Sunrise EMR & PAS

Sunrise Document
Manager [SDM]
Functionality Guide
Version 2.0 – January 2024

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Contents
Sunrise Document Manager Desktop Icons ................................................................ 5
Sunrise Scanning .......................................................................................................... 6
Scanning ................................................................................................................................ 6
Document Preparation ........................................................................................................................... 6
Capture (Scan)....................................................................................................................................... 7
Release ................................................................................................................................................ 10
Approve ................................................................................................................................................ 14
Scanned Document Management ...................................................................................... 18
Deleting a document ............................................................................................................................ 18
Modify a Document (Document Edit) ................................................................................................... 20
Change Page Order of Documents ..................................................................................................... 20
Document Orientation .......................................................................................................................... 23
Adjusting Brightness or Contrast of the document .............................................................................. 27
Change Metadata (MRN, Visit ID or Document type) ........................................................ 30
Change MRN ....................................................................................................................................... 30
Change Separation ID (Visit ID) .......................................................................................................... 33
Change Document Type ...................................................................................................................... 36
Submitting a Tweak in SCM Document View tab .............................................................. 38
Multimedia Uploader ........................................................................................................... 41
Sign Off comments on Scanned Documents .................................................................... 46
Add a Sign off comment on a Scanned Document.............................................................................. 46
View a Sign Off comment on a Scanned Document ........................................................................... 48
Create a zClerical Visit. ....................................................................................................................... 49
Scanning, Revoking and Superseding an Advanced Care Directive or Plan .................. 54
Scanning an Advanced Care Directive/Advanced Care Plan .............................................................. 54
Revoked Scanned Advanced Care Directive/Advanced Care Plan .................................................... 57
Superseding a scanned Advance Care Directive (ACD) or Advance Care Plan (ACP)...................... 60
Action a tweak submitted on an ACD/ACP .......................................................................................... 63
Bulk Export of Documents from Records Access ............................................................ 66
Printing exported documents as a PDF ............................................................................................... 71
Viewing Documents in the Sunrise Document View Tab.................................................. 72
Viewing Multiple Documents in Sunrise Document View tab .............................................................. 75
Document search filters ....................................................................................................................... 77
Flattened Documents List view ............................................................................................................ 78
Filters in Document View Tab .............................................................................................................. 79
Advanced Filters .................................................................................................................................. 80
Document Tweaks ............................................................................................................... 82
Action a Tweak .................................................................................................................................... 82
Rejecting a Tweak ............................................................................................................................... 85
Manager, Medical Records or Patient Master Index (PMI) Coordinators ONLY ..... 88
EMPI Enterprise Viewer - Searching for a Medical Record Number / Registration ......... 88
Complete an EMPI search with patient demographic information ....................................................... 89

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EMPI Search by source ID (MRN) ....................................................................................................... 90

DHSA – Production SQL Server Reporting Services ........................................................ 91
Same Site Duplicate Report ................................................................................................................ 91
Medicare Verification Link .................................................................................................................... 91
Merge Medical Record Numbers (MRN) ............................................................................. 92
Visit Maintenance .............................................................................................................. 111
Move a Visit ....................................................................................................................................... 111
Merge Visits ....................................................................................................................................... 114
Merging Visit Process ........................................................................................................................ 120
Reports............................................................................................................................... 127
Critical Demo Change Report ............................................................................................................ 127
Downtime Number Registration and Management ......................................................... 129
Downtime MRN Management ............................................................................................................ 129
Field Size ........................................................................................................................................... 129
Downtime MRN / Registration data entry requirements .................................................................... 130

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Sunrise Document Manager Desktop Icons

The Sunrise Document Manager (SDM) application comprises a series of desktop icons which
provide access to different aspects to the SDM solution.

SDM Icons Description

The Sunrise Document Manager (SDM) Administration icon is a collection of

administration tools related to configuration of the Sunrise Document Manager
application.
Access is limited to System Administrators.
Administration

The SDM Capture icon is used to access the DMR Capture application to scan
documents into Sunrise Document Manager.
Access is limited to staff with scanning access.
SDM Capture

The SDM Document Tweaks icon is used by Medical Records staff to receive,
review and action tweaks raised against a scanned document.
A tweaks worklist will display tweaks that need to be reviewed. A tweak may be
raised by any user to alert Medical Record staff that a document may need to
be rectified (e.g., the document is displaying incorrectly, or has the wrong
Document
Tweaks metadata).

The SDM Records Access icon opens the DMR Document Search Portal, which
is a tool that can be used by staff if required to search for documents.

Records Access

The SDM Reports Index icon is used by Medical Record staff to access specific
document management reports such as unassigned documents and audit
reports.

Reports Index

The SDM Scanning Monitor icon is used by staff with scanning access to
access the DMR Process monitor which displays batches of scanned
documents ready for processing.
Only batches that have been processed from SDM DMR Capture appear on the
process monitor list. The list can be filtered to show specific batches and will
show the most recent activity at the top of the list. All documents scanned must
Scanning Monitor
be processed immediately to be visible in the patient record.

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Sunrise Scanning
Scanning
There are 4 stages for documents being scanned and made visible into the EMR.
The 4 stages are:
1. Document Preparation
2. Capture
3. Release
4. Approve
Document Preparation
In this process, users will need to ensure the documents are prepared and collated ready for
scanning.
Document preparation is the most important step in the scanning process, without correct and
adequate document preparation the scanning will not be as efficient and will require more manual
data entry once the documents have been scanned.

Steps for document preparation are:

• Ensure each document has a Patient Label with episode identification barcoded
attached, or 3 patient identifiers: MRN, Name, DOB and Episode on each page front and
back. (If content is on both sides)
• Removing staples and other sharp/metallic objects.
• Taping torn sheets.
• Removing or taping down post- it notes.
• Ensure all forms are grouped together and in chronological order and documents are
sorted in capture method bundles. (See below for capture method descriptions)
• Folding out A3 documents. (A3 documents should never be split or torn)
• Ensure you have a Temporary Folder Checklist with Patient Label and all relevant Visit
IDs entered in the Visit ID field.
• Document how many pages are to be scanned and record on the Temporary Folder
Checklist.
• Sites with A4 Scanner workstations: Any documents larger than A4 need to be set aside
to be sent to Medical Records/Scanning Centre for Scanning.
Note: Both clinical and administrative staff will need to be diligent by adhering to the
following requirements when using patient labels with Visit ID data:
• Ensuring the correct visit is in the patient header prior to printing patient labels, the
addition of visit-specific data requires that labels are no longer used on an ad hoc basis
or across multiple presentations for a patient.
• When applying labels to patient documentation, ensure that the label being used has a
visit number which corresponds to the correct presentation.

Failure to adhere to these requirements will result in administrative issues when scanning
these documents against the incorrect visit, whilst also presenting risks to patient care.

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Capture (Scan)
Data Capture Methods Descriptions:
At the start of each capture method the site prefix will display. Users will only see the site their
workstation is configured to.

LHN- 2 Page Documents

Standard: 2 Pages each (front and back) dual black and white and colour. All pages scanned are
for the same patient. [Single Patient] [SP] [Single Episode] [SE] (This will be the method most
used) Single- or double-sided paged documents for the same patient.

LHN - Long Documents

Documents that are neither standard A5, A4 nor A3 documents (CTG, EEG, ECG) all pages
scanned are for the same document, dual black and white and colour. Scanner limitations are
5 metres capacity for scanning long tracings.

LHN - Multipage Booklets

Multi-page Booklet [MP]: All pages scanned are for the same document, dual black and white
and colour. Multiple double sided paged documents for the same patient

LHN - Multiple Patient/Visit 2 Page Documents

2 Pages each (front and back) dual Black and white and colour. Scanned pages can be for
different patients. (Medical Records use ONLY)

Single- or double-sided paged documents for Multiple Patient/Visit

These same capture methods are also used when using an A3 Desktop Scanner. If users only
have access to an A4 Desktop scanner all A3 documents will need to be sent to the Medical
Record department/Scanning Centre for scanning.
Important: A3 DOCUMENTS SHOULD NEVER BE SPLIT OR TORN

Metadata rules
o The Metadata rules apply the configuration of the DMR capture do not override these rules.

To Start Capture (Scan)

1. Turn on the desktop Scanner.
2. Open SDM Capture icon on your desktop.

3. Place prepared batch of documents in the scanner:

3.1 For A3 desktop scanners: documents will need to be placed in the scanner Spine
first, with page 1 facing down. (All docs are scanned in landscape orientation for
barcode reading)
3.2 For A4 desktop scanners: documents will need to be placed in the scanner top of
page first and facing down.

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4. Select Capture Method required.

5. Click start scan button.

Note: Check the number on the SDM Capture screen matches the number of
documents physically scanned; if numbers do not match, select discard this batch to re
scan the documents. Record the Batch number on the Temporary Folder Checklist
(users will need to refer to this during the release and approve stages)
6. Click Process This Batch button.

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7. Click Monitor button to open the SDM monitor application.

8. After scanning there are two stages that need to be completed to send the documents to
the record for clinical view.
8.1 The next 2 stages are: Release and Approve.
Depending what Metadata has been captured in each document will depend on
whether both stages will need to be completed or only one stage.

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Release
Documents will enter the Release pathway if during scanning, mandatory Metadata is not
automatically collected.
If all Metadata is met, the document will sit within the release stage of the DMR Monitor
application. During this stage users will have the option to add any missing Metadata.
Note: It is recommended that the release stage is used to check and amend any missing
Metadata –MRN, Episode Number and Document Type. This stage is not recommended to be
used as a tool to check/validate document orientation, quality, and legibility.
DMR Scanning Filters:
When opening the Scan Monitor application, users will see a list of all batches scanned at their
site. To filter these batches to only see the scanners operator’s batches, follow the below steps.
1. Click on the filters search button.
DMR Scanning Filters window displays.

2. Batch Status, click only batches for individual user.

To Start Release:
1. In the SDM Scan Monitor application a worklist will display of all batches of documents
scanned. (Refer to the Batch ID numbers that are previously recorded on the Temporary
Folder Checklist.)
Note: Scan Monitor can also be accessed via the Scan Monitor desktop icon.
2. Locate the batch ID you want to release.

3. Click the button in the worklist.

The DMR Release screen displays.

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4. On the right-hand side of the screen a window that displays the Metadata fields will
indicate what/if data is missing.

5. Enter any missing data in the required fields. e.g., document type field is blank enter the
document MR number/name.
6. Select the correct document type.

Note: When selecting visit ID using the search arrow, if the MRN has been selected the
visit list for that patient will display to select the correct visit.

