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.
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 should be changed to the name of the person who authored the document.
Choose a Standard for entering Names such as Last name, Initial.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).
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.
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.