ID

C9

Version

1.0.2

Type

Capability

Category

Document and artefact management

Status

Effective

Effective Date

Framework(s)

Description

Supports the secure management of all forms of unstructured electronic documents including those created by scanning paper documents. Also enables processing of documents and matching documents with Patients/Service Users.

Outcomes

For Health or Care Organisation:

Providing functionality that supports the storage of unstructured electronic documents (e.g. .DOCX or .PDF documents) to reduce organisational and administrative overheads associated with document management.

For the wider NHS and social care system:

Enables the use of automated and semi-automated processes for handling documents, increasing data security and reducing the burden of manual administrative processes.

MUST Epics - Describes the minimum functionality required to deliver a Capability. Solutions MUST be successfully evaluated against each Epic and Acceptance Criteria via Capability Assessment in order to be associated with this Capability

E00409 - manually manage documents

As a Health or Care Professional

I want to manage documents

So that documents are stored electronically

Acceptance criterion 1: add document

Given the Health or Care Professional is permitted to manage documents

When the Health or Care Professional selects to manually add a document

Then the document is added

Acceptance criterion 2: view document

Given the Health or Care Professional is permitted to manage documents

When the Health or Care Professional selects to view a document

Then the document is displayed

note

E00409 - Additional Implementation Details

Solutions MUST comply with the following when implementing this Epic:

  • Documents are to be made available in a timely manner and in non-proprietary formats

  • Proprietary formats are to be converted to non-proprietary formats as required

  • The Solution will ensure the integrity of converted documents and preserve any additional context. Converted documents can therefore be viewed with any original mark ups and annotations intact

E00409 - Additional Implementation Details

Solutions MUST comply with the following when implementing this Epic:

  • Documents are to be made available in a timely manner and in non-proprietary formats

  • Proprietary formats are to be converted to non-proprietary formats as required

  • The Solution will ensure the integrity of converted documents and preserve any additional context. Converted documents can therefore be viewed with any original mark ups and annotations intact

E00409 - Supporting Information

  • Examples of manually adding a document MAY include, but are not limited to:

    • Selecting to upload an individual document into the Solution stored locally

    • Selecting to upload all documents from a local folder into the Solution

    • Dragging and dropping a document into the Solution

  • Documents MAY be stored in a document library or in a Patient/Service User record

  • Non-proprietary file formats MAY include, but are not limited to:

    • .DOCX

    • .PDF

    • .TIF

E00410 - manually manage document and Patient/Service User matching

As a Health or Care Professional

I want to manually manage document and Patient/Service User matching

So that documents can be matched to Patients/Service Users

Acceptance criterion 1: match documents to Patients/Service Users

Given the Health or Care Professional is permitted to manage document and Patient/Service User matching

When the Health or Care Professional selects to match a document with a Patient/Service User

Then the document is matched with the Patient/Service User

Acceptance criterion 2: view Patient/Service User matching

Given the Health or Care Professional is permitted to manage document and Patient/Service User matching

When a document is matched to a Patient/Service User

Then the matched Patient/Service User details are displayed

Acceptance criterion 3: remove document and Patient/Service User matching

Given the Health or Care Professional is permitted to manage document and Patient/Service User matching

When the Health or Care Professional selects to remove the matching of a document with a Patient/Service User

Then the document is unmatched from the Patient/Service User

MAY Epics - Describes additional functionality associated with the Capability. Suppliers should consider all MAY Epics as part of their User Research. Suppliers can choose to map their Solutions to these Epics and they will be evaluated via Capability Assessment. Framework Authorities or purchasing organisations may require these Epics as product qualification or requirements criteria

E00109 - submit Management Information (MI) data to NHS Digital

As a Health or Care Professional

I want Management Information (MI) data to be sent to NHS Digital on behalf of my Healthcare Organisation

So that aggregated counts of information can be submitted to NHS Digital to enable monitoring

Acceptance criterion 1: create Management Information (MI) data for submission

Given there is Management Information (MI) data to be submitted by the Solution

When the creation of the Management Information (MI) data file is triggered

Then the Management Information (MI) data file is created

note

E00109 - Additional Implementation Details

Solutions MUST comply with the following when implementing this Epic:

E00109 - Additional Implementation Details

Solutions MUST comply with the following when implementing this Epic:

E00411 - manage document information

As a Health or Care Professional

I want to manage document information associated with a document

So that information relating to a document can be managed

Acceptance criterion 1: create document information

Given the Health or Care Professional is permitted to manage document information

