Guiding Principles for Documents and Review Processes

  1. Information captured natively in eStar:
    • When information is captured natively in eStar, a paper document is not built in MedEx.
  2. Discharge Instructions:
    • Do not require a patient signature
  3. Document Approval:
    • Documents are presented to designated committee for approval.
    • A Vanderbilt Medical Record (VMR) number is assigned to all VUMC documents approved for build in MedEx.
    • Approved documents are created with a patient barcode.
    • eDocs houses documents such as references and resources that do not go into the medical record. 
  4. Downtime Documents:
    • Downtime documents are generic for the purpose of business continuity.
    • Downtime documents that go into the medical record are located in MedEx.  Downtime documents that do not go into the medical record are located in eDocs. 
  5. External (Non-VUMC) Documents:
    • External documents are generally not built in MedEx or eStar.
    • Requests for electronic build of an external document are reviewed on a case by case basis by the appropriate committee.
    • Considerations for electronic build of an external document include:
      • High volume usage
      • Critical workflow
  6. Informed Consents:
    • Informed consents are paper documents built in MedEx.
    • Informed consents are not built in eStar due to constraints of compliant electronic signature capture.
  7. Logos:
    • Approved logos for use on documents:
      • Vanderbilt University Medical Center
      • The Monroe Carell Jr. Children’s Hospital at Vanderbilt
      • Vanderbilt Health
    • The department name can be added under the logo, if appropriate.
  8. NCR (multi-copy) Documents:
    • A master copy of NCR documents, produced by Printing Services, is built in MedEx with a Document Type Only (DTO) barcode 
  9. Translations:
    • English formatted documents, approved by a committee, are not be brought back through process for approval of translation.