FAQs for eDocs

Q: If I use ePlan, do I have to pay more for eDocs?
A: No. ePlan Automation includes the eDocs module at no additional charge. This includes up to 1 MB average file storage per resident.


Q: What types of files can I add to my eDocs database?
A: Basically any file that you can open and view on your local PC can be saved in the eDocs database.  You must, however, have the required application installed on each PC that will need to access a particular file type.  For example, if you are saving an Excel file, your PC must have a application that can open an Excel file.


Q: How can I find an eDoc for a particular Resident?.
A: Most eDoc files are associated with a particular Resident. All eDocs for a Resident are kept in virtual 'folders' within the ePlan database where they can be accessed by simply selecting the Resident in the ePlan Facility window.


Q: Can I add eDoc photos for Residents?.
A: This is a common use for eDocs. Each Resident can have a photo saved that can be used by ePlan to show on Resident reports. Other photos can also be added to document injuries or other conditions. And since photos are automatically compressed when saved, there is no need to worry about resizing (or renaming) the files before they are added.


Q: Can eDocs be used to record measured 'stats' for a Resident (e.g. BP or Blood Sugar)?
A: This can be an excellent application for eDocs. It can be done using a simple Excel Spreadsheet or a Word Doc with an embedded table.  Another option is to use the special 'Charting' Excel file created by eTasking for just this purpose. This file is located in the standard eTasking eDoc Library and will not only record measured stats, but also plot them.
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Q: Who can access eDocs files?
A: Access to eDoc files is controlled by the same password protected security used by ePlan. The system determines if a user user can view or modify a given document based on the user's role as an Aide, Nurse, administrator, etc.


Q: Can I save eDoc files that relate to the Facility as a whole, and not just to a particular resident? For example, a Nurses Log?
A: Yes. eDoc files can be associated with a particular Resident; a particular Provider; or a particular Facility.  For example, the facility Logo used in ePlan reports is just a Facility eDoc.  An eDoc might also be created for the Facility showing the calendar of events (that could then be updated or view from any internet connected PC).


Q: Does eTasking provide some suggested Forms (e.g for Incident Reports) that I could use for my Residents?
A:  Yes. There is an on-line library of standard forms that can be downloaded (and modified) for use with your community. 


Q: Can I create my own library of standard eDoc forms?
A: Absolutely. In addition to the eDoc Master Form Library provided by eTasking, users can setup their own Corporate library and/or Facility library.  Typically a user might find a form (like an Incident Report) from the eTasking library or from the Internet that they would like to use for their Residents.  They would then make any revisions desired and place the revised form in either their Corporate Library (for all their Facilities) or in a particular Facility Library. Then each time a new Resident was added, they would include a copy of this form from their library in the 'folder' for the new resident.


Q: If I discharge a resident -- or if a resident is deceased -- does their information get erased?
A: No. All information is retained and is assessable on-line. This permits it to be easily viewed at some later date.


Q: If I am interrupted while entering a or modifying an eDoc file for a resident, do I lose the data I have already entered?
A: Typically not. The exception would be if two different users had independently opened the same Resident eDoc file.  In this case, the first user saving their changes would block the second user from saving their changes (as with all shared database documents). This would be a rare situation, but is good practice to avoid leaving an eDoc file open on your PC.  If interrupted, just save the changes you have made so far, and then reopen the file when you can resume your update.


Q: Is there a limit on the size of each file I save?
A: The size limit for a given file is typically 500 KB, but this can be increased upon request.


Q: Are there security issues when downloading eDoc files.
A: When a user uploads a file to eDocs, they are responsible for ensuring that the file is virus free (as they would if the file were saved on their local hard drive or file server). Since file access is password protected, however, there is no risk from files that were not saved by you or your organization.


Q: What if I am saving  file that contains embedded 'Macros' or other executable code?
A: This is not a problem, but you might get a security warning when opening the file.  This is a standard security precaution implemented by Microsoft.  To disable these warnings (for eDoc files only) contact eTasking. 

(Macro are required to add 'smart' functionality like dynamic charts to documents.  Unfortunately, they can also be used by hackers to create viruses -- hence the security warnings) 


Q: Is there a limit on how many eDoc files I can save?
A: The normal limit for free eDoc storage (average per Resident) is 1 MB.  If you would like to increase this (for example if you are saving numerous scanned image files) there will be a small surcharge added to your monthly ePlan rate.  Contact eTasking for more information.