When the Health or Care Professional selects to create document information

Then the document information is recorded

Acceptance criterion 2: view document information

Given the Health or Care Professional is permitted to manage document information

When the Health or Care Professional selects to view document information

Then the document information is displayed

Acceptance criterion 3: amend document information

Given the Health or Care Professional is permitted to manage document information

When the Health or Care Professional selects to amend document information

Then the document information is amended

Acceptance criterion 4: delete document information

Given the Health or Care Professional is permitted to manage document information

When the Health or Care Professional selects to delete document information

Then the document information is deleted

E00411 - Supporting Information

  • Document information MAY include, but is not limited to:

    • Document metadata

    • Document type

    • Document category

    • Document source

    • Correspondence care setting type

    • Correspondence document type

    • Clinical/non-clinical flag/status

    • Flag/Status indicating whether document can be shared with the Patient/Service User (e.g. Online)

E00412 - manage coded information associated with documents

As a Health or Care Professional

I want to manage coded information associated with a document

So that coded information associated with a document can be managed

Acceptance criterion 1: create coded information associated with a document in the Patient/Service User record

Given the Health or Care Professional is permitted to manage coded information associated with a document

When the Health or Care Professional selects to create coded information associated with a document

Then the coded information is recorded in the Patient/Service User record

And values associated with the coded information can be recorded

Acceptance criterion 2: view coded information associated with a document

Given the Health or Care Professional is permitted to manage coded information associated with a document

When the Health or Care Professional selects to view coded information associated with a document

Then the coded information is displayed

Acceptance criterion 3: amend coded information associated with a document

Given the Health or Care Professional is permitted to manage coded information associated with a document

When the Health or Care Professional selects to amend coded information associated with a document

Then the coded information is amended

Acceptance criterion 4: delete coded information associated with a document

Given the Health or Care Professional is permitted to manage coded information associated with a document

When the Health or Care Professional selects to delete coded information associated with a document

Then the coded information is deleted

E00412 - Supporting Information

  • For example, recording clinical codes regarding the content of the document, based on a review

  • For coded information, see Data Standards for requirements

E00413 - manage document annotations

As a Health or Care Professional

I want to manage document annotations

So that documents can be annotated with additional information

Acceptance criterion 1: create document annotation

Given the Health or Care Professional is permitted to manage document annotations

When the Health or Care Professional selects to create a document annotation

Then the document annotation is created

Acceptance criterion 2: view document annotation

Given the Health or Care Professional is permitted to manage document annotations

When the Health or Care Professional selects to view a document annotation

Then the document annotation is displayed

Acceptance criterion 3: amend document annotation

Given the Health or Care Professional is permitted to manage document annotations

When the Health or Care Professional selects to amend a document annotation

Then the document annotation is amended

Acceptance criterion 4: delete document annotation

Given the Health or Care Professional is permitted to manage document annotations

When the Health or Care Professional selects to delete a document annotation

Then the document annotation is deleted

E00414 - search for documents based on document information

As a Health or Care Professional

I want to search for documents based on document information

So that I can find documents based on associated document information

Acceptance criterion 1: search based on document information

Given the Health or Care Professional is permitted to view documents

When the Health or Care Professional selects to search for documents based on document information

Then the search results are displayed

E00414 - Supporting Information

  • Document information MAY include, but is not limited to:

    • Document metadata

    • Document type

    • Document category

    • Document source

    • Correspondence care setting type

    • Correspondence document type

    • Clinical/non-clinical flag/status

E00415 - search for documents based on document coded information

As a Health or Care Professional

I want to search for documents based on document coded information

So that I can find documents based on document coded information

Acceptance criterion 1: search based on document coded information

Given the Health or Care Professional is permitted to view documents

When the Health or Care Professional selects to search for documents based on document coded information

Then the search results are displayed

E00416 - search for documents based on document content

As a Health or Care Professional

I want to search for documents based on document content

So that I can find documents based on their content

Acceptance criterion 1: search based on document content

Given the Health or Care Professional is permitted to view documents

When the Health or Care Professional selects to search for documents based on document content

Then the search results are displayed

E00417 - search document content

As a Health or Care Professional

I want to search document content

So that I find results within the document’s content

Acceptance criterion 1: search document content

Given the Health or Care Professional is permitted to view documents

When the Health or Care Professional selects to search by document content

Then the search results are displayed

E00418 - visually compare multiple documents

As a Health or Care Professional

I want to visually compare multiple documents

So that I can identify differences between multiple documents

Acceptance criterion 1: visually compare multiple documents

Given the Health or Care Professional is permitted to view documents

When the Health or Care Professional selects to visually compare multiple documents