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Note: when scanning a batch with multiple documents, users must ensure they apply
Metadata to each page that shows in the document window.
7. Once all fields have been entered correctly the following will display:

7.1 A tick will display next to the document window.

7.2 A message “All images appear to have complete data” will display above the
document window.

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8. Click the button.

9. Once the Release All button is selected the following will display:

9.1 The arrows will show an icon over the arrows to indicate unable to

edit. .
9.2 Padlock will display underneath the green arrow next to the thumbnail
document to indicate unable to edit.
9.3 A message All images appear to have complete data will display above the
thumbnail document window.
10. The Release and Delete buttons will show an icon over them to indicate unable to edit.

11. Click the red at the top right-hand corner of the screen to exit the release screen.
This will close the release screen and go back to the SDM Scanning Monitor worklist
screen.
Note: The approve stage is where documents are viewed for legibility, correct
orientation, correct MRN and Visit ID and to view the document to the record.

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Approve
Any documents scanned that have the following metadata captured the will go straight to the
Approve stage.
• Patient label with
o MRN Barcode and
o Visit Barcode.
• Document has a document type barcode.
Most Hospital generated Forms (MR) will have a document type barcode printed on them, if
documents do not have a document type barcode on them, it is recommended after scanning to
contact Medical Records to review the document for configuration.

To Start Approve:
1. With the SDM Scanning Monitor Worklist screen open
2. Find the batch number and click the button.

The approve window will display.

3. Check metadata of the document against the Document Meta-Data fields that display in
the approve window.

3.1 If not correct, modify the details by clicking the edit tool icon next to the
required incorrect field.

Note: For instructions on how to modify Metadata refer to the Delete Modify Change
metadata section of this user guide.

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4. Click on the document to open the document.

5. Click through all pages to ensure they are legible, in correct orientation and display in
the correct page number order.

6. If all documents display as expected, click the Exit button to return to the
approval screen.

7. Click the Approve this Document button.

8. A green ribbon will display to indicate document has been approved.

9. Click button to exit out of the approval screen.

The SDM Scanning Monitor worklist will display.

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10. The Batch number should no longer display in your list.

11. The batch is now missing from the worklist and documents have been sent to the record
in the EMR.

Note: To confirm documents have been successfully scanned to the patients record,
open SCM document view tab to confirm you can see the documents just scanned.

To check scanned documents

1. Log into Sunrise and select Clinical Application.
2. Search for the patient by using the Find Patient icon.
3. Select the correct visit and select OK to display the patient’s name in the Patient
Header.
4. Select the Document View Tab.
Note: Documents are displayed in various Visit Types yellow folders including Alerts,
and Unassigned Folders.
4. Click on the relevant Yellow Folder visit type i.e. Admissions.
5. Click the [+] to display all visit for the selected visit type.
6. The green visit folders display all documents, related to the specific visit. Details
included are the service date, Service, and location.
7. Click the [+] to expand and display the associated documents.
8. The yellow star indicates the user has not viewed a document during this logon
session.

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9. Click to select a document. This will display in the Preview pane on the right.

10. Click the arrow to view subsequent pages.

11. The Document name will appear grouped by document type e.g., referrals in, when
viewing docs in the Documents tab and documents will display as per the name
configured in SDM in the Documents View tab.

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Scanned Document Management

Deleting a document
Users that have the access to scan documents will have the access to delete a document during
the approve stage of SDM. (Sunrise Document Manager)
Users will only have the access to delete a document that the user has scanned. Any documents
needing to be deleted that have been scanned by another user will be completed by Medical
Record Staff.
Once documents have been approved and are visible in the Sunrise Document View Tab, a
document tweak must be submitted to request the deleting of a document.
Medical Record staff have the access to delete a document.

Pre-Requisites:
• Documents have been scanned in the SDM Capture application.
• Batch has been processed.
• Batch Number has been recorded for reference. (if Applicable)
• Documents have been released and are ready for Approval into Sunrise.
• SDM Scan Monitor Application is open.

1. Find the batch number previously scanned and released.

2. Click the button to open the approve screen.

3. To delete the document, highlight the document that needs to be deleted and click the

Trash Can button above the document.

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A Document Deletion window will display.

4. Users will need to submit a reason for deleting the document.
5. Click OK.

Document Deletion window displays.

A Message will display “The document has been successfully deleted. If the
document is needed it can be found in the trash node.”

6. Click OK.
This document will now display in the Trash folder.
Note: The Trash folder will only be visible for users that have Access to the SAH Super
User or DMR Scanning i.e. Medical Record staff.

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Modify a Document (Document Edit)

The Modify Document tool is used for modifying a document that is not displaying clearly in the
approve stage.
This function would mainly be used for the following:
• Page Orientation is wrong.
• Pages not displaying in correct order.
• Contrast or Brightness changes.
• Deleting Blank Pages.
All documents have been configured to display in the correct orientation. This should not be used
as a tool to manage document configuration. The manipulations tools should only be used if
users have scanned the document incorrectly.
It is recommended that if the document does not display as expected, users will need to delete
the document and rescan. When rescanning, users will need to confirm the documents are being
fed into the scanner the correct way and that the documents are in page number order. If after re
scanning, the documents are still not displaying as expected contact the Medical Records
Department to confirm that the document configuration is correct.

Change Page Order of Documents

Pre-Requisites:
• Documents have been scanned in the SDM Capture application.
• Batch has been processed.
• Batch Number has been recorded for reference.
• Documents have been released and are ready for Approval into Sunrise.

1. Open SDM Scan Monitor Application:

The SDM Scanning Monitor worklist will display.

2. Find the batch number previously scanned.
3. Click the button to open the approve screen.

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4. Select the document and Click the Modify Document button above the document.

The Document Editor window will display.

5. To move the order of the pages, highlight the page that needs to be moved.

6. Click the arrow up or arrow down button to move the highlighted page to the
correct order.

7. The order of the document has now changed.

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8. To save changes click the button.

The Manipulations panel will display a Document is currently saving message.

9. Once the document has finished saving the following message will display: Document
has completed saving.

10. To apply the changes, click the button.

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Document Orientation
Note: All documents have been configured to display in the correct orientation. This should not
be used as a tool to manage document configuration. The manipulations tools should only be
used if users have scanned the document incorrectly.
It is recommended that if the document does not display as expected, users will need to delete
the document and rescan. When rescanning, users will need to confirm the documents are being
fed into the scanner the correct way and that the documents are in page number order. If after
rescanning the documents are still not displaying as expected, contact the Medical Records
Department to confirm that the document configuration is correct.
Medical Record Department will advise if a tweak needs to be submitted on the document.

Pre-Requisites:
• Documents have been scanned in the SDM Capture application.
• Batch has been processed.
• Batch Number has been recorded for reference.
• Documents have been released and are ready for Approval into Sunrise.

1. Open SDM Scan Monitor Application:

The SDM Scanning Monitor worklist will display.

2. Find the batch number previously scanned.
3. Click the button to open the approve screen.

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4. Locate the document and Click the Modify Document button above the
document.

The Document Editor window will display.

5. Highlight the page that needs to be rotated so that the page is shown in the document
view window.

6. In the Manipulations panel, click the appropriate arrow icon to rotate the page
to the correct orientation.

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7. Once the page has been modified, click the button to save changes.

8. The Manipulations panel will display a “Document is currently saving” message.

9. Once the document has finished saving the following message will display: “Document
has completed saving”.

10. To apply the changes users will need to click the button.

This will return to the document Approve page.

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Note: the document will now show as Approved via the green ribbon displayed above the
thumb nail view.

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Adjusting Brightness or Contrast of the document

Note: This function can be used to adjust the quality of a scanned document. If adjusting the
documents brightness or contrast does not improve the quality of the document, contact Medical
Records for a Sign Off note to be added to indicate that the original document is of poor quality.
Refer to Sign Off section of this Functionality Guide for detailed instructions on how to add a sign
off.

Pre-Requisites:
• Documents have been scanned in the SDM Capture application.
• Batch has been processed.
• Batch Number has been recorded for reference.
• Documents have been released and are ready for Approval into Sunrise.

1. Open SDM Scan Monitor Application:

The SDM Scanning Monitor worklist will display.

2. Find the batch number previously scanned.

3. Click the button to open the approve screen.

4. Locate the document and click the Modify this Document button above the
document.

The Document Editor window displays.

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5. Highlight the page that needs to be adjusted.

6. In the Manipulations panel, select either Brightness or Contrast to adjust the image.

7. Once the image has been modified to a clearer image, click the button to
save the changes.

8. The Manipulations panel will display a “Document is currently saving” message.

9. Once the document has finished saving the following message will display: Document
has completed saving.

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10. To apply the changes, click the button.

This will return to the document Approve page.

Note: the document will now show as Approved via the green ribbon displayed above
the thumb nail view.

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Change Metadata (MRN, Visit ID or Document type)

Any documents scanned that have all the following metadata applied will go straight to the
Approve stage.
• Patient label with
o MRN Barcode and
o Visit Barcode.
• Document has a document type barcode.
Most Hospital generated Forms (MR) will have a document type barcode printed on them, if
documents do not have a document type barcode on them, it is recommended after scanning to
contact Medical Records for them to review the document for configuration.

Change MRN
Documents will enter the Release pathway if during scanning, mandatory Metadata is not
automatically collected.
MRN metadata will be captured during the release stage of scanning. MRN can be changed in
the approve stage before document is visible in the EMR.
It is only recommended to update the MRN in the approve stage if it was captured incorrectly
during the release stage.

Pre-Requisites:
• Documents have been scanned in the SDM Capture application.
• Batch has been processed.
• Batch Number has been recorded for reference.
• Documents have been released and are ready for Approval into Sunrise.

1. Open SDM Scan Monitor Application:

The SDM Scanning Monitor worklist will display.

2. Find the batch number previously scanned.
3. Click the button to open the approve screen.

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4. In the Document Meta-Data section click the Pencil button next to URN/Record
Identifier.

Find Patient window will display.

5. Type in the correct URN and select Search.

The Patient and Episode Search window will display.

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6. Select the MRN and visit date the document needs to be moved to and click the
tick button.

Note: When viewing the Patient and Episode Search screen, users can apply filters to
each column header for a customised grouping.
7. The new MRN will display in the URN/Record Identifier field.

8. Click Save to confirm details.

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Change Separation ID (Visit ID)

Documents will enter the Release pathway if during scanning, mandatory Metadata is not
automatically collected.
Visit ID metadata will be captured during the release stage of scanning. Visit ID can be changed
in the approve stage before document is visible in the EMR.
It is only recommended to update the visit ID in the approve stage if it was captured incorrectly
during the release stage.

