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Bulk Search

Updated

I don't think this is accurate:The staff members must have Maintenance settings enabled to create/edit Bulk Search [Staff > Staff Info > System Permissions > Custom Form Bulk Search]There 

 

[Navigation] Utilities > Bulk Search

[Accordion] Overview

The Bulk Search utility allows you to quickly locate multiple completed paperwork records using specific filters. It streamlines the process of reviewing, signing, and locking several records at once—helping you save time and reduce repetitive work. This utility is especially valuable when you need to efficiently manage and take action on large volumes of completed documentation in a single step.

[Permissions] The staff members must have permission to access and work within Bulk Search [Staff > Staff Info > System Permissions > Custom Form Bulk Search]

[Accordion] Getting Started

Using [[img:filter_alt]] Advanced Filters

article_bulk_search_overview_1.png
article_bulk_search_overview_3.png

  1. Favorites: By default, the utility loads records using your saved favorite filter, if one is available. You can adjust the filter settings at any time to find the records you need.

  2. Date Range: Define Start and End Dates to show records within that range.

  3. Form Name (required): Select the Form(s) records to be displayed.

  4. Locked (required): Choose to display Locked, Unlocked, or Any (all) records.

  5. Completed By (required): Select the Clinician who completed the record.

  6. Search Result Filters (required): [[img:add>>lbl:Add Filter]] Click/Tap on it to apply additional filters

  7. Tags (required): Select the field tags, the ones associated with the field(s) in the form design in Form Builder, you want to search by. These tags are set during record creation, and the Bulk Search utility can only be used on fields that have been tagged.

  8. Field Type (required): Choose the type of field, from Form Builder, you want to search or filter by. Field types are defined during Form Builder form creation and determine the kind of data the field can hold, such as text, date, number, dropdown, checkbox, or other specialized inputs. Selecting the correct field type ensures your search or filter returns accurate and relevant results.

  9. Field Value (required): Choose whether the selected field should have a value, "Present", "Not Present", or include "Any" (all) fields with the tags regardless of their value. You may also see "Requested for Me" if the "Field Type" is  set to "Digital Signature".

  10. Patient Filters (required): Filter patients to quickly find the most relevant ones by criteria such as Patient Group, Appointment Clinician, Insurance, or various other available attributes. This helps narrow down your search and focus on the specific patients you need

Sign, Lock, Sign & Lock

Use the [[img:draw >> lbl:Sign]] [[img:lock >> lbl:Lock]] [[img:water_lock >> lbl:Sign&Lock]] [[img:cancel >> lbl:Clear]] buttons to Sign, Lock, Sign & Lock, or Clear the records you select with the checkboxes. To apply these actions to all displayed records at once, click or tap the [[img:more_vert]] icon.

  1. Use checkboxes to select one or more Paperwork items from the results to perform actions on them simultaneously.

  2. Click/Tap on [[img:preview>>]] to open the record associated with the selected Paperwork item.

  3. When you choose an "Unlocked" record and click the [[img:draw >> lbl:Sign]] button, you will be presented with a prompt alerting you that the record will be locked if auto-locking is enabled. Click "Yes" to continue the process, or "No" to cancel it.

    attempting to sign.png

  4. Clicking "Yes" will then present a message allowing you to choose the Staff member (it will default to the staff member currently logged in) and enter their ClinicTracker password or a Signature PIN if it has been configured. 

    bulk search sign record.png

  5. Once you have entered your password or a Signature PIN and click [[img:draw >> lbl:Sign]], you will see the system processing the update. Once done, you can review any updates posted in the Remarks column, such as the one below.

    bulk search signed record.png

[Accordion] FAQs

[Q] I am not an Admin user. Can I still access the Bulk Search utility?

[A] Yes, the Bulk Search utility can be accessed for staff with a specific permission enabled [Staff > Staff Info > System Permissions tab > Custom Form Bulk Search].

[Q] How does Bulk Search decide which records to show?
[A] By default, it loads records based on your favorite filter configuration, if one exists. You can always adjust the filters to meet your specific needs.

[Q] What are field tags and why are they important?
[A] Field tags are labels assigned to form fields during creation of the form in Form Builder. Bulk Search can only search fields that have been tagged.

[Q] How do I search using field tags?
[A] You can type or select the tags you want to search by. Only fields with those tags will be included in the search results.

[Q] What happens if a record is already locked or signed?
[A] The system will respect existing statuses. Locked records cannot be edited, and signed records will retain their signature unless cleared using the appropriate action button.

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