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Scanning Documents
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If the EXDOC module is installed, documents received by the practice or existing correspondence regarding the patient can be scanned into a patient’s file from the ‘Contacts’ tab.
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Click on the “scan” button.
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Refer to the Scanning Software instructions to scan the document.
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After scanning of the document is complete, the following screen will appear:
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This window enables the user to identify the scanned document using the available fields.
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Select the patient who the scanned image relates to. (‘Patient’ will default to the patient record currently active).
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If undertaking a bulk scanning session, click the “scan” button from any patient record; select the correct patient in the Document Details window. This will save each scanned document into the correct patient record.
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Please use the steps below to scan any paper document into the patients' file:
Click on the ‘Contacts’ tab of a patients file
Click on Scan in the bottom right-hand corner
From the screen below select the scan type – if your document is only one page select ‘Single Page Scan’ and if it is more than 1 select ‘Multi-Page Scan’
From the screen below select the paper source from the drop-down (this is whether you will be using your flatbed or feeder) and choose the picture type – I would advise using Black and White as this will be a smaller file.
Click on Scan and you will see the screen below:
Enter a meaningful Description that will easily distinguish this document from others the patient may already have on file. If scanning a multi-page document the description should include the page number.
The ‘Creator’ field
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will automatically set to the name of the person who
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is currently logged in.
Choose a Standard for entering Names such as Last name, Initial
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There are 6 Document Types; choose the one that best represents the scanned document type.
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Click on the ‘OK’ button to save the scanned image. This may take up to a couple of minutes depending on the size of the document and the speed of the PC.
When this has been completed the document is displayed on the ‘Contacts’ tab in the Patient File as shown in the following example:
NOTE: The Contact Entry shows a picture symbol (arrowed). This identifies it as a Scanned Document (Image).
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Important - Storage Space Requirements:
Scanned Files can take up considerable storage space. It is recommend that scan be done with a resolution of 150-200 dots per inch (dpi) in black and white (monochrome).
It is also advisable to crop pictures so that only the actual information is scanned and not any white space bordering the page. The smaller the area selected, the less storage space required. For example, a full-colour image at 400 dpi takes 64 times as much space as a monochrome image at 200dpi.
Scanning to PDF
Select Configure > Practice Settings.
Under the Format for Scanned Documents header, select the PDF (multipage support) option:
Note that the indication of which scanned documents file types support single / multi-page scanning.
Select OK.
Single Page:
Select the single page option to generate a PDF file with 1 page, regardless of what the printer does.
Please only place one page in the scanner when scanning a single page.
Printer types have variable behaviour with scanning. When you select either Single or Multi page scanning, the scanner's own application launches, but even if the scanner opts to scan more than one page, EXACT will only save one of those pages in the PDF file. To avoid variable results where EXACT saves either the first or the last of multiple pages.
Multi Page:
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Scanner Memory Limitation:
Attempting to scan too many pages causes the scanner machine to run out of memory.
The size of the PDF file varies depending on the type of document being scanned:
A primarily white page will typically be about 50kb in size.
A dense image can be up to 1000kb in size.
The scanner software will likely display an error message when the scanner memory limit is reached. This varies between scanner products
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Setting up a Scanner in EXACT
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Your IT company will probably have done this. You should only change the scanner setup if new hardware is installed or scanning is not working.
From the ‘Contacts’ tab, click on the button to open the ‘Select Source’ window:
This will show all scanner and camera drivers that have been installed on your PC.
From the ‘Contacts’ tab, click on the “source” button and a window similar to the following will appear:
Click on the required Source.
Click on the Select button.
You have now selected the scanner driver. Unless you change scanners, you will not have to do it again.
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This example is for PDF format. (recommended)
Select Configure > Practice Settings.
Under the Format for Scanned Documents header, select the PDF (multipage support) option:
Note that the indication of which scanned documents file types support single / multi-page scanning.
Select OK.
Importing Documents
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https://soeidental.atlassian.net/wiki/spaces/PHS/pages/302187033/EXDOC?search_id=c8825da7-719c-414c-ade2-052d351d2f4f provides the ability to select documents saved on a computer and import these into the EXDOC Document Management System; making these imported documents available from the patient ‘Contacts’ tab.
This means, documents created and saved prior to installing EXDOC can be placed into the patient’s record, providing a convenient place to access and view a patient’s letters.
To Import an Existing Document:
Click on the “import” button on the patient's Contacts screen; a window similar to the following will appear:
NOTE: The default File Types are for Documents. Only documents that match these File Types will be displayed. Click on the down arrow to see further options. If in doubt select All Files(*.*). Under this setting you will see all the Files in the folder being viewed.
Locate the document to import and highlight it, then click the ‘Open’ button or double-click on it. The following screen will appear:
This window enables the user to identify the imported document using the available fields.
Select the patient the document being imported relates to. (The patient will default to the patient record you are using).
If undertaking a bulk importing session, click the import button from any patient record; select the correct patient in the Document Details window. This will save each imported document into the correct patient record.
Either use the date the document is being imported or when it was created in the ‘Date’ field. Set a policy for the practice as to which date should be recorded.
The Description will default to the imported document name. If dissatisfied with this enter a meaningful Description that will easily distinguish this document from others the patient may already have on file
The Creator should be changed to the name of the person who authored the document. Choose a Standard for entering names such as ‘Last name’, ‘Initial’.
There are 6 Document Types; choose the one that best represents the document you have imported.
Click on the ‘OK’ button; the Document will now be displayed in the ‘Contacts’ tab. The symbol selected will depend on the Type of File imported.
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