Pre-Requisites:
• Documents have been scanned in the SDM Capture application.
• Batch has been processed.
• Batch Number has been recorded for reference.
• Documents have been released and are ready for Approval into Sunrise.

1. Open SDM Scan Monitor Application:

The SDM Scanning Monitor worklist will display.

2. Find the batch number previously scanned.
3. Click the button to open the approve screen.

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4. In the Document Meta-data section click the pencil button next to Separation ID.

The Patient and Episode Search window will display.

5. Select the visit date the document needs to be moved to and click the
button.

Note: When viewing the Patient and Episode Search screen, users can apply filters to
each column header for a customised grouping.

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The new visit details will display in the SAH Medical Record document window.

6. Click to confirm changes.

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Change Document Type

Documents will enter the Release pathway if during scanning, mandatory Metadata is not
automatically collected.
Document type metadata will be captured during the release stage of scanning. Document type
can be changed in the approve stage before document is visible in the EMR.
It is only recommended to update the document type in the approve stage if it was captured
incorrectly during the release stage.

Pre-Requisites:
• Documents have been scanned in the SDM Capture application.
• Batch has been processed.
• Batch Number has been recorded for reference.
• Documents have been released and are ready for Approval into Sunrise.
• Physical documents are present.

1. Open SDM Scan Monitor Application:

The SDM Scanning Monitor worklist will display.

2. Find the batch number previously scanned.
3. Click the button to open the approve screen.

4. In the Document Meta-data section click the pencil button next to the Document
Type Code.

The EMR Document Types window displays.

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5. Start typing the name of the document to be changed to in the free text field.
A dropdown list will display when users start typing.

6. Select the document type from the list and click the button.

7. The New Document Type will display in the Document Type Code field.

8. Click to confirm changes.

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Submitting a Tweak in SCM Document View tab

If users notice an issue with a scanned document, a tweak can be raised in the SCM Document
View tab when viewing documents.

Pre-Requisites:
• Documents have been scanned and approved.
• Open Sunrise Clinical Manager [SCM].
• Select the Clinical application.
• Ensure the patient header is displaying the correct patient.
• Document is displayed in the Document View tab.

1. Click the Document Action button.

The All BOSSnet EMR Centric Components window displays to the DMR Document
Tweaks icons.

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2. Click the DMR Document Tweaks icon.

2.1 Two options will display,
• Recently Used will show if you have previously raised a tweak.
• All Options can be used for any scenario.
Note: The tweak process will not change from either option.

The DMR Document Tweaks window displays.

3. Tick the box for the applicable reason for the tweak.

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4. Type in an explanation of submission in the Provide some further information field.

5. Once reason and explanation for Tweak has been completed click the

button.
The tweak has successfully been submitted.
Medical Record Staff will monitor the tweaks worklist and action accordingly.
6. If the tweak request is urgent, after submitting the tweak, a follow up phone call to
medical records will be required.

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Multimedia Uploader
Users that have access can upload multimedia directly to the patient record without the need to
scan the document via a separate application.
Important: if users have selected a folder within the document view tab and perform a multimedia
upload, an alert will appear indicating that the upload is not going to the same visit that is in
context in the patient header.
Review and confirm the correct visit by selecting the CONFIRM or SWITCH TO THIS button(s) in
the Multimedia window.

Pre - Requisites for multimedia upload

• Open Sunrise Clinical Manager [SCM].
• Select the Clinical application.
• Ensure the patient header is displaying the correct patient.
• Ensure correct visit date is selected in the document view tab.
• Multimedia file is saved on the PC ready for upload. (i.e. shared drive, email attachment)
• Multimedia file is a compatible file type:
o PDF Adobe Portable Document Format
o JPEG, BMP, GIF, TIF, TIFF, EXIF, JFIF – Image types
o Wav – Audio File
o Avi – Video
o DOC, RTF, DOCX – MS Word/Text files

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1. Find Patient in SCM Clinical Application and bring relevant visit into context.

2. Click on Document View tab.

3. Click Star button at top right of screen.

The All BOSSnet User Components window displays to the Multimedia Uploader icons.
4. Click the Multimedia Uploader Icon.

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Note: If the Multimedia Uploader Icon does not display, this indicates you do not have
access to upload multimedia files. Speak to your site Medical Record Management to
obtain access.
The Document View Document Viewer window displays.
5. Select the document type the file will be saved to.
5.1 In the document details field enter the document Details i.e. name of document or
document type and select the correct document name from the drop-down list.
5.2 In the Document Date field select the date the document was generated.

6. Click button to upload the required file from the PC. (i.e., Shared drive,
email attachment)

Note: if the upload Icon is greyed out, confirm Document Details, Document Date and
file location fields have been populated, then the Upload Icon will become available.

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7. Click the button.

The Completing Component window will display.

8. When the Green Tick 100% ribbon is displayed, the document has been added to the
medical record.

9. Click button to close this window.

The screen will return to the upload document window.

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10. Click the red button to exit back to the Document View tab.
11. The document will now display in the visit that it was uploaded to.

Note: the upload may take a few minutes to come across to the Document View tab.

If after 5 minutes the document, which was uploaded, does not display, contact the
CSSC for assistance.

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Sign Off comments on Scanned Documents

For documents that require a comment to be added to alert users that the original copy is a poor
copy, a sign off comment needs to be added. Medical Record Staff are authorised to add a sign
off comment to a scanned document.
If users identify in the SCM document view tab that a document is not clear and appears illegible,
contact the Medical Record Department to add a sign off comment.
Add a Sign off comment on a Scanned Document

Pre - Requisites:
• Documents have been scanned and approved.
• Open Sunrise Clinical Manager [SCM].
• Select the Clinical application.
• Ensure the patient header is displaying the correct patient.
• Document is displayed in the Document View tab.

1. Click the Sign Off on this document button.

The Sign Off window will display.

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2. Click the Document comments radio button.

A Comment pop-up window will display.

3. Enter a comment in the pop-up window describing the issue with the document. i.e.,
original document is a fax copy and is very dark, unable to modify any further.

4. Click the OK button.

The Sign Off window will disappear and return to the document view window.

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View a Sign Off comment on a Scanned Document

Information for a document that has a sign off comment added can be accessed in the SCM
Document View tab.

Pre-Requisites:
• Documents have been scanned and approved.
• Open Sunrise Clinical Manager [SCM].
• Select the Clinical application.
• Ensure the patient header is displaying the correct patient.
• Document is displayed in the Document View tab.

1. Click on the Document Information button

The Document Metadata window displays.
2. Users will be able to review the Sign Off comment in this window.

Note: The Sign- Off Events section will show time and date of sign off comment, User
who added Sign off comment and description of comment.

3. Once the Sign Off comment has been reviewed click the exit button to return to the
Document View tab.

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Create a zClerical Visit.

In the electronic record, the zClerical visit will function as the Correspondence section. Only one
zClerical visit per calendar year (1st January to 31st December) is to be created per patient, per
campus.
A zClerical visit should only be created for:
• Documents that are received for a patient that require scanning and does not have a
visit or are general in nature and do not relate to the patients existing visit.
• A precaution is required to be added to the patient record.
• Scanning of a triaged referral after being placed on an Outpatient wait list where no
Outpatient visit has been created yet. If an Outpatient visit has been created, scan to the
relevant visit, there is no requirement to create a zClerical visit.
Refer to the zClerical Workflow document for further information.

Pre-Requisites:
• Registration Application open.
• Patient has been registered in Sunrise PAS & EMR and has a site MRN (refer to
Register Patient User Guide).

1. Click the Find Patient icon.

Important: It is a requirement to perform an EMPI search before creating a zClerical

visit.
Find patient window display.
1.1 Enter the patient’s LAST NAME, FIRST NAME and DOB; OR
1.2 Enter the site MRN in the ID field.

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2. Click the Search button.

3. Review the search results, confirm the available information, and identify the correct
patient.
4. Click on the patient’s name to highlight.
5. Click Show Visits button - this button will be enabled if the patient has any visits in
Sunrise. If it is not enabled, click Create New Visit.

The Show Visits window displays.

6. Check if a zClerical visit for the current year already exists for the patient at the campus.
Note: Click the Visit Type column to sort by visit type and look for the zClerical visit.
6.1 If a zClerical visit exists for the year dated on the document, DO NOT create
another visit. Select the existing zClerical visit for the appropriate campus and
year.
6.2 If there is NO zClerical visit for the current year or year dated on the document
(for the site/campus), one will need to be created.
7. Click Create New Visit button.

Note: A zClerical visit cannot be created for a current inpatient.

The Visit Criteria window displays.

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8. Facility will default to your facility.

9. Visit Type: Select zClerical.
10. Visit Date: Change the date to 01-01-yyyy (year dated on document).
11. Visit Time: Change the time to: 00:01.
12. Visit Status: The Visit Status displays as Adm/Arr (admitted).

13. Click OK.

The Demographics window displays.
14. Review and update any information in the following tabs:
14.1 Patient Demographics.
14.2 Patient Supplemental.
14.3 GP Details.
14.4 Contacts/Directive.
14.5 Insurance.
Important: No insurance is to be copied to the visit level for zClerical Visits.
Visit Demographics tab.
15. Care Level: Select zClerical.
16. Service: Select zClerical.
Note: Reason for Visit: The Health Issue will auto populate on completion of the visit.
e.g., QEH zClerical 2023

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Location tab

17. In the Assigned panel, click the ellipsis button in the New Location field.
The Location Search window displays.
18. From the Unit drop-down, select the site’s zClerical location (e.g., QEH-zClerical).
19. Double-click Search button.
20. Select the zClerical location for the hospital (e.g., QEH-zClerical).

21. Click OK.

Returns to the Location tab.

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Forms tab
22. A Facesheet may not print for this zClerical visit, depending on selected site.
Note: If required, you can print these documents from the Print Reports icon.
23. To finalise the zClerical Visit, click OK.

Note: A zClerical visit will automatically discharge after 24 hours.

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Scanning, Revoking and Superseding an Advanced Care Directive or

Plan

Scanning an Advanced Care Directive/Advanced Care Plan

To record an Advanced Care Directive (ACD) /Advanced Care Plan (ACP) in Sunrise EMR &
PAS, the Patient Supplemental tab, Contacts/Directive tab, and Problem List are to be
updated to meet the Advance Care Directive legislation introduced in July 2014.
Copy of the original certified copy of the Advanced Care Directive, or Advanced Care Plan are
required to be scanned into the patient’s record and filed into the Temporary Folder.
Note: For detailed instruction on how to Record an Advanced Care Directive Refer to the
following Functionality Guides
• Advance Care Directive and Plans Functionality Guide
• Admission to Discharge Functionality Guide

Pre- Requisites:
• Patient has an ACD/ACP form.
• Clinical Application is open.
• Patient is selected and visible in the Patient Header.

