DocDeliver Manual

Logging in

DocDeliver can be accessed via
https://docdeliver.pioneerhs.com.au/

It is recommended to bookmark this address for easy access.

You will have been provided with a setup login username and password to access the platform.

Setting up

Set up Practitioners

The DocDeliver team can assist with setting up practitioners, or you can do this very easily yourself.

1) Select Update Practitioner from the left-hand menu.
2) Click Add From Best Practice.

3) Select the practitioners from the list and click Import Selected.

You can add aliases for GPs who use multiple variations of their name (for example, shortened names, initials, or alternative spellings).

Adding aliases ensures DocDeliver correctly recognises and matches documents to the right GP, even when their name appears differently on incoming correspondence.

1) Select Update Practitioner from the left-hand menu then click on the GP you’d like to add aliases to.

2) Type name into Alternative Names field and select the thumbs up. Enter names one at a time.

Set up Users

1) Select User from the left-hand menu.
2) Click Add.
3) Enter the user’s details:
• First Name
• Last Name
• Username (email address)
• Password
4) Select their User Role
• GENERAL USER (basic user)
• ORGANISATION ADMIN (admin user)

1) Select Settings Cog

2) Select General Settings

3) Edit and Add categories as required

Importing Documents

Important! Documents over 25 pages long are not supported by DocDeliver. These will need to be imported manually using the Bulk Document Import function in Best Practice.

1) Either:

a) Drag and drop the files into the Upload PDF File white box.

b) Click on Upload PDF File, locate the files in your folder and select Open.

send PDFs straight from email

2) Select the destination of your files by choosing Doctor’s Inbox or Patient’s File Only.

3) If you prefer to review every file before it’s sent to its destination, toggle Review Before Uploading to Best Practice on.

4) Once you’ve selected the files to upload click Upload all

You can upload multiple files at once.

DocDeliver will import these files and a progress bar will display indicating the document pathway to BP the import box.

Importer identification

If you’d like a record of who imported each document, you can do this by changing the Subject Configuration. Go to Settings Cog > General Settings. Scroll down to Subject Styles and choose your preferred item from the menu. This will appear alongside the subject in Best Practice.

Allocation of documents

Once imported, documents will either:

a) Appear in the allocated practitioner’s inbox or in the patient file in BP.

b) Appear in View Manual List > in DocDeliver

Important! Due to DocDeliver’s strict matching criteria some documents may require manual allocation.

Documents with:

missing date of birth
misspelled or excluded practitioner names
misspelled patient names

will require manual allocation. See View Manual List

View manual list

When documents require attention, a number will appear in brackets next to the View Manual List menu item, indicating that manual information entry is needed.

The red cross indicates which aspect of the document did not match and requires allocation prior to sending to BP.

To assist with determining which GP to allocate the document to, you can click on Patient Search and View Recent Appointments which will show you which practitioner the patient has seen most recently.

Once all three check boxes are green, you can click Upload. The document will immediately be uploaded into the nominated GPs inbox.

The Manual Review List will display the person who originally uploaded the document, and allow you to filter between showing all documents for review within your organisation, or just those uploaded by you.

PDF editing

1) Select Edit Document

2) You can easily split pages, rotate pages or choose particular pages to combine into one PDF from this window.

Document Rotation Detection

DocDeliver can detect if a document is rotated incorrectly. These documents can be automatically routed to Manual Review with suggestions to fix the rotation.

These documents will show the reason as ‘Rotation needs review’ in Manual Review

When previewing a document opened in Manual Review, you can accept all rotation recommendations by clicking ‘Fix’ in the top-right corner, or on a per-page basis via the buttons that appear when hovering. Any rotation changes will persist to your patient management system when pressing upload.

To enable this, go to Settings > General Settings and adjust the Rotated Documents setting.

Security settings

Security settings can be found under Settings Cog

You can change your password and set up two factor authentication.

Under Privacy Settings, you can choose how long data is stored on our servers. You may prefer to keep data for longer so you can review the Audit Log, verify activity, or easily locate a document later. Alternatively, you can choose to have data erased once it has been successfully imported into Best Practice.

Sending from Email

There are two methods for sending documents straight from email to DocDeliver

A) Add an Extension or Add-on

Go to the drop menu next to your username and select Additional Apps

Select the extension you’d like to install and follow the guide.

Once installed, you’ll see a button on your email e.g.:

B) Forward from your email

Each user is assigned a unique DocDeliver forwarding email address. You can find your unique email address in Settings > Edit Email Allowlist:

You can then forward emails directly to this address from your email program.

Important: Edit allowlist requirements

If an email address is already linked to your individual user account, you will automatically be able to forward emails from that address. However, most practices commonly send emails from a generic/shared email address such as:

These generic/shared email addresses must be added to the Email Allowlist before they can be used with DocDeliver.

If multiple DocDeliver users need to send emails from the same generic/shared email address, that address must be added to the allowlist for each individual DocDeliver user.

If the sending email address is not included in the allowlist, the email will not be accepted by DocDeliver.

Once received, an email icon will appear on the upload screen, allowing you to choose exactly what you’d like to import.

The email body can be converted into a PDF and uploaded.
Attachments can be imported directly into DocDeliver.

To merge body of email with its attachments into one PDF

In DocDeliver, import the body and the attachments.

Choose Edit document

Select Merge to merge the documents into one.

Choose Save all PDFs

Page settings

There is a wide range of page settings that can be adjusted. To access these, navigate to the Settings Cog in the top right hand corner of each page to see the settings specific to that page.