HIM ROI Authorization Document Type Name Change in Epic August 2023 Release

[Dewey_Green]

Hello everyone, 

Starting in the August 2023 release of Epic the “HIM ROI Authorization” document type was renamed to “Authorization to Release Protected Health Information”. This is to clear up confusion for patients since the document is now patient facing through MyChart. When your organization upgrades to August 2023 the document type will automatically be renamed in Epic. This impacts both Hyperdrive and Hyperspace. The document type must be renamed in OnBase as part of the Epic August 2023 upgrade process. More information on the change in Epic can be found in Release Note 861545.

To change the document type name in OnBase:

1. Launch the OnBase Configuration client
2. Navigate to Document -> Document Types
3. Navigate to and double click the "HIM ROI Authorization" document type 
4. Replace "HIM ROI Authorization" with "Authorization to Release Protected Health Information" (spelling and casing must match exactly)
5. Select Save
6. Close the OnBase Configuration client
7. If Front Office Scanning has a document type button configured for the HIM ROI Authorization document:
   1. Navigate to the location the EPICFOSCONFIG.XML file and edit with a text editor
   2. Navigate to the <DocType> button line in the file associated with the ROI document type
   3. Change name="HIM ROI Authorization" to name="Authorization to Release Protected Health Information" (spelling and casing must match exactly)
   4. (optional) Update displayname and displayscanner keys if desired 
   5. Save and close EPICFOSCONFIG.XML
8. Recycle OnBase application pools in IIS
9. Restart OnBase Windows services

Thanks, 

Dewey Green

Integration for Epic Solution Manager

[Michelle_Thomas]

The Release Note hyperlink is not working

[Dewey_Green]

Hi Michelle, will you please give the link another try? I believe it is fixed now. 

[Michelle_Thomas]

The link is working now. thank you

[Michelle_Troxel]

Is there a difference between updating the name vs creating a new document type with the new name? I'm concerned about a database hit if we update the existing name.

Thanks!

[David_Juhlin]

Technically, no.  You "simply" need to account for any/all workflow/interface/etc. configurations, and make sure staff no longer use the "HIM ROI Authorization" Document Type for new documents.

- If you have the Scans Maintenance Interface, there might be issues if staff update those documents in Epic.  (They might be reindexed to the new Doc Type depending on how you configure the T08 transactions.)

- You will need to review/test your Document Corrections process - the 'prior to change' documents will need to be 'corrected' to the 'after the change' Document Type.

All that said, the Doc Type rename doesn't need to rename the existing documents (which is where the database hit would be seen).  Documents created before the change would have the old name and documents created after the change would have the new.  If staff are comfortable with that, then I recommend a Doc Type rename as that is much simpler overall.

[Brenda_Wellar]

How does it affect the document if the ROI is handled in Epic and not OnBase?  We mainly just store the document we do not use the ROI module in OnBase.

[Dewey_Green]

Hi Brenda, while in Epic's ROI module, if you are integrated scanning the ROI authorization document and the authorization document is going into OnBase then you'll be impacted by this change regardless of if you are using OnBase's ROI module or not. 

[Dewey_Green]

Hi Michelle, @David Juhlin is spot on.

The database hit will only take place if you rename all of the existing document's Auto-Name string. From the Document Types screen in OnBase Configuration you would need to select Auto-Name, check the "Rename All Document of This Document Type" button, and then hit save. I purposefully did not include that step in the instructions for the reason you mentioned. Choosing to not rename the Auto-Name strings has no impact on the integration. The only thing users may notice is that the title bar of the integrated viewer will show the old document type name instead of the new one on documents scanned before the change. All newly scanned documents will have the new Document Type name in their title bar. 

Creating a new Document Type would not be my recommended approach but if you do, as David mentioned, you will want to test Healthcare Corrections (aka Document Corrections) and the Scans Maintenance Interface with documents scanned prior to the rename.