Data Integration serves as a centralized hub for managing patient-related documents, including scanned uploads, incoming faxes, and electronic labs. By categorizing documents as Administrative or Clinical, this system ensures efficient organization and accurate integration into patient charts. This guide provides detailed instructions for navigating Data Integration, uploading, linking, editing, and managing documents within Canvas Medical.

User's Guide

Data Integration Overview

Navigate to Data Integration

1. Open the triple-line menu on the top-left corner

2. Select Data Integration

Data Integration Header and Filters

The Data Integration interface includes:

• Search bar: Filter by document channel or status and search for a patient's processed documents

  • Patients can be searched by first name, last name, or both

• Filter icons: Filter documents by fax, uploaded document, or lab results

• Upload documents: Click to upload a patient document to the Data Integration queue

  

Filtering Documents in Data Integration

Filtering Documents by Channel

1. Use the search dropdown or document icons

2. Select a channel. More than one channel can be selected from the dropdown.

   • Faxes: Inbound fax documents

   • Uploaded Documents: Manually uploaded files

   • Electronic Labs: Lab reports from Health Gorilla not linked to a patient

     • Review Processing Lab Reports and Reviewing Lab Results for further details

Filtering Documents by Status

1. Click the search bar to open the dropdown menu

2. Choose from

   • Processed: Displays patient linked documents

   • Junked: Displays discarded documents

   Combine patient name, channel and status filters simultaneously for tailored results

Searching by a Patient's Name

This method can only be used on processed document that are linked to a patient

1. Enter patient's first name and/or last name in the search bar

2. Add Status filter (processed or junked) from the dropdown menu

   If a Status filter is not selected, the list will be blank

Uploading Documents to Data Integration

1. Click the Upload Documents button in the Data Integration header

2. Choose upload method:

   • Browse Computer: Drag and drop files or select from folder

   • Paste URL: Enter URL for document ending in .pdf

3. Confirm file type (PDF, PNG, JPEG, GIF, TIFF)

   • Non-PDF files convert automatically during upload

   • File size cannot exceed 100MB

   • HEIC documents are not supported

4. Click Upload Files

Linking a Document to a Patient

When a document is selected from the list, a form will open to link the document to a patient.

1. Complete document form (form fields vary depending on document type selected):

   • Link to Patient: Enter the patient's name in the field

     • Patient can be searched by:

       • First name and/or last name

       • Date of birth

       • Phone number

   • Choose Document Type: Select appropriate document type from dropdown

   • Select Reviewer: Choose individual user or team responsible for document review

     • If the patient has a Care Team Lead assigned in their patient profile, the lead will default as the reviewer.

   • Set Review Mode: Select

     • Review Required: Assigned reviewer is notified in their user panel to review the document

     • Already Reviewed Offline: Document was reviewed outside of Canvas and does not require further review

     • Review Not Required: Document will bypass the review requirement

   • Report Name: Allows users to create a custom title which will display under Medical Documents in the panel.

     • Only available on Uncategorized Clinical Documents

     • If a report name is not included, the document will be titled Uncategorized Clinical Documents under Medical Documents in the panel

   • Enter Clinical Date: Use mm/dd/yyyy format or calendar

   • Add Comments: Include internal notes (optional)

2. Click Ready for Administrative or Clinical Review once all information is added

Additional Data Integration Functions

Undo a Document Linked to a Patient

If a document was linked to the wrong patient, it can be undone through Data Integration.

1. If necessary, search the patient name under Status: Processed

2. Click the document to select and expand the view

3. Click Undo to reverse the patient being linked to the document

4. Confirm by selecting Delete in the confirmation modal

5. The document link will be removed and the status will reset

Faxing a Document

Documents can be faxed directly from Data Integration on processed or unprocessed documents. Documents faxed through Data Integration will not be tracked in the patient's chart.

1. Select the document needing to be faxed

2. Click the Forward by Fax button

3. Complete fields on the Fax modal

   • Contact Details: Provide the details for the location receiving the faxed document

     • Saved Directory: Linked to Canvas' referral database.

     • To + Fax Number: Allows for manual entry of faxing details

       • These fields will be autopopulated of the location is selected from the directory

   • Include Cover Sheet: A coversheet will be included with practice information, subject and comments

   • Practice Location: The organization's practice location linked to the outgoing fax.