Steps to Scan Advance Care Directive

Check SCM document view tab to see if the Advance Care Directive is already in the system,
check dates of the document to confirm the most up to date document is being scanned.
• If updated document exists in the SCM document view tab, DO NOT SCAN, return the
ACD/ACP back to the patient (or family member).
Scan the ACD into the DMR Capture Application (for detailed instructions on how to scan refer
to: scanning section in this guide)
Note: Use Multipage Booklet capture method for scanning ACD/ACP.
Take note of the batch ID once the document has been processed.

1. Click the button to open the SDM monitor page.

Locate the batch ID the ACD was scanned to.

2. Click the button in the worklist.

The DMR Release screen will display.

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3. Enter all mandatory metadata in the Metadata Fields:

• MRN
• VISIT Number
• Document Type
• Date of Document (this must be the date written on the ACD)

4. Click the button.

5. Click the red button at the top right-hand corner of the screen to exit this window.
This will return to the SDM Scanning Monitor worklist screen.
Important: During the release stage ensure that the mandatory date field is entered with
the date the document was signed.

6. Find the batch number you have just released and click the button.

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Note: The ribbon above the document Is now highlighted pink and displays as Not
Approved.

7. Click the Approve this Document icon.

Note: The ribbon above the document Is now highlighted green and displays as
Approved.

8. Once approval is complete, open the SCM application and check in the Document View
tab to ensure document is visible in the Alerts folder.

9. File the Paper Copy in the Temporary Folder in front of all other documents.

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Revoked Scanned Advanced Care Directive/Advanced Care Plan

If an existing Advanced Care Directive (ACD) or Advanced Care Plan (ACP) is to be revoked,
and no new ACD/ACP is in place, the Patient Supplemental tab, Contacts/Directive tabs, and
Problem List are to be updated or removed.
If the patient has an updated ACD/ACP, refer to the Superseding – Advanced Care Directives
and Plans User Guide.
Note: For detailed information regarding how to Revoke an Advance Care Directive or Advanced
Care Plan ACD/ACP refer to the following User Guides:
• Advance Care Directive and Plans Functionality Guide.
• Admission to Discharge Functionality Guide.

Pre-Requisites:
• Patient has an existing ACD/ACP recorded.
• Clinical Application is open.
• Patient is selected and visible in the Patient Header.
• ACD/ACP is scanned and visible in the SCM Document View tab.
Important: To have the ACD/ACP that has been revoked and moved from the Alerts Folder to the
Legal folder as an Inactive Advance Care Directive in the Documents View tab, a Tweak on the
document will need to be raised. Medical Record Department staff can move a document from
one folder to another.
For any queries regarding how to revoke a document or how to lodge a Tweak, contact the site
Medical Record Department.

Steps to move scanned ACD/ACP from the SCM Document View tab Alerts folder.
1. In the SCM Document View tab, open the Alerts folder to display list of documents.

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2. Highlight the Advance Care Directive Form with the oldest document date.
Advanced Care Directive form will open and display in the Document View window.

3. Click the Document Action Button.

4. Click the DMR Documents Tweaks icon.

Note: Select either of the DMR Document Tweak boxes to submit a tweak.
The DMR Documents Tweaks window will display.

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5. In the type of tweak requested window, select other option and in the Provide further
information window add details of the document that needs to be superseded including
document date.
i.e. ACD has been revoked, please reindex to the Inactive –ACD-ACP-LEGAL document
type. enter the date of the updated revoked ACD/ACP.

6. Click the Submit Referral button.

The SCM Document View tab will display.

7. Contact the Medical Record Department to advise of an ACD that needs to be actioned.

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Superseding a scanned Advance Care Directive (ACD) or Advance Care Plan

(ACP).

If an existing Advanced Care Directive (ACD) / Advanced Care Plan (ACP) is superseded, the
Patient Supplemental tab, Contacts/Directive tab, and Problem List are to be updated to
reflect the changes, and the previous scanned document moved to the Inactive ACD folder.
Copy of the original certified copy of the Advanced Care Directive, or Advanced Care Plan are
required to be scanned into the patient’s record and filed into the Temporary Folder.
If the patient does not have another ACD/ACP and would like to revoke the current ACD/ACP,
refer to the Revoking – Advanced Care Directives and Plans User Guide.
Note: For detailed information regarding how to supersede an Advance Care Directive or
Advanced Care Plan ACD/ACP refer to the following Sunrise Functionality Guide Guides:
• Advance care Directive and Plans Functionality Guide.
• Admission to Discharge Functionality Guide.

Pre-Requisites:
• Patient has an existing ACD/ACP recorded in Sunrise EMR.
• Clinical Application open.
• Patient is selected and visible in the Patient Header.

Steps to Supersede Advance Care Directives and Plans:

1. Update ACD/ACP details in the Patient Supplemental tab.
2. Add/Update Substitute Decision Maker Contact Type.
3. Update an ACD/ACP from the Problem List.
4. Copy, Scan and File the current ACD/ACP in the Temporary Folder.

Important: To have the ACD/ACP that has been superseded moved from the Alerts
Folder in the Documents view tab, a Tweak on the document will need to be raised.

Steps to Supersede scanned ACD/ACP from the SCM Document View Tab Alerts folder.
1. Scan the updated ACD into the DMR Capture Application and approve the document to
be visible in the Document View tab in Sunrise EMR.
Note: for detailed instructions on how to scan an ACD/ACP refer to the Scan an
Advanced Care Directive (ACD) /Advance Care Plan (ACP) section of this user guide.
Important: During the release stage ensure that the mandatory date field is entered with
the date the updated document was signed.
2. Once approval is complete, open the SCM application and check in the documents view
tab to ensure both documents are visible in the Alerts folder.

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3. Highlight the Document that needs to be Superseded.

Note: this should be the document with the oldest date entered.

4. Click on the Document Action Button.

The Document Action window displays.

5. Click the DMR Documents Tweaks icon.

Note: Select either of the DMR Document Tweaks boxes to submit a tweak.
The DMR Document Tweaks window will display.

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6. In the type of tweak requested window select other option and in the Provide further
information window add details of the document that needs to be superseded including
document date.
i.e. ACD has been superseded, please reindex to the Inactive –ACD-ACP-LEGAL
document type. enter the date of the update ACD/ACP.

7. Click the Submit Referral button.

The SCM Document View tab will display.

8. Contact the Medical Records department to advise of an ACD that needs to be actioned.

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Action a tweak submitted on an ACD/ACP

Only Medical Record Staff have the access to update metadata on an approved document in the
SCM Document View tab.
Pre-Requisites:
• Patient has an existing ACD/ACP recorded.
• Clinical Application open.
• Patient is selected and visible in the Patient Header.
• ACD/ACP is scanned and visible in the SCM Document View tab.
• Tweak has been submitted by user.

Steps for actioning a tweak.

Important: If an ACD exists in the Patient record for another site and needs to be revoked
or updated, contact that sites Medical Record Department for advice on further action.
1. Locate the ACD’s in the alerts folder.
2. Highlight the document you need to supersede /change metadata.
Important: when superseding an ACD, select the ACD with the oldest date to be
actioned.

3. Click the metadata button.

The Document Meta-Data window now displays.

To change the metadata to inactive ACD:

1. Select the pencil button for Document type code.

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2. In the Search field highlight the INACTIVE ACD-ACP-LEGAL –INACTIVE –ACD-ACP-

LEGAL (ACD) document type.
Note: check the date on the Document Date field matches the date on the ACD that is
being superseded.

3. Click the Select button.

4. The document type should now show the updated doc type, check the date on the
Document Date field matches the date on the ACD that is being superseded.

5. Click the Save button to save change.

The Inactive ACD will now show in the Legal folder.

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6. Open the folder to ensure the previous document is shown in this folder.

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Bulk Export of Documents from Records Access

Exporting documents from Sunrise EMR is recommended to be done within the Medical Record
Department using the SDM Records Access application. For any assistance for access to the
SDM Records Access icon please speak to the site Medical Record Department.
1. Click on the Records Access icon from the desktop.

Note: search by patient MRN or click on the Advanced Search option to search by last
name, first name.
2. Enter the patient MRN and click Search.

Or –
3. Select Advanced Search and click Search.

A Single Patient Search window displays.

4. Search by last name, first name and DOB, click Search.

The advance search results window displays.

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5. Select the applicable MRN for your site and click Select.

6. Click Search

7. Select the patient for the appropriate facility from search results by selecting View All.

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8. Select the print icon.

The Bulk Record Export window displays.

Identifying Scanned Documents
9. The Document Types section displays a list of scanned and structured notes; scanned
documents can be identified with a site abbreviation in the bracketed form details. i.e.
(RAHASSE300025)
Note: Printing of structure notes (Documents), Vital Signs & Intake Output are best
printed from SCM in print report>Medical Record and Coding select one of the reports to
print the Entire Visit Record.
Printing Scanned Documents only
10. From the Document Types section tick the boxes for scanned documents; avoid
selecting any documents containing SAHSCM as these are structured notes.
11. Select the following parameters:
11.1 From the Export structure field select DMR Scanning.
11.2 From the Location field select the required site, this will display all visits at that
site (NOTE: you can only print for your site your PC is facing).
11.3 Make changes to the Document Watermark settings if required.
12. Click Bulk Print Parameters.

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13. A red ribbon will appear for any active tweaks or unassigned documents - click Begin
Export.

14. Once the Export is complete the Component window display at 100% complete.
15. Select Continue.

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16. To open the exported file, click Open.

The folders for each visit type displays including the trash folder.
17. Double click on the applicable folder type.

18. Double click to select the required file.

19. Double click the Content folder to view the PDF Documents for that visit type.

20. The PDF Documents are listed and can be printed or forwarded on to requesting parties.

21. Click on the zip file (in file path at the top) to return to the other visit types.

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Printing exported documents as a PDF

1. Open the applicable document.

2. Select the Print icon.

3. Select the Printer location and click Print.

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Viewing Documents in the Sunrise Document View Tab

It is recommended that scanned and structured documents are viewed in Sunrise within the
Document View tab. The Documents are displayed as the name on the form & Structured note
i.e. Request for Admission MR 70.
The Document View tab will display all visits that contain structured notes or scanned
document/s from all active Sunrise sites within the appropriate node (folder).

This will enable clinicians to have a comprehensive view of patient care from other Sunrise sites
all in the one tab.

The document view tab will display documents like the hard copy paper Medical Record.

