[SHCC-Announcements] Fwd: EMR Scanned Document Uploads & Provider Notification Workflow

[Jackie Rodriguez]

Dear Team:

Please see the message below from Angela regarding an issue in PNC where
providers are not being notified for scanned documents. Below you will see
the discovery and the required staff action to ensure providers are
notified.

This mostly impacts Student Health providers, but wants CAPS and SWIFT
providers and staff to also be aware.

Best,
Jackie R.
--
*Jackie Rodriguez (she/her), MBA*
*Executive Director, Holistic Health & Wellness*
---------- Forwarded message ---------
From: Angela Peak <angela.peak at ucr.edu>
Date: Tue, Sep 22, 2026 at 9:41 AM
Subject: EMR Scanned Document Uploads & Provider Notification Workflow
To: Jackie Rodriguez <jackies at ucr.edu>


*Overview*

We recently identified a critical behavior within our Electronic Medical
Record (EMR) system regarding how provider notifications are processed
during document uploads. Please review the details below to ensure patient
documents are reviewed in a timely manner.
------------------------------

*Key Discovery*

   - *Notification Trigger:* The EMR *only sends a notification* to a
   provider if the selected document category mandates a provider sign-off.
   - *Tagging Limitation:* *Tagging a provider does NOT trigger a
   notification* if the selected category does not require sign-off.
   Selecting a provider's name in the upload screen will be ignored by the
   notification system if the document category itself is set to non-sign-off.

------------------------------

*Required Staff Action*

To avoid missed or delayed document reviews, staff must use *one of the
following two methods* whenever provider review is needed:

   1. *Select a Category Requiring Sign-Off:* Choose an EMR document
   category that explicitly mandates provider sign-off/review upon upload.
   2. *Notify Outside the Scanned Document System:* If you must upload a
   document under a category that does not require sign-off, you *must send
   a separate notification to the provider* (e.g., via EMR internal
   tasking/messaging, secure chat, or direct verbal communication per clinic
   protocol).

------------------------------

*Questions & Support*

If you are unsure which document categories require provider sign-off or
need assistance with external tasking workflows, please reach out to Angela
Peak.

Thank you for your cooperation in keeping our patient care workflows smooth
and reliable!


My best,

*Angela Peak (She/Her/Hers)*
*Quality and Compliance Specialist III*
Health & Psychological Student Services
University of California, Riverside
<https://www.google.com/maps/search/California,+Riverside+%0D%0A+388+W.+Linden+St.+%0D%0A+Riverside,+CA%0D%0A92521?entry=gmail&source=g>
388 W. Linden St.
<https://www.google.com/maps/search/California,+Riverside+%0D%0A+388+W.+Linden+St.+%0D%0A+Riverside,+CA%0D%0A92521?entry=gmail&source=g>
<https://www.google.com/maps/search/California,+Riverside+%0D%0A+388+W.+Linden+St.+%0D%0A+Riverside,+CA%0D%0A92521?entry=gmail&source=g>Riverside,
CA 92521
<https://www.google.com/maps/search/California,+Riverside+%0D%0A+388+W.+Linden+St.+%0D%0A+Riverside,+CA%0D%0A92521?entry=gmail&source=g>

Phone: (951) 827-3031 Medical Records Opt. 6

Fax (833) 260-8603

Web <https://studenthealth.ucr.edu/> | Instagram
<https://www.instagram.com/ucr_studenthealth/> | Facebook
<https://www.facebook.com/ucr.studenthealth/>


*Schedule a meeting:* https://calendar.app.google/68Y5wxzUCEE46hqn8



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