   • Subject: Purpose of fax

   • Comments: Any added information on the contents of the fax

4. Click Next for a preview of the fax

5. Click Send to finalize and send the fax to its designated location

Fax Event History

Once a document is faxed, the Fax Event History will provide a log of the transmission

• Review 📄 Fax Migration & Event History for details on the process

Parse Document Sections

If a document contains multiple sections for various document types, it can be parsed and categorized under each relevant document type.

1. Select the document needing to be parsed

2. Click You may parse another section of this document

3. Repeat the process to link the document to the patient under the additional document type.

4. Reference the Linking a Document to a Patient section above to review the process, if needed.

Document Locations in the Patient Chart After Processing

Depending on the document type, the documents will land in various places within the patient chart.

Administrative Documents

1. Click the triple dot next to the patient header

2. Click Documents

Clinical Documents

1. Click the icon in the patient panel associated to the document type

   • Labs

   • Imaging

   • Consult Reports

   • Medical Documents

     

Managing Processed Documents

Changing a Document Type

1. Access the document either within the patient chart or from the user panel

   • For clinical documents: Click the appropriate icon for the document in the patient or user panel panel (labs, imaging, consults, or uncategorized documents)

   • For administrative documents: Navigate to the patient chart and click the triple dot next to the patient header

2. Open the edit modal

   • For clinical documents: Click Edit on the document card.

     • If editing from the patient panel, click the card to expand and access the Edit button

   • For administrative documents: Click the triple dot next to the document and select Edit from the dropdown

3. Click Change Document Type located on the bottom left of the modal

4. Select the new document type from the dropdown menu

5. Complete fields for the selected document type.

   • Depending on the chosen document type, additional fields such as review mode, clinical date, report type and others may need to be completed

6. Select Ready for Clinical Review or Submit Administrative Document to finalize changes

   • A green checkmark will display to confirm the change was successful

     

Removing a Documents Linked to a Patient

1. Access the document either within the patient chart or from the user panel

   • For clinical documents: Click the appropriate icon for the document in the patient or user panel panel (labs, imaging, consults, or uncategorized documents)

   • For administrative documents: Navigate to the patient chart and click the triple dot next to the patient header

2. Click Remove to dissociate from patient

   • For clinical documents: Click the dropdown arrow next to Edit on the document card and select Remove from the dropdown

   • For administrative documents: Click the triple dot next to the document and select Remove from the dropdown

3. Confirm deletion by clicking Remove on the pop up message

   

Reviewing Processed Documents for Patients

Reviewing Documents From a Patient Chart

1. Navigate to the patient's chart

2. Click the appropriate icon from in the patient panel

   • If there are documents pending review, a red badge will display next to the icon

3. The panel will open with a list of documents on their own card

   • To quickly get to a specific item, the search bar is available at the top of the list

   • The search will be based on the name of the document (it will not search other items of the card)

4. Click the document card to expand for options

   • If the card has a red badge, it is pending review

5. Click Review to open the Review modal

6. Complete review fields

   • Patient Message: Message to communicate to patient (2048 character limit)

   • Patient Communication: Contact method for communicating results to the patient

   • Internal Comment: Staff-only notes

7. Click Sign to complete

   • If a note has been selected, the review command will display in the note

   • If a note has not been selected, the review command will be added to a Chart Review note

Reviewing Documents from the User Panel

1. Click a results icon in the User Panel on the Schedule View to access documents pending review

2. Click the document card for the patient to open the review modal

3. Review the document and complete review fields

   • Patient Message: Message to communicate to patient (2048 character limit)

   • Patient Communication: Contact method for communicating results to the patient

   • Internal Comment: Staff-only notes

4. Click Sign to finalize the review

   • A locked Chart Review note will be created in patient's chart with the review command

Document Cards in the User and Patient Panels

Viewing Document History

Allows users to review an audit history of users and teams assigned to a specific document.

1. Select an icon from user or patient panel

2. Click the View History link on document card to open the Audit History modal

3. Review the history of individuals and teams assigned to the document

   • Created by: User that linked the document to the patient and the time stamp of when it occurred

   • Assigned to: Each user and team assigned to the document with time stamp of when it occurred

Assigning a User to a Document

1. Click the user link next to Assigned to

2. Select a new user from the dropdown

   • A user cannot be unassigned from a document. Instead, the document can be reassigned to a different user, but it is not possible to remove a user entirely.

