Monday, March 7, 2016

IRMS File Extraction Script in the Netsmart MIS/EHR

IRMS File Extraction Script in the Netsmart MIS/EHR

Script behavior:
1)      All documents in the IRMS are exported as separate files.
2)      Documents are exported out of the IRMS in the same format in which they were imported (i.e., PDF files are extracted as PDF files, image files as image files, and HTML (eCET) files as HTML files).
3)      The script names the documents/files based on key information in either the DB13 document database or the DBX file which contains notes, treatment plans, and MISDesigner forms. This file name is used by the document import program to associate the document with a database record. The script can be modified to create custom file names based on customer specifications.
NOTE:  Due to peculiarities in the DBX file some customization will be needed before the script can be run on a customer’s server.
4)      The script is built for a gradual transition, meaning it tracks for itself which documents have been exported so staff can continue adding MIS documents to the IRMS without worry that the new documents will interfere with the file export process.
5)      The length of time the script needs to run is dependent on the number of documents in the IRMS. When there is a large volume of documents/files, the script could take 24+ hours to extract them all.
Script Limitations:
1)      Signatures in the MIS are not part of the document(s) in the IRMS. Instead, they are added to documents dynamically in the document viewer which is why they are not able to be included in the exported version of the document.
2)      The script currently cannot change files formats (e.g., an image file cannot be exptracted as or changed to a PDF file).
NOTE:  It is possible to convert files from one format to another by using a UNIX-based file conversion program within the script. However, this process brings its own complications and is not recommended.

Possible additional script features:
1)      An index file linking file names with fields is available via this script and may be necessary for some document import systems in order to associate the document with the new system’s EHR database.

2)      Text containing the names of the client/staff that signed the document can be added to HTML (eCET) documents. This is not the same as the encrypted signatures, but is simply lines of text that can be inserted into the document that denotes who signed it when it is viewed in the new system.

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