Then the multiple documents are displayed

E00419 - view all previous versions of documents

As a Health or Care Professional

I want to view all previous versions of documents

So that I can view all previous versions of documents

Acceptance criterion 1: view all previous versions of documents

Given the Health or Care Professional is permitted to view documents

When the Health or Care Professional selects to view a previous version of a document

Then the previous version of the document is displayed

E00420 - automatically add electronic documents

As a Health or Care Professional

I want to add electronic documents automatically

So that documents are stored electronically without manual work

Acceptance criterion 1: add electronic document automatically

Given the electronic document is permitted to be added automatically 

When the automatic addition of an electronic document is triggered

Then the electronic document is added automatically

E00420 - Supporting Information

  • Examples of automatically adding an electronic document MAY include, but are not limited to:

    • Periodically uploading documents added to a specific local folder automatically

    • Automatically adding documents to the Document Management process received into the Solution via other methods

E00421 - manage rules for automatically suggesting document information

As a Health or Care Professional

I want to manage rules for automatically suggesting document information

So that there are rules for automatically suggesting document information

Acceptance criterion 1: create rules for automatically suggesting document information

Given the Health or Care Professional is permitted to manage rules for automatically suggesting document information

When the Health or Care Professional selects to create a rule for automatically suggesting document information

Then the rule for automatically suggesting document information is created

Acceptance criterion 2: view rules for automatically suggesting document information

Given the Health or Care Professional is permitted to manage rules for automatically suggesting document information

When the Health or Care Professional selects to view a rule for automatically suggesting document information

Then the rule for automatically suggesting document information is displayed

Acceptance criterion 3: amend rules for automatically suggesting document information

Given the Health or Care Professional is permitted to manage rules for automatically suggesting document information

When the Health or Care Professional selects to amend a rule for automatically suggesting document information

Then the rule for automatically suggesting document information is amended

Acceptance criterion 4: enable rules for automatically suggesting document information

Given the Health or Care Professional is permitted to manage rules for automatically suggesting document information

When the Health or Care Professional selects to enable a rule for automatically suggesting document information

Then the rule for automatically suggesting document information is enabled

Acceptance criterion 5: disable rules for automatically suggesting document information

Given the Health or Care Professional is permitted to manage rules for automatically suggesting document information

When the Health or Care Professional selects to disable a rule for automatically suggesting document information

Then the rule for automatically suggesting document information is disabled

Acceptance criterion 6: delete rules for automatically suggesting document information

Given the Health or Care Professional is permitted to manage rules for automatically suggesting document information

When the Health or Care Professional selects to delete a rule for automatically suggesting document information

Then the rule for automatically suggesting document information is deleted

E00422 - manage automatic suggestions for document information

As a Health or Care Professional

I want document information to be automatically suggested

So that I can record document information more efficiently

Acceptance criterion 1: automatically suggest document information

Given automatic suggestions for document information are enabled

When a document is added which can have document information suggested automatically

Then automatic suggestions for document information are displayed

Acceptance criterion 2: approve automatic suggestions for document information

Given the Health or Care Professional is permitted to manage document information

And there are documents which have had document information suggested automatically

When the Health or Care Professional selects to approve the automatically suggested document information

Then the document information is recorded

Acceptance criterion 3: reject automatic suggestions for document information

Given the Health or Care Professional is permitted to manage document information

And there are documents which have had document information suggested automatically

When the Health or Care Professional selects to reject the automatically suggested document information

Then the document information is not recorded

E00422 - Supporting Information

  • Document information MAY include, but is not limited to:

    • Document metadata

    • Document type

    • Document category

    • Document source

    • Correspondence care setting type

    • Correspondence document type

    • Clinical/non-clinical flag/status

E00423 - manage rules for automatically suggesting document coded information

As a Health or Care Professional

I want to manage rules for automatically suggesting document coded information

So that there are rules for automatically suggesting document coded information

Acceptance criterion 1: create rules for automatically suggesting document coded information

Given the Health or Care Professional is permitted to manage rules for automatically suggesting document coded information

When the Health or Care Professional selects to create a rule for automatically suggesting document coded information

Then the rule for automatically suggesting document coded information is created

Acceptance criterion 2: view rules for automatically suggesting document coded information

Given the Health or Care Professional is permitted to manage rules for automatically suggesting document coded information

When the Health or Care Professional selects to view a rule for automatically suggesting document coded information