Each document that is scanned will have a patient label applied. Each label will contain 2
barcodes for the patient MRN and Visit ID. This will ensure the metadata for the patient is
captured and scanned to the correct patient visit.
Documents are displayed in various yellow folders including Alerts, Consents, Visit Types and
Unassigned Folders.

1. Click the [+] to expand the folder.

Note: The green visit folders display all structured notes or scanned document/s,
related to the specific visit selected. Details included are the ADM Date, Site, Service,
and Location.

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2. Click the [+] to expand the green folder.

Note: this will display the associated documents to this visit.

3. The yellow star indicates the user has not viewed a document during this logon
session.
All folder/s are configured to only display if the patient has structured notes or scanned
document/s, i.e., if the patient has never had an Outpatient Appointment visit this folder
will not display.
• Alert folder: only display if the patient has any documentation mapped as an
alert.
• Admissions folder: displays all Inpatient visits across Sunrise sites.
• Emergency folder: displays all ED visits across Sunrise sites.
• Outpatient folder: displays all OP Apt visits in a flatten view, OP folder has
sub folders for each overarching service.
• Consents folder: displays if the patient has any documentation mapped as a
consent.
• Correspondence folder: displays any scanned correspondence / Referral in
or out of the hospital has been mapped to Correspondence.
• Incoming referrals: that don’t have a relating visit will be scanned to a
zClerical visit and will appear in the referral in sub folder of the
correspondence folder.
4. Select and highlight the document to view.
The Document View window displays the selected document.

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To view the document in full screen and enhance the quality of the document.
5. Click anywhere within the image of the document or select the expand page icon in the
menu above the document.

The Document View Document Viewer window will display.

6. The page icons will alter the view of the documents. For detailed description of what
each icon does, hover the mouse over the icon to display the description.

7. Click the red to exit Document View Document Viewer window.

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Viewing Multiple Documents in Sunrise Document View tab

Users can open and view multiple scanned and structured documents simultaneously within the
Sunrise Clinical Application.
Steps to open multiple documents.
1. Find and highlight the first document to review.

Above the document window the following icons display.

2. Select the first icon to change the view from
2.1. single view

2.2. multiple view.

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3. In the display window click the document to open in the Document View Document
Viewer window
Document View Document Viewer will display in a separate window.

4. Move the Document View Document Viewer window to another screen to view
simultaneously with the Sunrise Clinical application.
5. Click back to the Document View tab.
6. Select and highlight the second document to review.
7. In the display window click the document to open in the Document View Document
Viewer window.
Document View Document Viewer will display.
Now both documents are open to view multiple documents simultaneously side by side.

Note: Users can open both scanned and structured notes at the same time, there is no
limit to the number of documents that can be opened at the same time.
Important: Once completed viewing the documents that each document window will
need to be closed using the red icon to ensure all documents have been closed.

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Document search filters

In the search field above the Document list window, enter a keyword or the name of the
document to return results either containing the search term or the name of the document.
• Document Name: Searches for the exact name of the document
• Folder Name: Searches for the sub folder within the Outpatient folder
• Content of the document contains: Searches all documents that contains the name
entered in the filter.

After selecting Content of document contains:

Important: When a search filter has been applied remember to clear the filter by clicking the X in
the document search field.

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Flattened Documents List view

Flattened documents list view will display the documents in date order with the most recent date
at the top of the list.
To scroll through these documents users can either use the mouse and click on each document
or users can use the page icons at the bottom of the document view window.
To change the document list view:
1. Select View the tree flattened icon.

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Filters in Document View Tab

Filters can be applied, to search for specific types of documents within a patient record.

Filter Icons Icon Name Description

Summary Notes Displays discharge summary documents

Anaes Chart Shows any anaesthetic scanned documents

Progress Notes Shows any structured or scanned progress notes

Results Displays any scanned non interfaced results

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Advanced Filters
The Advanced Filters option provides user with the ability to search for documents from a
specific date range and document type.
1. Date Range fields enter the relevant dates to search for documents.
2. Document Type field will list the documents that have been scanned to the MRN,
Note: users can scroll through the list or type in the text box field the document name to
search for a specific document.

3. Select the tick box to return the search options.

Note: Documents header will display number of documents found in the search results
4. Select the [+] icon to open the folder to display searched document.

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5. Select and highlight the document to view.

6. Select the X icon to clear the advanced filters.

Note: this will not clear the filters it will only clear the search results to clear the filters
click out of the document view tab, click refresh and then click back into the document
view tab.

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Document Tweaks
When users identify an error or issue with a scanned document in the SDM Document view tab a
Document tweak will need to be submitted to alert the Medical Record Department of the issue.
The Medical Record staff have access to the Sunrise Document Manager Document Tweak
worklist for all users to monitor Tweaks raised and amend any changes required on documents.
Users will have access to the Sunrise Document Manager Document Tweaks Icon and will be
able to see the Tweaks that they have submitted. It is recommended that users regularly monitor
their own Tweaks list to see the status of Tweaks raised.
Refer to Sunrise Document Manager Functionality Guide: Submitting a Tweak in SDM
Document View tab section for detailed instructions on how to submit a Tweak.

Action a Tweak
1. Open the Sunrise Document Manager Document Tweaks Icon. (ORANGE icon on
desktop)

The Tweaks worklist will display.

2. Click on the DMR Document Tweaks icon to open report.

3. Starting at the top the Pending Change Requests list, click on the review button
to open the tweak.

The Document Tweak displays.

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4. Review the reason the document had the Tweak raised.

5. To open the document to make any changes click anywhere within the document image.
This will open the DMR view window and open the document that had the tweak
submitted.
6. Make any necessary changes to the document using the icons displayed above the
document.
Note: if the document is displaying with an incorrect Patient label, locate the original
document, delete the incorrectly labelled document and re scan the document to the
correct patient.

7. Once changes have been made on the document click on the exit button (top
right).

The Document Tweak window displays.

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8. Click on the completed button to indicate the tweak has been actioned.

The Document Tweak list will display.

9. The actioned tweak will no longer display in the Pending Change Requests list but will
be displayed in the Actioned Requests list.

Note: Once Reviewed and actioned Tweaks are complete, Medical Records will not
advise the user that submitted the Tweak of the status.

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Rejecting a Tweak
Document Tweaks are raised by users when an issue with a scanned document is identified.
Users will have access to the Sunrise Document Manager Document Tweaks Icon and will be
able to see the Tweaks that they have submitted. It is recommended that users regularly monitor
their own Tweaks list to see the status of Tweaks raised.
Medical Record Staff after reviewing a Tweak raised have the access to reject a Tweak if no
amendments need to be made to the document.
To Reject a Tweak:
1. Click on the Sunrise Document Manager Document Tweaks Icon.

The Tweaks worklist displays.

2. Click on the DMR Document Tweaks icon to open report.

3. Starting at the top the Pending Change Requests list, click on the review button
to open the tweak.

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4. Review the reason the document had the Tweak raised.

To open the document, click anywhere within the document image.
This will open the DMR view window and open the document that had the tweak
submitted.

5. Review the document and ensure the document is displaying and has been configured
correctly.
6. After reviewing and confirming the document does not require modification, click on the

exit button.

The document tweak window will display.

7. Click on the Reject button to indicate the tweak has been rejected.
The Change Rejection window displays.
8. Enter a Change Rejection reason in the pop-up window.
9. Click OK to return to the Document Tweak list.

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10. The rejected tweak will no longer display in the Pending Change Requests list and will
be displayed in the Requests Rejected list.

11. The Tweak has been successfully rejected.

Note: Once Reviewed and actioned Tweaks are complete, Medical Records will not
advise the user that submitted the Tweak of the status.

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Manager, Medical Records or Patient Master Index (PMI)

Coordinators ONLY
EMPI Enterprise Viewer - Searching for a Medical Record Number /
Registration
It is important to always search for a patient MRN via the EMPI Enterprise Viewer.

The Enterprise Viewer is accessed from the Internet to establish whether the patient has an
existing site/Facility MRN. Always search the EMPI database prior to Merging duplicate MRN’s.

New User access will be arranged with the Registry Integrity Unit (RIU) for administrative staff to
access the Enterprise Viewer. RIU also provide the EMPI Enterprise Viewer User Guide
document to new users and are also available for any questions or clarification if required.
This is the link to the Enterprise Viewer:
IBM® Initiate® Enterprise Viewer
Username: Enter your HAD Login ID.
Password: Enter your HAD Password.

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Complete an EMPI search with patient demographic information

1. Enter the patient Last Name, First Name, (Middle Name if known) and Date of Birth.
2. In the Composite View field select from the drop-down CV to meet SAH requirements.
3. Click Search

4. Select the applicable patient from the returned list of results by ticking the tick-box.
5. Click the View Detail button.

6. Check if patient has an existing site/Facility MRN in the Source ID field.

Note: From the Source ID if the patient displays with more than 1 MRN for the site/
Facility this will require an investagtion for merging.

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EMPI Search by source ID (MRN)

This search can search by patient MRN or SA Health EMPI Enterprise ID (EID)
1. Select Retrieve top left-hand corner of the screen.
2. Source: select Site from drop down.
3. Source ID: field enter MRN.
4. Composite View: select CV to meet SAH requirements. from drop down.
5. Entity View: Defaults to Patient.
6. Click the Retrieve button.

The patients’ records will display from Multiple sites.

Note: The record for each SAH site/Facility will display the date, time stamp and user
details of the recent changes in the Last Demographic Update field.
Important: Searching by MRN will not display a duplicate if it has a different Enterprise
ID

Note: From the Source ID if the patient displays with more than 1 MRN for the site/
Facility this will require an investagtion for merging.

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DHSA – Production SQL Server Reporting Services

New User access will need to be a member of G-HAD-ROL-EMPI-PROD Read.
This is arranged through the CSSC for the appropriate administrative staff to access the DHSA –
Production SQL Server Reporting Services. RIU also available for any questions or clarification if
required.
http://reportingservices.had.sa.gov.au/Reports/browse/EMPI

Same Site Duplicate Report

SameSiteDuplicates - SQL Server Reporting Services (had.sa.gov.au)
Report can be run daily to ensure the site is aware of the duplicate registration created at the
site.
The medical record manager from site will need to complete the eworkflow email the Registry
Integrity Unit (RIU) dlhealthregistryintegrityunitempi@sa.gov.au for new administrative staff to
have access to the HAS – Production SQL Server Reporting Services.
RIU also available for any questions or clarification if required.

Medicare Verification Link

http://hltesxvmw001/patientverifygateway/

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Merge Medical Record Numbers (MRN)

For Medical Records Managers or PMI Co-ordinator only
Merging MRN’s occurs when it is identified that two MRN’s are created for the same patient.
Merging MRN’s will also merge clinical information and cannot be unmerged by site staff. MRN’s
that have been merged in error, contact the CSSC as soon as possible.

