Clinical Document Viewer - Using Void and Corrections

Owned by Daniel Smith
Last updated: Mar 21, 2018
5 min read

This article will cover how to void documents and make corrections (i.e. moving a document from an incorrect episode or client to the correct episode or client) with Clinical Document Viewer in Avatar. This article assumes you have access to this form; please note that only those with admin-level access for document management will have it. The other functions of Clinical Document Viewer are covered in this article: Using Clinical Document Viewer to search documents

Accessing the Clinical Document Viewer

This form can be accessed via your Home View or your Chart View. There is also a PM and CWS version, but all methods lead to the same form and there is no difference between them. This covers the Home View method:

  1. Click into "Search Forms" in your Forms & Data widget and type in all or part of the form name, "Clinical Document Viewer."

2. Hit Enter when the result is highlighted in green OR double-left click to launch the form. 

Searching for Documents

Before you can void or move a document, you have to search for it. Please note the search tab on this form only has 2 required fields, however, the more fields you fill out, the more likely you are to locate what you are looking for. 

  1. Select Type - This will default to "Client" and as of this time, there is no need to change this selection. 
  2. Select All or Individual Client - For the purpose of searching documents to void, your selection here should usually be "Individual." Please note that two fields will become red and required with this selection ("Select Client" and "Episode")
  3. Select Client - Once you've selected "Individual," you will be able to search clients using last name or Avatar ID. Double-click on the client once you've found them to insert them into the field, then click "Tab" to exit the field after the selection. 
  4. Program - N/A
  5. Episode - Select the episode where the documents are located, or select "Non-episodic" for forms not scanned into a specific episode. You can also select "All" but this may return more results than you would like. 

At this point you can initiate the search if you'd like using the "Process" button at the bottom as all other fields are non-required to initiate the search. However, for more accurate searching you may want to use a few other fields. 

  • User - This would represent the staff that scanned in the document. If you know who this is, you can search for them using last name or staff ID and select them. If not, you can leave this blank.  
  • Document Status - As this article covers the void function, in this field you would select "Final." 
  • Document Source - N/A
  • Document Origination Date - Choose a Start and End date in order to narrow the results to a specific time frame. 

It's likely at this point you have input enough information for a good search, so click the "Process" button near the bottom of the screen. 

  • Search Results

After you click "Process," you will be brought to the Results tab to show the results of your search. On the left side of this screen you will see the categories of those results and have the ability to click on the folders to open them and to drill down further. 

The actual documents of the search will be shown in the large space in the middle:

The columns will give your more details on the document itself. Use that information to identify the document you want to void, then click on the row for that document to select it. 

  • Void Function

Once you've selected your document, the image will then appear on the main part of your screen. If there are multiple pages in the scan, page 1 will appear and the other pages can be viewed by clicking on them to the left of the main image. Verify this is the document you want – if it is not, click the "Close All Documents" button near the bottom to select another document. If this is the document you want, click the "Void" button near the bottom to bring up the fields to void and move. 

Once you click "Void," a window will come up from the bottom with the options. 

  • Select "Void" or "Void & Copy"
    • Void - this will remove the document from the official client record and also from the view of anyone that isn't a Document Management Admin. You can still view these documents after a void, but the Document Status will reflect a void status. This is what you will use for document with poor image quality (i.e. illegible), or when documents have been scanned into the incorrect category. 
    • Void & Copy - this is what you will use to move documents either from an incorrect episode to the correct episode, or a document from an incorrect client to the correct client. 
  • Select a Void Reason
    • Incorrect Client Chart - Select this for any Void & Copy movements
    • Poor Image, Rescan on File - Select this when the reason for a Void is due to a poor/illegible image
  • Void Comments - open text field; you can explain your reasons for voiding further for auditing purposes
  • Select Client - this option will be grayed out if "Void" is selected. If you chose "Void & Copy," then:
    • The field will auto-fill with the client under which the document is filed. If moving the document to a different episode, leave as-is. 
    • If moving the document to a completely different client, remove the auto-fill client and search for the correct client using last name or Avatar ID
  • Select Episode - this option will be grayed out if "Void" is selected. If you chose "Void & Copy," then select the episode to which you want to move the document
  • Click "Void" when finished


Verify Change

When finished, you should verify that the document has been voided (will show a "Void" status in the client chart). If moving a document, initiate a new search to verify it shows in the correct client/episode. 

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