Enterprise Document Management Systems

The UMMS Enterprise Document Management System (EDMS) is Hyland OnBase. This application is used to capture, organize, and store images in a central location, and interfaces with Epic to make accessing and viewing these documents a seamless process for the end user.

Oversight:

Health Information Management (HIM) will assume responsibility for quality assurance, reporting, and overall oversight of the document imaging process, regardless of where document imaging takes place.

 

Health Information Management Leadership:

  • Vice President, HIM: Michael Putkovich (Michael.Putkovich@umm.edu)
  • Senior Director, HIM Operations: Mary Carter (Mary.Carter@umm.edu)
  • Senior Director, Coding/CDI: Rakael Carr (RakaelCarr@umm.edu)
  • Senior Manager, EMPI/Data Integrity: Eileen Austin (eaustin@umm.edu)
  • Senior Manager, ROI: Jennifer Clinkscales (jclinksc@umm.edu)

We have an EDMS UDC that meets the 2nd Wednesday of every month from 1pm – 2:30pm via Webex. Contact Morgan Wollschlager at mwollschlager@umm.edu if you would like to attend.

 

UMMS EDMS Facilities and Sites

Current Facilities

  • UM Medical Center (UMMC)
  • UMMC Urgent Care
  • UM at St. Joseph’s Medical Center (UMSJMC)
  • UM Medical Center at Midtown (UMMTC)
  • UMMTC Urgent Care
  • UM Baltimore-Washington Medical Center (UMBWMC)
  • UM Rehabilitation and Orthopedic Institute (UMRehab)
  • UM Shore Regional Health (UMSRH)
    • Dorchester
    • Easton
    • Chester River
    • Queenstown
  • UM Charles Regional Medical Center (UMCRMC)
  • UM Upper Chesapeake (UM UCMC)
  • UM Harford Memorial Hospital (UM HMH)
  • UM Capital Region Health (UMCRH) 

Current Ambulatory Groups

  • UM Community Medical Group (UMCMG)
  • Faculty Physicians Inc. (FPI)
  • UM St. Joseph Medical Group (SJMG)
  • Community Connect - Maryland Primary Care Physicians (MPCP)   

Methods of Document Imaging

There are many ways to get an image into the EDMS system. Please review the PowerPoint Presentation: EDMS Methods of Document Imaging 

  • Epic ROI (scanning Release Authorization directly into Epic ROI module)
  • Virtual Printer
  • Epic Document Table (PAS/Registration)
  • Epic Media Manager (Clinical)
  • OnBase Batch
  • Imports
  • Epic Welcome Kiosk
  • Epic Welcome Tablets

For scanning, only the following Encounter Types can be utilized in Portfolio:

  • Hospital Encounter
  • Canceled
  • Office Visit
  • Orders Only
  • Ancillary Order
  • Abstract
  • Scanned Document
  • Telephone

Enterprise Document Types

Available document types that can be used across the enterprise for scanning (link)

Request for New Document Type

All Document Type requests have to be approved by HIM Leadership before it can be built. HIM Leadership will determine if the new document types should be part of the Legal Medical Record. Enterprise Document Type Request Form 

Decentralized Scanning

If you are not currently using EDMS and would like to use any of the methods for your area, please fill out the Document Imaging Intake Form. Submit the form to your respective legal medical record owner for approval. Once you have the approval, please reference this document: Document Imaging Deployment Workflow; specifically follow the process up to placing the Cherwell request and make sure to include list of users, computer name, scanner model and approval to the Cherwell Service Request.

Chart Correction

The decentralized scanning area will work with the local Chart Correction resource to make any document imaging related corrections after the scans have been released. Chart Correction tickets can be placed through the Helpdesk.

Request Application Access

For access to Document Management Systems applications (OnBase and Solarity), go to this link for instructions and the Service Desk Portal. 

Helpdesk Support

When contacting the Helpdesk by phone (410-328-4357) or email (ISTSupport@umm.edu), provide the following information to the Helpdesk staff so they may determine the nature and scope of your request. 

  1. Contact Information – name, callback phone number where the Helpdesk can reach you, or an alternate contact person
  2. Your location – unit name, building, floor, and room number
  3. Detailed description of your question or issue 

    Training Material & Tip Sheets

    Documents can be found using this (link)

    This content is for Internal Use only.