Important:
• DO NOT merge a currently admitted Inpatient, Waitlist IP, or ED visit at any site, MRN
merges should be performed only after all visits are discharged.
• Communicate all MRN merges to downstream systems (EPLIS, ESMI and OACIS) to
ensure that demographic and clinical information/results is recorded for the correct
MRN.
• Liaise with the Registry Integrity Unit and access the Enterprise viewer to assist in
identifying the correct patient MRN. The Enterprise viewer will display EMPI patient
registration data and changes by all sites.

Warning: Merging current Inpatient / ED visits causes issues not only in Sunrise but with
downstream systems, effectively disjointing the patient from any returned results or
reports due to the change of identifier.

Merging MRN’s will also merge any visits, orders, and documentation (including scanned
documents) to the same patient, as well as merging the MRN’s in the Sunrise Records Tracker
Application (SRT) (Applicable to site with SRT).

When merging MRN’s it is important to always merge FROM the new Sunrise generated MRN
TO the existing legacy site MRN (if one exists) as this will alert staff that a hard copy medical
record may exist for the patient.
Prior to commencing the merging process, when the patient is identified with duplicate MRN’s, it
is important to identify which MRN will be the Surviving MRN and which MRN will be Non-
Surviving MRN.

If more than 20 visits exist on the Non-Surviving MRN, Move the extra Visits prior to merging
MRN’s. Refer to Move a Visit section in this document.

Outcome: The Surviving MRN is the MRN that will continue in Sunrise. The Non-Surviving MRN
is the MRN that will be discontinued.

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Checklist to complete MRN merges

Recommend Opening two Sunrise application so they can be side by side and you can
check all demographics are matching.
Open a word document to save screen shot.
1. Identify the patient MRN’s that require merging.
2. Ensure Patient is not still admitted at any site (Both MRNs must be discharged)
3. If more than 20 visits exist on the Non-Surviving MRN, Move the extra Visits prior to
merging to the surviving MRN.
4. Verify both the Surviving and Non-Surviving MRN’s demographics are up to date by
performing an EMPI viewer search of the patient.
5. Update the patient demographics on the Surviving MRN and the Non-Surviving MRN to
match.
5.1. Other ID’s (Take screen shot to update the surviving MRN with the NON surviving
Other IDs if they don’t come across in the merge)
5.2. Other Names (Take screen shot to update the surviving MRN with the NON
surviving Other names if they don’t come across in the merge)
6. Check the Visit History of Surviving and Non-Surviving MRN (Take screen shots).
7. Check the location history of the Surviving and Non-Surviving MRN (Take screen shots
and paste on a separate Word document for future reference).
8. Check for any Scanned Documents on the Non-Surviving MRN (Bulk export all
Documents from Document view tab from Non-Surviving MRN
9. Ensure all paper medical records are tracked to the PMI/PAS Coordinators desk (screen
shot both tracking screens, this is to ensure all tracking history from the Non-Surviving
MRN is captured).
10. Check for Waitlist & Referral hyperlinks in the Non-Surviving Patient Header, these will
need to be removed and unlinked prior to merge.
11. Once all screen shots have been captured and all Patient Demographics match, proceed
to Merge the MRN.
12. After merging MRN’s, check all information captured in screen shots has merged
correctly including SRT tracking.
13. Verify both the Surviving and Non-Surviving MRNs by performing an EMPI search of the
patient.
14. Downstream system administrators (EPLIS, ESMI and OACIS) must also be informed of
the Medical Record Number change.
OACISDataQuality@bensonradiology.com.au
Health.RIU@sa.gov.au
DLHealthSAPathologyAutoLabsRAHDataEntrySeniorStaff@sa.gov.au
Health.SAPathologyAutomatedDataManagementTeam@sa.gov.au
health.SAMIsupportTeam@sa.gov.au

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Step 1 Perform an EMPI search:

When the Registry Integrity Unit updates a patient SAUHI in EMPI, the Last Demographic Update
field will show the RIU team member’s Username. However, this update is only a reference to the
SAUHI being updated. All other data elements in the Composite View are based on the last
update to the demographic element made by individual sites.
Pre-Requisites
• View Patient Demographics by Patient Detail View window.

1. If a record has been merged, this will show in bold font under the EID.
2. Click the pencil icon.to add a note.
3. Click the Note pad to view Notes provided by RIU.
Note: RIU notes can’t be modified by front end view.

Notes Window displays.

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4. To view the history of demographic updates, check the tick box of the record or records
you wish to see and then click on the History button.

Patient Detail History View window displays

Step 2 perform a patient search:

Pre-Requisites:
• From the My Applications menu select Registration.

1. Click the Find Patient icon.

2. Perform a patient search by entering the patient details in the respective fields.
2.1 Enter Last Name of Patient.
2.2 Enter First Name of Patient.
2.3 Enter date of birth.
2.4 Click Search.
The list of Patient’s details will display when search performed.

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3. Identify and note both the MRN’s that will be merged from the search results.(take a
screen shot)
4. Select the Surviving MRN – If an existing (pre-Sunrise) MRN exists, use this MRN as
the surviving MRN. This will indicate that a hard copy medical record may exist.
Important: Sometime the duplicate MRN has been linked in EMPI and you will need to
contact RIU to unlink to complete the merge.

Step 3 - Update Surviving and Non-Surviving MRN’s

Recommend Opening two Sunrise application so they can be side by side and you can check all
demographics are matching.
Note: Ensure both MRN’s have exact updated demographics before performing any Merge. This
will enable EMPI to recognise, update and merge the SAUHI’s correctly.
Check the Surviving MRN for Other Names and update any demographics required to match
the Non-Surviving MRN.
Non-Surviving MRN: From the patient search performed in step1 via Registration application.
1. Select the Non-Surviving MRN.
2. Click Edit Patient.

Patient Demographics tab will display with the patient in header.

3. Check if there any Other Names listed in the Other Names hyperlink, take screen shots,
and paste on a separate Word document for future reference.

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4. Click through the other tabs and take screen shots, copy and paste on the word
document.

Note: A Green will show in each tab to indicate that tab has been reviewed.

5. Once all tab screen shots are taken, click Cancel.

6. An Error message may appear, click YES to exit back to the patient header screen.

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In the second Sunrise application

Search for the Surviving MRN via Registration application.
1. Select the Surviving MRN.
2. Click Edit Patient.

Patient Demographics tab will display with the patient in header.

3. Update the information from Non-Surviving MRN details and ensure all details match
on both the Surviving and Non-Surviving MRN’s.
Important: Confirm through EMPI viewer for the most updated patient demographics
e.g;311017939- Non-Surviving MRN is to be merged.

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e.g:311017940 Surviving MRN is kept.

4. Once the updating of demographics is completed, select OK to save the changes.

An alert will display to indicate demographic changes have been made to the MRN,
review these changes.
5. Acknowledge Comment from the Drop down select I have read and acknowledge this
alert adding a comment at the end PMI merge
6. Click Acknowledge Confirm the changes are correct.

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7. Click Proceed button.

Note: after updating the patient demographics, ensure the Non-Surviving MRN name
displays in the Other Names field on the Surviving MRN.

8. Click Close.
9. Click Cancel (if no changes were made)

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Step 4 - Check the Visit History of Surviving and Non-Surviving MRN’s

Surviving MRN and Non-Surviving MRN:
1. With patient in the header, switch to Clinical application.

2. Select Patient Info tab and then select Visit History from Summary views.

3. Take screen shots and paste to a word document of the visit history for both
MRNs.
This may be used to verify that all visits have been merged correctly to the surviving
MRN post merge.
311017939 Non-Surviving MRN Visit History.

311017940 Surviving MRN Visit History.

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4. On the Non-surviving MRN in the patient Info tab select the visit history under
Summary Views for future visit type information.
Important: If there is a hyperlink for waitlist or referral in the patient header which will
only be seen in the registration application, they will also need to be unlinked and
relinked to the correct MRN.

Step 5 - Bulk export all Documents from Document view tab from Non-Surviving MRN
Check for any Scanned Documents that on the Non-Surviving MRN.
Refer to Bulk Export of Documents from Records Access section of this functionality guide
for detailed instructions on how to Bulk Export documents.
Note: if scanned documents do not show in the Surviving MRN after the merge is complete,
contact the CSSC. PMI Coordinators may need to rescan these printed documents into the EMR
to the Surviving MRN.

Step 6 – Check Sunrise Record Tracker Application (SRT) (applicable for SRT sites ONLY)
Check both MRN’s in SRT for existing volume folders and tracking history.
Take screen shots of the Non-Surviving MRN’s tracking history for all volumes for future
reference and to confirm the tracking history displays in the merge history after the MRN’s are
merged.
1. From My Applications menu select the Record Tracker.

The Record Tracker window displays.

2. Select Super Search from the icons at the top of the screen.

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3. In the Search Attributes panel enter the MRN for the Non-Surviving MRN and click
Search.

The tracking window displays.

4. Click the Volume History button.

The tracking history window displays.

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5. Take a screen shot.

Note: Ensure if the MRN has multiple volumes to take screen shots of each individual
volume’s history.

6. Click Close to exit Volume History

7. Click Close to exit Volume window.
8. Repeat steps 3 to 7 for Surviving MRN

Once all screen shots and demographics are updated and match for both Non-Surviving
and Surviving MRN’s, proceed to merge the MRN’s.

Step 7 -Merge the MRN’s

1. From the Registration Application: with the NON-SURVIVING MRN displaying in the
patient header.
The patient’s details will display in the header.
2. From the main menu select Reg/Visit Actions
3. Select Merge.

4. Select Merge Patient MRN. - **Not Merge Enterprise Number**.

The Merge Patient MRN window displays.

Note: In the Merge Patient MRN window, the top section will show the From Patient
(Non-Surviving MRN) and the Bottom section will show the To Patient (Surviving
MRN).
Non-Surviving patient was in context, that MRN will pre-populate the From Patient of
the Merge MRN Screen.
5. In the From Patient panel check the non-surviving MRN patient details display.
6. In the To Patient panel type in the Surviving MRN in the To MRN Number field.

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7. Press Tab key.

Note: To prevent any overtyping of patient demographics Do Not select Find Patient.
If the Find Patient window displays, select Cancel.
The patient’s information will display.
8. In the To Patient panel check the correct MRN and patient Information is displayed and
matching.

9. Click Merge Patients.

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10. The Surviving MRN’s now displays in the patient header.