Then the rule for automatically suggesting document coded information is displayed

Acceptance criterion 3: amend rules for automatically suggesting document coded information

Given the Health or Care Professional is permitted to manage rules for automatically suggesting document coded information

When the Health or Care Professional selects to amend a rule for automatically suggesting document coded information

Then the rule for automatically suggesting document coded information is amended

Acceptance criterion 4: enable rules for automatically suggesting document coded information

Given the Health or Care Professional is permitted to manage rules for automatically suggesting document coded information

When the Health or Care Professional selects to enable a rule for automatically suggesting document coded information

Then the rule for automatically suggesting document coded information is enabled

Acceptance criterion 5: disable rules for automatically suggesting document coded information

Given the Health or Care Professional is permitted to manage rules for automatically suggesting document coded information

When the Health or Care Professional selects to disable a rule for automatically suggesting document coded information

Then the rule for automatically suggesting document coded information is disabled

Acceptance criterion 6: delete rules for automatically suggesting document coded information

Given the Health or Care Professional is permitted to manage rules for automatically suggesting document coded information

When the Health or Care Professional selects to delete a rule for automatically suggesting document coded information

Then the rule for automatically suggesting document coded information is deleted

E00424 - manage automatic suggestions for document coded information

As a Health or Care Professional

I want document coded information to be automatically suggested

So that I can record document coded information more efficiently

Acceptance criterion 1: automatically suggest document coded information

Given automatic suggestions for document coded information are enabled

When a document is added which can have document coded information suggested automatically

Then automatic suggestions for document coded information are displayed

Acceptance criterion 2: approve automatic suggestions for document coded information

Given the Health or Care Professional is permitted to manage document coded information

And there are documents which have had document coded information suggested automatically

When the Health or Care Professional selects to approve the automatically suggested document coded information

Then the document coded information is recorded

Acceptance criterion 3: reject automatic suggestions for document coded information

Given the Health or Care Professional is permitted to manage document coded information

And there are documents which have had document coded information suggested automatically

When the Health or Care Professional selects to reject the automatically suggested document coded information

Then the document coded information is not recorded

E00424 - Supporting Information

E00425 - manage automatic suggestions for matching documents and Patients/Service Users

As a Health or Care Professional

I want automatic suggestions for matching documents and Patients/Service Users

So that I can match documents and Patients/Service Users more efficiently

Acceptance criterion 1: automatically suggest matching documents and Patients/Service Users

Given automatic suggestions for matching documents and Patients/Service Users are enabled

When a document is added

Then automatic suggestions for matching documents and Patients/Service Users are displayed

Acceptance criterion 2: approve automatic suggestions for matching documents and Patients/Service Users

Given the Health or Care Professional is permitted to manage suggestions for matching documents and Patients/Service Users

And there is an automatic suggestion for matching a document and a Patient/Service User

When the Health or Care Professional selects to approve the automatically suggested matching for a document and a Patient/Service User

Then the document and Patient/Service User are matched

Acceptance criterion 3: reject automatic suggestions for matching documents and Patients/Service Users

Given the Health or Care Professional is permitted to manage suggestions for matching documents and Patients/Service Users

And there is an automatic suggestion for matching a document and a Patient/Service User

When the Health or Care Professional selects to reject the automatically suggested matching for a document and a Patient/Service User

Then the document and Patient/Service User are not matched

E00426 - document Workflows

As a Health or Care Professional

I want to use document Workflows

So that I can follow pre-defined activities relating to managing documents

Acceptance criterion 1: document Workflows

Given the Health or Care Professional is permitted to use document Workflows

When a document is added

Then the document Workflow is created

E00427 - print documents

As a Health or Care Professional

I want to print documents

So that documents can be viewed in a physical format

Acceptance criterion 1: print documents

Given the Health or Care Professional is permitted to print documents

When the Health or Care Professional selects to print a document

Then the document is printed

E00428 - export documents to new formats

As a Health or Care Professional

I want to export documents to new formats

So that documents are exported in new formats

Acceptance criterion 1: export documents

Given the Health or Care Professional is permitted to export documents

When the Health or Care Professional selects to export a document in a new format

Then the document is exported in that format

E00429 - view document reports

As a Health or Care Professional

I want to view document reports

So that I can view reports on documents

Acceptance criterion 1: view document reports

Given the Health or Care Professional is permitted to view document reports

When the Health or Care Professional selects to view a document report

Then the document report is displayed

Items on the Roadmap which impact or relate to this Capability