Clinical Information (Web App)

Why Use This Function:

Additional options that provide users with quick actions to manage documents securely and efficiently. These tools streamline workflow and support compliance and confidentiality requirements.

💡Please Note: Every Workflow Event will have certain default options, and some will have additional options based on the type of form.

The Contents of This User Manual:

• Enter Your PIN
• GoodXpert
• Lock
• Unlock
• Email 
• Fax
• Pharmacy 
• Send to GXC
• Print
• Download 
• Collapse All
• Expand All 

• This user manual will start on the Clinical screen.

• For more information regarding how to navigate to the Clinical screen, please refer to the user manual: Clinical Screen: Navigation and Use.

• Click on the Forms Library drop-down menu to select the desired form.
  

• The form will open on the Clinical screen.

• The Workflow Event Options will be at the bottom of the form that has opened.

Enter Your PIN

On forms that have a Signature field, you are able to just enter the pre-set PIN, and the form will be signed. 

• Click on the Enter Your PIN field to enter your signature PIN.

• Click on the Sign button.

• A notification will appear to advise: Signature Set, the form will be signed and Completed automatically.

• For more information regarding how to set up your signature PIN and where to use it, please refer to the user manual: How to Add a Doctor Signature.

GoodXpert

Allows you to make changes to your current AI setup and or generate new AI-assisted prompts for your Workflow Event.

💡Please Note: The GoodXpert button only appears on Workflow Events where AI setup has been done. For more information regarding the setup of AI on Workflow Events, please refer to the user manual: How to Integrate AI into Workflow Events.

• Click on the GoodXpert button.

• The GoodXpert screen will open.

• For more information regarding the GoodXpert screen, please refer to the user manual: How to Navigate and Use the GoodXpert.

Lock

Allows you to lock the Workflow Event. Locking editing on a Clinical form is important to protect the accuracy, integrity, and legality of medical records. Once a form is completed and signed off, locking it ensures that no unauthorised changes can be made, which helps prevent errors, tampering, or accidental edits. This is especially crucial in healthcare, where any changes to documentation can impact Patient care, legal accountability, and compliance with privacy laws like POPIA or HIPAA. Locking the form also supports audit trails and ensures that the information reflects the Practitioner’s final decision at the time of consultation.

• Click on the Lock button.

• An Attention! pop-up will appear to advise that the form will be permanently locked.

• Click on the Ok button to continue.

• A second Attention! pop-up will appear asking if you are sure you are absolutely sure you want to lock the form for all users.

• Click on the Ok button to continue.

• The form will now be locked. 

Unlock

When the need arises, the form can be unlocked for editing when important updates or corrections must be made after it has already been finalised. This could include fixing a data entry error, adding missing information, or responding to a clinical or administrative query. 

💡Please Note: Unlocking a form should only be done when absolutely necessary, as it overrides the finality and security of the original entry. This action is restricted to Admins and Superusers and is recorded in the audit history. It ensures that any changes are traceable and made responsibly, preserving the integrity of the medical record.

• Click on the Unlock button.

• An Attention! pop-up will appear to advise that this action will unlock the form.

• Click on the Ok button.

• The form will Unlock, changes and updates can now be done.

Email 

An efficient and convenient way to share important information such as test results, referral letters, chronic condition applications, and Invoices between healthcare providers, Patients, and Medical Aids. It supports faster communication, clear record-keeping, and improved administrative workflows.

• Click on the Email button to send the form via electronic mail.

• For more information regarding sending emails, please refer to the user manual: Send an Email.

Fax

Swiftly transmit physical documents, ensuring legal compliance, maintaining security, and verifying signatures in industries like healthcare and finance. It offers a direct, reliable and secure means of communication.

💡Please Note: To be able to use the Fax function, set-up must first be done.

• Click on the Fax button to send the form via Fax.

• For more information regarding sending faxes, please refer to the user manual: How to Send a Fax from a Clinical Form.

Pharmacy 

With Pharmacy Integrations, you can send your Patients’ Scripts directly to a supported Pharmacy, making the prescription process seamless and hassle-free.

• Click on the Pharmacy button to send a Script to the Pharmacy.

• For more information regarding sending scripts to the Pharmacy, please refer to the user manual: Sending Scripts through Pharmacy Integrations.

Send to GXC

Allows you to send the Workflow Event to another Practitioner via grandXchange. Sending the Workflow Event to another Practitioner via grandXchange enables secure and efficient collaboration between Practitioners. This allows important clinical information, such as Referral Letters and Scripts to be shared quickly and directly with the relevant Practitioner. It helps ensure continuity of care, avoids duplication of work, and supports faster decision-making. Because grandXchange is a controlled and traceable platform, it also maintains confidentiality and accountability, which are critical in managing sensitive medical data.

• Click on the drop-up menu on the Pharmacy button and then on the Send to GXC button. 

• For more information regarding sending Workflow Event forms via grandXchange, please refer to the user manual: Send Workflow Events to grandXchange.

Print

Allows the Practitioner to print a hard copy of the form, which is useful for filing the document in the Patient’s physical file, keeping a paper trail for legal or clinical purposes, or handing a printed copy to the Patient during a consultation for reference.

• Click on the Print button to print the form.

Download 

Enables you to save a PDF version of the form to your device. This is helpful for digital record-keeping and creates a safe backup.

• Click on the drop-up menu on the Print button and then on the Download button, to save a copy the the current device.

Collapse All

Hides or minimises all expanded sections on the screen, making the view more compact and easier to navigate. It helps you focus by reducing clutter and showing only the section headings.

• Click on the Collapse All button to minimise all the panels.

Expand All 

Displays all hidden or collapsed sections on the screen at once, allowing you to view the full content of each section without needing to open them individually. It’s useful when you want to quickly review all the available information.

• Click on the Expand All button to open all closed panels.