11. Click Clinical Application

Check that all visits have merged with the surviving MRN, including scanned
documents and that scheduled appointments are displaying correctly.
Downstream system administrators (EPLIS, ESMI and OACIS) must also be informed
of the Medical Record Number change.
Step 9 - Sunrise Record Tracker Application (applicable for SRT sites ONLY)
Merge the hard copy casenotes,
Check the Non - Surviving MRN has been merged and is displaying in the surviving MRN in the
Record Tracker application.
1. Open the Record Tracker Application.
2. Select the Super Search button.
3. Enter the Non surviving MRN.
4. Select Search.

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Note: The Surviving MRN displays in the header with a Red (!) next to the MRN to
indicate that a MRN has been merged to this MRN.
The View Record screen window displays.
5. Click Merge History button.

The View Merge History window displays.

Note: The header will display the Surviving MRN and merged message.
The Non-Surviving MRN location history will list.

6. Click View Volume History icon.

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The View Volume history window displays.

NOTE: The header will display the Non-Surviving MRN. The Non–Surviving MRN
tracking history displays for the volume selected.
7. Click Close to go back through all screens.

Screen returns back to the search Attributes window.

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Step 10 – SCM Document View tab

Checking for Documents after Merge.

1. With the surviving MRN in the Header select the Document View tab.
The document view tab should now show all documents from the Non-Surviving MRN
along with the Surviving MRN documents.
2. Confirm that the visits and associated scanned and structured notes are visible.
3. For documents that display the NON-surviving MRN you will need to add a Sign Off
comment or delete and re-scan the original document with the correct MRN.

To add a sign off comment.

4. Select the Stamp icon above the document.

The Sign Off window will display.
5. In the Sign Off window select the Document Comments Radio Button
6. Add a comment in the Comments box indicating the document has been merged from
another MRN.
7. Select OK.

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Note: These Sign off comments are permanent and cannot be removed. To add any
new information, a new sign off comment will need to be added. These are all displayed
in the sign off area of the document information tab.

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Visit Maintenance
Move a Visit
Administrative/Clerical staff can move a visit if an ED or Inpatient visit has been created against
the incorrect patient.
Examples of when a visit may need to be moved are:
• During the ED Express Registration, the triage nurse has created a new patient or created
a visit to an incorrect patient, OR
• An inpatient pre-visit is against the incorrect patient.

Note: This process is not to be used to manage Outpatient visit moves.

Important: Allergies and alerts (precautions) are linked to a patient’s registration and pathology
and/or radiology orders may have been placed.
It is therefore critical to liaise with the clinical staff prior to moving the visit to ensure patient safety
is not compromised and pathology, radiology or allergies are recorded and displayed for the
correct patient and visit.
Downstream system administrators (EPLIS, ESMI and OACIS) must also be informed of the
Medical Record Number change.

Pre-requisites:
• Patient details (MRN / Name / Date of Birth) for both patients/visits.
• Review and update all demographic details against the correct Medical Record Number
(MRN).
• Sunrise Clinical Manager is open in the Clinical or Emergency Application.
• MRN’s and visits that are being moved saved to a Patient List.

1. From the Patient List select the patient MRN that has the visit required to move.

The patient’s details will display in the Patient Header.

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2. From the main menu select Registration.

3. Select Merge.
4. Select Move Visit.

The Move Visit window displays.

5. From the first Facility drop down select the applicable site.
Important: Do NOT Move visit across Facilities.
6. Enter the MRN that the visit is being moved FROM is listed in the From MRN field.
Note: Ensure the second Facility drop-down matches your first Facility.
7. Enter the MRN that the visit is being moved TO is listed in the To MRN field.
8. Press Tab key on your keyboard. This will display the patient details for the MRN the
visit is being moved to will now display in this section.
9. Confirm the From MRN and selected visit details are correct and the move visit is
going to the correct To MRN.
10. Click Move Visit.

A message will display to indicate the visit is being moved. The visit will be against the
correct patient and will display on the patient list.

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Note: If a duplicate registration was created notify Medical Records to merge the
MRN’s.
11. Select the Orders tab and check for any active pathology or radiology orders.

If active pathology orders exist, you must notify SA Pathology/Radiology of the

MRN that the visit has been moved to. This is to ensure pathology and radiology results
display against the correct patient.
12. Select the Patient list tab and check the Visit that was moved is now display correctly
under the MRN.

The highlighted visit should now show the updated MRN.

13. Select the document view tab to ensure the visit is visible.

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Merge Visits
Merging visits is required when it has been identified that duplicate visits have been created for
the same visit type or episode, and under the same patient MRN. Merging visits is also required
when data corrections are necessary, to combine the duplicate visits into one visit. Merging
visits across sites is not permitted.
Visit merges are required when:
• Administrative discharges and readmissions are incorrect (e.g., Acute to Maintenance
Care, but should have been one Acute visit).
• A pre-visit is created and not used (e.g. a new visit was created instead).
• An ED visit is created, but the patient should have been directly admitted to an inpatient
ward.
Note: Once the visits have been merged, you will not be able to access the merged
(non-surviving) visit number.
Important: The security access required to merge visits is restricted to Medical Record Managers,
PMI co-ordinators, and other nominated staff as per site requirements. This access allows for the
ability to override MLM “hard stops” in the system, to complete merges e.g. overlapping IP or ED
visits.

Checklist to complete visit merges

Important: All visits should be discharged prior to merging – Visit Status = DSC.
1. Create a personal list.
2. Identify the patient and visit numbers that require merging.
3. Print a Facesheet for each visit for reference.
4. Check both visits for orders, results and documents, and Visit History for each visit.
5. Identify the visit that will be retained (generally, it will be the visit with the most
documentation, scanned documents and location history).
6. Identify the correct visit admission date/time, and the correct discharge date/time.
7. Adjust the visits to reflect the correct matching data for the admission and discharge (e.g.,
admit date and time, source of referral, care level, service, visit reason, providers, episode
of care, admission type, discharge date and time, discharge condition, instructions,
disposition, and notes).
8. Merge the patient visits.
9. Validate the orders, and ensure results and documents are visible.
10. Inform all downstream systems (EPLIS, ESMI and OACIS).
11. Remove patient visits from your personal list.

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Create a Personal List

A personal list will display a list of specified patients which will assist you to easily identify visit
information. Patients must be added to and removed from this list.
Create a personal list and assign the relevant columns:
1. In the Clinical Application perform a patient search by clicking the Find Patient icon
2. Type MRN in ID field or Last Name, First Name and Date of birth of the patient.
3. Click Search button.
4. From the search results, select the patient.
5. Click Show Visits button.

The Show Visit window displays.

6. Select the visit to be added to the list.
7. Click the Save to List button.

Save Selected Patients window displays.

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8. Select the New List Name radio button and name the list e.g., VISIT MERGES.
9. Click the OK button.

Returns to patient list tab with the newly created patient list displaying
To set up column for this list
10. Click Select Visit List Column icon.

11. Select applicable options from the available columns and click ADD.
These will then display in the Displayed Columns panel.
Note: use the Add, Remove and Move up/Move down buttons to create a list to match
the one in the displayed columns section.
12. Select OK.

Note: Additional patient visits can be added to this personal list by finding the visit and
saving to the list.

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Identify the patient visits to be merged and save to your Personal List
1. In the Clinical Application perform a patient search by clicking the Find Patient icon
2. Type MRN in ID field or Last Name, First Name and Date of birth of the patient.
3. Click Search button.
4. From the search results, select the patient.
5. Click Show Visits button.

Show Visit screen displays.

6. To add the visit to your newly created Personal Visit Merges List click to highlight the
visit/s.
Note: To select multiple visits holding down the Control Key on your keyboard and click
on each of the required visits.
7. Click Save to List button.

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Check the documentation for both visits.

Take screen shots of the number of orders, results and documents is recommended, so that the
data can be verified post-merge they are all still visible. If you notice discrepancies post-merge,
contact the CSSC ASAP.

1. Check the Orders tab of each visit –take screen shots

2. Check the Results tab of each visit – take a screen shot of the results screen.

3. Check the Document View tab for any Scanned Documents that on the Non-Surviving
MRN.
Note: Refer to Bulk Export of Documents from Records Access section of this
functionality guide for detailed instructions on how to Bulk Export documents.
Note: if scanned documents do not show in the Surviving MRN after the merge is
complete, contact the CSSC.
PMI Coordinators may need to rescan these printed documents into the EMR to the
Surviving MRN.

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4. Bulk export document as a backup

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Merging Visit Process

Important: All visits should be discharged prior to merging – Visit Status = DSC.
Note: Depending on the circumstances, and in consultation with CSSC, it may be necessary to
merge visits whilst the patient is an inpatient.

Print a Facesheet for each Visit.

Print a Facesheet for each visit to use as a reference, to assist you to easily view important
patient visit information.

Data Verification & Identification of the Visit Number to be retained.

It is recommended that the visit which contains the most clinical data and location history is the
visit that is retained. It is important to update the visits prior to merging, so that the admit and
discharge dates and visit information match for both visits.

*PLEASE NOTE*
If there are no orders, results or documents placed against one of the visits, the duplicate visit
should be cancelled ASAP to avoid clinical staff entering information against the incorrect visit.
if a visit is cancelled, orders cannot be placed against it and demographic data cannot be altered
(see instructions for cancelling a visit).
Using the printed face sheets, identify the following visit data:
• Establish the date and time the visit started/admitted.
• Establish the date and time the visit ended/discharged.
• Establish the correct visit information.

View Location History for both visits:

From the Clinical application:
1. Select Registration from the toolbar menu.
2. Select Visit Location.
3. Select Location History.

Note: Depending on each situation, this may not always be possible.

4. The Location History screen will display as follows.
Take screen shot of the location history of the patient and retain the visit that has the
largest location history recorded.

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5. Click on the Discharge Visit icon for both visits to ensure both have the
same information. (Screen shot both visit discharge screens)
The Visit Discharge screen will display.
Important: when Discharging Visits in preparation for Merging, ensure that the Discharge
Visit details match for both visits being merged.

6. Once the discharge has been updated to match. A soft stop Alert displays to indicate
Overlapping Inpatient visit.
7. Click Acknowledge Confirm the changes are correct.
8. Enter Acknowledge comment drop down.
Note: Always acknowledge the comment displayed and enter a reason in the free text
field as to why the visits overlap (e.g., Data correction/Merge visits).

9. Click Proceed button.

Note: A soft stop message will appear if dates are modified and overlap. PMI
Coordinator / Medical Records Manager access allows them to override the soft stop.
Always acknowledge the comment displayed and enter a reason in the free text field as
to why the visits overlap (e.g., Data correction/Merge visits)
If you are unable to proceed pass this ALERT, please contact CSSC to confirm you
have the PMI access (REG Level 1)

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Modify the visits information in Sunrise.