3. The panel refreshes with updated assignee

   

Assigning a Team to a Document

1. Click No team assigned or the name of the current assigned team

2. Select a team from the dropdown menu

   • A team can also be unassigned by clicking Unassigned in the dropdown menu

3. The panel refreshes with the newly selected team

Configuration & Set Up

Document Types

Administrative Document Types

• Advance Beneficiary Notice (53243-2 | Advanced beneficiary notice)

• Advance Directive/Living Will (42348-3 | Advance directives)

• CDL (Commercial Driver License) (53245-7 | Driver license)

• Disability Form

• Handicap Parking Permit

• Insurance Card (64290-0 | Health insurance card)

• Insurer Prior Authorization (52034-6 | Payer letter)

• Medicaid Documents

• POLST (Provider Order for Life Sustaining Treatment) (46209-3 | Provider orders)

• Patient Administrative Intake Form

• Patient Agreement (80570-5 | Agreement)

• Patient Assistance

• Patient Consent (59284-0 | Consent Document)

• Power of Attorney (64298-3 | Power of attorney)

• Uncategorized Administrative Document (51851-4 | Administrative note)

• Worker's Compensation Documents (52070-0 | Workers compensation attachment)

• Prescription Card

• Release of Information Request (101904-1 | Release of Information request)

Clinical Document Types

• Care Management (91983-7 | Care management note)

• Emergency Department Report (96335-5 | Emergency department summary note)

• External Medical Records (11503-0 | Medical records)

• Home Care Report (75503-3 | Patient's home note)

• Hospital Discharge Summary (34105-7 | Hospital discharge summary)

• Hospital History & Physical (47039-3 | Hospital admission history and physical note)

• Imaging Report (18748-4 | Diagnostic imaging study)

• In-Office Testing

• Lab Report (11502-2 | Laboratory report)

• Nursing Home (34113-1 | Nursing facility note)

• Operative Report (11504-8 | Surgical operation note)

• Patient Clinical Intake Form (64285-0 | Medical history screening form)

• Physical Exam (51848-0 | Evaluation note)

• Prescription Refill Request (57833-6 | Prescription for medication)

• Rehabilitation Report (34823-5 | Physical medicine and rehab note)

• Specialist Consult Report (11488-4 | Consult note)

• Uncategorized Clinical Document (34109-9 | Note)

Reviewable Clinical Documents: The following document types can be found in the review workflow

• Imaging Report

• Lab Report

• Specialist Consult Report

• Uncategorized Clinical Document which include the following subcategories

  • Care Management

  • Emergency Department Report

  • External Medical Records

  • Home Care Report

  • Hospital Discharge Summary

  • Hospital History & Physical

  • In-Office Testing

  • Nursing Home

  • Operative Report

  • Patient Clinical Intake Form

  • Physical Exam

  • Prescription Refill Request

  • Rehabilitation Report

FAQ & Troubleshooting

Q: What file formats can be uploaded into Data Integration?

A: Supported formats include PDF, PNG, JPEG, GIF, and TIFF. Non-PDF files are automatically converted to PDF during upload. HEIC documents are not supported.

Q: What is the criteria for pasting a URL when uploading a document?

A: The URL must end in .pdf (e.g., example.com/document.pdf)

Q: What is the maximum file size for uploads?

A: File size cannot exceed 100MB.

Q: How do I know if a document needs review?

A: New or pending documents will display a red badge in the patient chart or schedule view.

Q: Can I change who is assigned to review a document?

A: Yes, click the user link on the "Assigned to" line in the audit log and select a new user from the dropdown.

Q: What happens when I review a document from the Schedule View?

A: Reviewing from the Schedule View creates a locked Chart Review note in the patient's chart.

Q: What happens to the document when I change its type?

A: The document will move from its current category to the new category. All document content and metadata remain unchanged - only the organizational category changes.

Q: What if additional fields are required after changing the document type?

A: Depending on the chosen document type, you may need to complete additional fields such as review mode, clinical date, or report type before the change can be finalized.

Q: How do I know the document type change was successful?

A: A green checkmark will display to confirm the change was successful, and the patient panel will refresh to show the document under its new document type category.

Q: What happens if I don't select a Status filter when searching by patient name? A: The list will be blank. You must select either "processed" or "junked" status when searching by patient name.

Related Resources

• Video: Change Document Type

• Fax Migration & Event History

• Processing Lab Reports and Reviewing Lab Results

• Processing Image Reports and Reviewing Imaging Results

• Reviewing Consult Reports

• Navigating the Schedule View

Keywords: Data Integration, document management, upload documents, linking files, clinical documents, administrative documents, faxes, electronic labs, audit log, view history, document review, document type, patient panel, clinical review, chart organization, edit document, change document

Categories: Patient Records, Workflow Optimization, Patient Charts, Document Management, Clinical Workflow