Drop It Guide

Version: 6.6.2

MatrixCare™ Drop It Guide

This document was written for use with MatrixCare 6.6.2 or greater.

© October 2013 MDI Achieve, Inc. MatrixCare and MDI Achieve are trademarks of MDI Achieve. All rights reserved. Other products are trademarks or registered trademarks of their respective holders.

This document and the software it represents are the exclusive property of MDI Achieve. Information in this document is subject to change without notice. The software described in this document is furnished under a license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the terms of those agreements. No part of this publication may in whole or in part be reproduced, stored in a retrieval system, or transmitted in any form, or any means electronic or mechanical including photocopying and recording for any purpose other than the purchaser’s personal use without prior consent, in writing, from MDI Achieve.

Companies, names, and data used in examples herein are fictitious unless otherwise noted.

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Table of Contents

Drop It System Requirements........................................................................................ 1 Technical Description ........................................................................................ 1 Server PC Hardware and Software Requirements ............................................... 1 Technical Description of a Typical Drop It Implementation .................................. 1

Installing Drop It ............................................................................................................ 3 Introduction ..................................................................................................... 3 Installation ....................................................................................................... 3

Using Drop It ................................................................................................................ 11

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Drop It Guide 1

Drop It System Requirements

The following configurations are recommended by MDI Achieve for facilities using the MatrixCare Drop It utility.

Technical Description Drop It is a standalone utility for securely sending documents to MatrixCare. It periodically scans configured folders for documents to transmit to the MatrixCare Mange Documents & Faxes page.

Server PC Hardware and Software Requirements Recommended Hardware:

Intel Core i7

8 GB memory

10/100/1000MB network interface card

1024 x 768 desktop resolution (or higher)

500GB Storage

Minimum Hardware

Intel Core i5

4 GB memory

10/100MB network interface card

800 x 600 desktop resolution

100GB Storage

Recommended Software

Windows Server 2008R2 (64-bit)

Minimum Software

Windows 7 Professional (64-bit)

Note: The Drop It Windows service utilizes a minimum of 2GB RAM so this amount of RAM must be available for the service to install and run correctly. In addition, Drop It will automatically remove files after 30 days, but based on the number of facility configurations and files transferring within that time period, the storage needs are subject to change. An internal process should be identified to manage these items.

Bandwidth Due to the nature of transferring large files across the Internet, it is important that the server running Drop It has sufficient bandwidth for this activity. The number of files transferring at any one time is limited; however, lower than ideal bandwidth may result in reduced network performance.

Technical Description of a Typical Drop It Implementation

A typical installation of Drop It installs two pieces of functionality – a standalone service and a client GUI tool. In order to use the GUI tool, the service must be operational and running. The default installation directory is C:\dropit, however, this directory can be changed during the installation process.

Once the programs are installed, .dat files from the MatrixCare Download Drop It Installer and Activation File page can be loaded via the GUI tool. After loading the .dat file, a row for the loaded facility will appear in the GUI tool. Next, folders can be assigned relating to the MatrixCare

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Resident Documents Clinical, Financial and Other categories. Shortly thereafter, the service will begin monitoring these directories for files.

Note: The user must have local Administrator permissions to install the tool successfully since it installs a Windows service. Also, the installation location should not include spaces and should not be installed into any standard Windows “Program Files” locations.

Note: There will be a short delay in seeing documents in MatrixCare as each document is processed and routed.

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Installing Drop It

Introduction Drop It is a utility used in conjunction with MatrixCare Resident Documents functionality for uploading documents into MatrixCare to be attached to a resident’s electronic chart. Drop It enables you to set up file folders on a specified local or network drive. Users can then paste or drag and drop files into these folders and the files will be automatically uploaded into MatrixCare. Users can then view, modify, and attach these files to residents in MatrixCare from the Manage Documents and Faxes page.

Note: In order to install Drop It, you must have appropriate MatrixCare security and you must be a local system administrator for the workstation.

Installation To install Drop It:

1. From the Drop It Setup section of the View Facility page, select the Drop It Install link.

2. The Download Drop It Installer and Activation File page appears.

3. Select the DropItInstall.exe link. When prompted, save the file to the C:\ drive.

4. Select the DropIt_xxxx_xx_xx.dat link. When prompted, save the file to the C:\ drive. You can change the file name when you save it, if desired.

5. Navigate to the location where you saved the DropItInstall.exe file. Right-click the file and select Run as administrator.

6. The Drop It Setup window opens.

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7. Select Browse to select a Destination Folder. The default Destination Folder is C:\DropIt. To ensure a successful installation, select a folder location that does not include any spaces in the file name. Do not select any standard Windows Program Files locations.

8. A dialog box opens for entering the domain user and password. Enter this information to enable setting up file folders on network drives.

9. Wait while Drop It is being installed.

• If a previous installation exists and you are upgrading Drop It, the following message appears:

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If you are installing Drop It for the first time and the installation is successful, the setup window updates as follows:

10. Once the installation is complete, select Close.

11. Open the Drop It application to configure Drop It. From the Start menu, select MDI Achieve, then select Drop It Util from the Drop It folder.

