search term will filter the documents within your current view.

Bookmarking a Document Path

If you frequently use a specific set of filters, you can bookmark that document path for easy access.

Manually navigate to the document path you want to bookmark.
Click the “bookmark” icon in the Document Toolbar.
Enter a name for your bookmark and click “save bookmark.”

You can return to this view at any time by clicking the bookmark button in the toolbar and selecting your saved bookmark.