Important: Ensure that the admission and discharge dates are correct and matching in both visits
prior to the visit merge.
1. From the Clinical application:
1.1 Select Registration from the toolbar menu.
1.2 Select Visit Maintenance - Modify Visit

Patient Visit Demographics window displays.

2. Visit Demographics tab information as follows:
Ensure both visits are matching, Admit date and times>Source of Referral>Care
Level>Service>Admitting Provider.

3. Visit Supplemental tab.

4. Ensure both visits are matching, Episode of Care

5. Click OK
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A soft stop Alert displays to indicate Overlapping Inpatient visit.

6. Click Acknowledge Confirm the changes are correct.
7. Enter Acknowledge comment drop down.
Always acknowledge the comment displayed and enter a reason in the free text field as
to why the visits overlap (e.g., Data correction/Merge visits).

8. Click Proceed button.

Note: A soft stop message will appear if dates are modified and overlap. PMI
Coordinator / Medical Records Manager access allows them to override the soft stop.
Always acknowledge the comment displayed and enter a reason in the free text field as
to why the visits overlap (e.g., Data correction/Merge visits)
If you are unable to proceed pass this ALERT please contact CSSC to confirm you have
the PMI access (REG Level 1)

Merge the Visits

In the Clinical Application
1. Select the Non-Surviving visit (Merge from visit)
2. Ensure the correct patient visit is displaying in the patient header.

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3. Select Registration from the toolbar menu.

4. Select Merge.
5. Select Merge Visit.

The Merge Visits window displays.

From Visit Panel

1. In the From Visit panel the visit will display in the From Visit Number field, and the visit
row is highlighted (if required, you may move this window to verify that this visit is
displayed in the header).
2. Verify that this is the Non-Surviving visit which will be merged into the other visit.

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To Visit Panel
1. In the To Visit panel click into the To Visit Number field and type in the Surviving visit
number.
Note: Refer to your Facesheet to enter the Surviving visit into the To Visit Number
field.
Important: Take care not to highlight any other visit from this list, as this will change the
From Visit number. Do not select FIND PATIENT button.

2. Press the TAB key on your keyboard.

The visit details are auto highlighted in the lower section of the screen.
Important: Verify the From Visit and To Visit numbers and patient information before
proceeding.
3. Once Visits are verified - Select the Merge Visits button.

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A Visit Merge window displays.

4. The merged visit will no longer display in the Patient List.

Data Verification
Using the Facesheet and screenshots, verify that the visit data is correct and that the orders,
results, and documents are visible in the retained visit. If orders or results are not visible, contact
CSSC ASAP.

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Reports
Critical Demo Change Report
Critical Demo Change Report is to capture any changes that have occurred with the Last Name,
First Name or Date of Birth to help identify any name change or double registration.
This report will ensure that all required data fields have been completed for billing and
reporting purposes.

Pre-Requisites:
• Logged onto Sunrise Clinical Manager.
• Clinical Application is open.

1. Click the Print Reports icon.

The Report Selection window displays.
2. For the Report Category, select Administrative from the drop-down menu.
3. In the Report Selection results, click on Critical Demo Changes Data Report to
highlight.
4. Click Preview.

The Report Submission Information window displays.

5. Select Hospital from the drop-down menu.
6. Enter From Date and To Date.
7. Enter MRN (this is optional).
8. Enter USER (this is optional - type in User HAD ID).
9. Click the drop down to select the sort By (user or date on list).

10. Click the OK button.

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The preview displays a list of all patients’ data that has been overwritten.

11. To print the report, click the Printer icon.

The Print window displays.

Note: to export the report to excel click the envelope icon next to printer

12. In the Print range panel click on the radio button for either print all pages or Pages
From and To.

13. Click OK.

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Downtime Number Registration and Management

This guide establishes best practice to create and manage Downtime number registrations. It is
important that all Downtime registrations are unique and will not link with actual patient data but
remain singularly identifiable during downtime.
It is essential that there is sufficient Downtime Medical Record Numbers (MRN) registered to be
available during planned or unplanned downtime.

Downtime MRN Management

Following creation of the Downtime MRN’s, a Downtime MRN registration list is created and
maintained by Patient Master Index (PMI) coordinators in conjunction with the Registry Integrity
Unit. Copies of this list distributed to Emergency Departments or other approved admission
areas that may require MRN creation during downtime.
The person issuing the Downtime MRN during downtime is responsible for updating the
downtime MRN list with the patient demographic details to ensure that the Downtime MRN is not
issued for another patient.

Following downtime, PMI coordinators must confirm which downtime numbers were issued and
update the Master list. Confirm patient registrations have been reconciled or merge if required.

The Downtime MRN issued for the patient visit must be retained for the duration of the visit
(unless clinically safe to move the visit to the known patient). The patient demographics are
overtyped to the correct patient’s name, date of birth and address upon system recovery.
Note: Downstream systems such as (EPLIS, ESMI, OACIS and SA Pathology) must be informed
of demographic changes. If the patient had an existing MRN at the site, the MRN’s will be
merged post discharge by the PMI coordinator – sites to follow duplicate registration processes.

Field Size
There are field size limitations in recording Last Name, First Name and Given Name. Any new
proposal must support the field size in EMR, and any truncation name is prevented.

Field Name Field Size

Surname 30 characters
Given Name 20 characters
Middle Name 20 characters

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Downtime MRN / Registration data entry requirements

Patient Search
When creating the Downtime Number Registration, always select Add Patient to create a new
MRN – DO NOT select an existing Downtime patient from the search results.
It is important to be able to easily identify a Downtime MRN, and not have the registration link to
an actual patient.
When creating the MRN’s it is essential to enter sequential numbers as part of the naming
convention e.g., RAH BCP 1, RAH BCP 2 etc.
Last Name Site / BCP/ Sequential Number e.g., FUN BCP 1
Given Name Site / BCP/ Sequential Number e.g., FUN BCP 1
DOB 01/07/1890 (as per SA Client ID standards for Unknown DOB)
Gender UNKNOWN
Medicare 0000000000-0
Address Line 1 SITE DOWNTIME e.g., FUN DOWNTIME
Address Line 2 No data entry required.
Suburb Site Suburb e.g., Whyalla
Postcode Site Postcode e.g., 5600
State SA

1. Creating Downtime MRN Registrations Select Registration Application

2. Click Find Patient.

3. Last name – Site BCP Sequential Number e.g., FUN BCP 1, FUN BCP 2 etc.
4. Given name –Site BCP Sequential Number e.g., FUN BCP 1, FUN BCP 2etc.
5. Date Of Birth – 01/07/1890
6. Click Search
7. Click Add Patient
The Patient Demographics tab window displays.
Patient Demographics tab
Note: Name and Date of Birth are pre-populated from Patient Search screen
8. Enter the following details:
8.1 Medicare – 000000000-0
8.2 Gender – Unknown
8.3 Marital Status – Unk-Not Stated
8.4 Country of Birth – Unknown
8.5 Address Line 1 – SITE DOWNTIME e.g., FUN DOWNTIME
8.6 Address Line 2 - No data entry required.
8.7 Suburb - Site Suburb e.g., Whyalla
8.8 Postcode - Site Postcode e.g., 5600
8.9 State – SA
8.10 Language - select Unknown.
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8.11 Indigenous Status - select Not Stated

Patient Supplemental tab
9. Type of Usual Accommodation - select Unknown – Unable to determine.

GP Details
10. No GP – Unknown at this time of registration

Contacts/Directive tab - No action required.

11. Click through for green tick.
Insurance tab
Medicare Number will be pre-populated from the Patient Demographics tab.
12. Click on the pencil icon in the Policy Number column.
The Edit Insurance window displays.
13. Medicare type - select Medicare Eligible from the dropdown.
14. End Date - select today’s date.
15. Click OK.

Guarantor tab – no action required.

16. Click through for green tick.
17. Click OK.to save update.

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Document Control Information

Manager, Sunrise Electronic Medical Record (EMR) and Patient Administration System (PAS)
Document Owner: Trainer and Course Development, Electronic Medical Record Program Office

Sunrise Electronic Medical Record (EMR) and Patient Administration System (PAS) Sunrise
Title: Document Manager Functionality Guide

Description: Sunrise EMR and PAS Functionality Guide – Sunrise Document Manager

Subject: Sunrise Document Manager User Guides

Sunrise Educator – Verity Rye

Contributors: Sunrise Adoption Managers – Samantha Tan, Karen Peat, Mark Mulcahy, Giuseppe Gagliardi

File Name: 1926_GenericPASFG_SunriseDocumentManager_[SDM]_V2_20230608

Document Location: Sunrise EMR & PAS Intranet

Change Summary
Version Effective From Effective To Author Change Summary

0.1 14/01/2021 04/03/2021 Samantha Tan Initially created for SDM Activation
This is a new functionality that will eventually replace current
scanning function. This function at present will be activated
at MGH and then RAH only
Therefore, a new Functionality Guide will be created called
Sunrise Document Manager outlining function processes
0.2 04/03/2021 16/03/2021 Mark Mulcahy Validation Approval
1.0 13/04/2021 15/04/2021 Sofia Tsoukalas Final Version 1 – 1578 Published
1.1 15/04/2021 08/06/2023 Samantha Tan Made some amendments as per recommendation by Sof
1.2 08/06/2023 27//09/2023 Samantha Tan Combined SDM functionality Guide which includes Medical
Records, therefore Med Rec FG now obsolete.
Updating content to reflect current functionality changes to
the following areas –
• zClerical functionality add to SDM guide, can this please
be added to all administrative discipline Functionality
Guides.
• zClerical changes new screen shot for time of
admission.
• Auto populate visit reason when creating a zClerical.
• Updated new functionality and screen shots in SDM in
Release, Approve, Document Tweaks, Multimedia
chapters.
• Added sign off document chapter.
• Added Advanced Care Directive chapters.
• Add Bulk Printing Chapters
• Add Viewing Documents in Document View Tab
Chapters
• Add PMI Chapters to include in one Functionality Guide
1.3 27/09/2023 08/01/2024 Verity Rye / Validation Approval
Karen Peat
2.0 18/01/2024 Tasha Sampson Final version 2 – 1926 Published

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For more information

Contact the Sunrise EMR & PAS Training Team on
Telephone: 08 7425 3139 OR
email: health.EMRTraining@sa.gov.au
http://inside.sahealth.sa.gov.au/sunrise
January 2024
1926_GenericPASFG_SunriseDocumentManager_[SDM]_V2_20230608
© Department for Health and Wellbeing, Government of South Australia. All rights reserved.

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