12. The Drop It application opens.

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13. From the Administration file menu, select Facility Admin

14. The Facilities window opens.

15. Select the Load Dat File button.

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16. Navigate to the C:\ drive where you saved the .dat file and double-click the filename or select it and click Open.

17. The facility appears in the Facilities window.

18. To set up Drop It folders for a facility, select the Folders button from the Facility Folders column for the facility.

19. The Facility Folders window opens.

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20. From the Choose Location column, click Select Folder for one of the folder types.

21. Navigate to a location on the computer or network where you would like to set up the folder. Please note that the location must be accessible to those using Drop It to upload files to MatrixCare. The location also must have space to store the documents to be uploaded.

22. Select Open.

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23. The Location column updates with the file folder location for the Drop It folder and the Active column updates with true to indicate that the folder is active. Continue defining locations for the facility folders.

24. Folders are now set up successfully. Users can begin using the new folders for uploading files to MatrixCare.

If you are a corporate user and would like to set up Drop It for multiple facilities, navigate to the Download Drop It Installer and Activation File page for each facility and save the .dat file to the C:\ drive. From the Facilities window in Drop It, click Load Dat File, navigate to the C:\ drive where you saved the .dat file and double-click the filename for each facility or select it and click Open.

• From the Facilities window, you can refresh the list of facilities by selecting the icon or delete facilities by selecting the facility you would like to delete and selecting

the icon.

• To make the Drop It utility active or inactive for a facility, select the Activate/Inactivate button in the Change Status column for the facility.

25. If you set up your facility folders on a network drive, open the Drop It Service Configuration application, select the Log On tab, and confirm that the This Account option is selected and the domain user and password information you entered appears in the fields. If the This Account option is not selected, Drop It is not configured to have folders set up on network drives.

Note: If the password you enter for the domain user changes, you must update the password in the Drop It Service Configuration application or by using the services

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window. Stop the service from your computer’s Control Panel, update the password, then re-start the service to continue Drop It functionality.

Setting Up Email Alerts If a file placed in a Drop It folder to be uploaded to MatrixCare is not a valid PDF file, the file is not uploaded to MatrixCare. You can set up email alerts to notify a user when a file is not valid and therefore will not be uploaded to MatrixCare. This feature helps ensure all intended documents are successfully uploaded to MatrixCare.

Note: These steps should be completed by IT personnel with knowledge of email host names, policies about email sending from applications, Virus Protection Configuration and Firewalls.

To configure email alerts for invalid PDF files:

1. In the Drop It application, edit the mdiadropit.properties file. The default location appears as C:\DropIt\DropIt\mdiadropit.properties.

2. Update the following properties. Do not update any other fields, including those that start with client.email.

• Set email.on to true.

• Set email.from to an email address in your mail domain.

• Set email.to to an email address within your mail domain (only enter one email address).

Note: To set email.to to an external email address, you may have to add a policy allowing the IP address(es) of the machine(s) on which Drop It is installed to relay emails to an external email address.

• Set email.subject to MatrixCare Drop It Alert.

• Set email.host to your email host.

3. Save the file.

4. Restart the Drop It service.

If your virus protection, anti-spam software, or other security measures prevent unregistered emails from being sent (received?), add an exclusion to allow Drop It to send these emails. When you add the exclusion, use the application executable name DropIt.exe.

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Using Drop It

To upload documents into MatrixCare using Drop It folders set up for your facility:

1. Access the folders in the location set up in the Drop It installation process.

2. Open the appropriate folder and paste a copied document or documents into the folder or drag and drop the document(s) into the folder. The folder automatically includes a processing sub-folder and a dropit.lck file. You do not need to do anything with this sub-folder and file.

• If you upload documents with the same file name, Drop It will automatically add a unique number to the file name to prevent files from being overwritten.

3. Drop It automatically moves the file into the processing sub-folder. It can take several minutes for a document or documents to move from the folder to the processing sub-folder, depending on the number of files you are uploading, the number of facilities that are configured and overall processing load of the Drop It service.

4. You can check the status of your file(s) by opening the processing sub-folder. Within the processing folder are two sub-folders: success and failed.

5. If Drop It successfully uploaded your file(s) to MatrixCare, they automatically move to the success folder.

6. If Drop It could not successfully upload your file(s) to MatrixCare, they automatically move to the failed folder.

7. Documents that have been in the success and failed folders for more than 30 days are automatically deleted.

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8. Files successfully uploaded through Drop It appear on the Manage Documents & Faxes page, accessible from the Facility menu. From the Manage Documents & Faxes page, you can edit and attach files to residents. If you have the Manage Documents & Faxes page open while you are uploading files through Drop It, you can refresh the page by pressing the F5 key or select Refresh from the File menu to refresh the page and view any newly uploaded documents.

9. If a document does not appear in the success folder or on the Manage Documents & Faxes page in MatrixCare, check the failed folder. Any files that could not successfully be uploaded to MatrixCare appear in the failed folder with a corresponding text file. You can open the text file to view the error that caused the file upload to fail.