How To Title: Scan and File into ICS Purpose: To scan and file information into the patient s medical record Audience: All Staff Date: June 21, 2013

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Monica Kelly
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There are two ways to import medical records into ICS: A. Scan paper document(s) utilizing a scanner B. Import documents from a file, folder or Right Fax Acquiring images through a scanner: 1.

1 There are two ways to import medical records into ICS: A. Scan paper document(s) utilizing a scanner B. Import documents from a file, folder or Right Fax Acquiring images through a scanner: 1. Check that your Remote Scan Server is set for Document Scanning. In the right hand bottom corner of your computer right click over the icon and set to the document scanner. 2. Open the ICS module:

Place your documents in the scanner as stated by the scanner guidelines.

2 3. Select Batches 4. Select New 5. Enter the Batch Name 6. Select Scanner as source of scanning a. Place your documents in the scanner as stated by the scanner guidelines. (If utilizing the Fujitsu Scanner, place your documents Face Down, Upside Down. 7. Select Acquire. Your documents will begin to scan.

3 8. When the document(s) finishing scanning, the File Document box will appear as below. If the filing box does not appear, you may either (1) click on the icon as shown below or (2) right click over the document and select File Document. Once the filing box appears, you will enter where the document is to be filed. a. Document Type b. Patient Name Click on the Norton button and select Lookup to look up your patient name. Once the patient name is selected, the patient information will populate. c. Date of Service Select the Encounter Number or Date of Service to be filed. d. Enter your provider s name if you want this document to be sent to your provider s Provider Approval Queue (PAQ) e. Select File to file the document. f. Select New Doc if filing a different type of document or patient chart.

4 9. Once all documents have been filed, the following message will appear. Selecting Yes means your documents will be filed and saved into the patient charts.

Acquiring Images in a Batch 1. Open Batches. Right click over the Trash Can and select as Set as Lost Page Batch. a. The purpose of the lost page batch allows you to discard a document that you do not want filed into the medical record.

5 Acquiring Images in a Batch 1. Open Batches. Right click over the Trash Can and select as Set as Lost Page Batch. a. The purpose of the lost page batch allows you to discard a document that you do not want filed into the medical record. You may then delete the Trash Can or Lost Page Batch. 1. Select the Norton button. 2. Select New 3. Enter a name for the Batch Description field. 4. In the Acquire Profile field, indicate where you will acquire the documents: a. Directory Import b. File Import c. Scanner 5. Select Auto Save Batch After Acquisition 6. Select Acquire

6 7. If you are using a scanner, Ensure settings are: a. Paper Size: Us Letter b. Color/BW: 1 bit Black & White 8. Select Scan 9. Once the document scans, the File dialog box displays for you to begin filing the document. a. Select the Document Type by selecting the drop down arrow. b. Select the Person Number or Patient by selecting the Norton button. i. The blue and white icon next to Document Type c. Select Date of Service. d. Select File. e. Select New Doc if the document is a different patient or document type. 10. After filing, the message below will appear. a. Select Yes to post or save the document.

8 Acquiring Images with Scan & File When you want to quickly add a single document or image, you can use the Scan & File option. Scan & File differs from acquiring images in a batch in that you can scan and file only one document type at a time. 1. Select the Scan & File button. 2. The Batch Information box will appear. 3. In the Acquire Profile filed, indicate that you want to retrieve a document from File Import or Directory Import. 4. Select the Acquire button. a. The Browse for Folder dialog box displays. 5. Locate and select the directory that contains the files you want to import and click Open. a. The application displays a progress bar as it imports the document and images within the directory into ICS. When the directory import process completes, the application displays the imported items in the Viewer. 6. Once the document scans, the File dialog box displays for you to begin filing the document. a. Select the Document Type by selecting the drop down arrow b. Select the Person Number or Patient by selecting the Norton button i. The Norton button next to Document Type c. Select Date of Service d. Select File 7. Click Yes if you want to add the document to the EMR Workflow a. The Create to Do dialog box displays. 8. Click Yes to post or save your documents.

9 Acquiring Faxes from Right Fax Numbers 1. Select Processes > Auto Import a. A screen will appear and indicate how many files are imported. 2. To retrieve the files, select Batches - The batch will appear with the location name and how many documents were retrieved. 3. Once the document imports, the File dialog box displays for you to begin filing the document. a. Select the Document Type by selecting the drop down arrow b. Select the Person Number or Patient by selecting the Norton button a. The blue and white icon next to Document Type c. Select Date of Service d. Select the Provider e. Select File f. Select New Doc if the document is a different patient or document type.

2. Load the pages for the document you want to scan top down and face down. Note: If this is not done, your documents may be scanned upside-down.

2. Load the pages for the document you want to scan top down and face down. Note: If this is not done, your documents may be scanned upside-down. Documents in OSCAR Putting a scanned document into a patient s chart can be broken down into three tasks: scanning a copy of the paper-document, uploading the newly scanned document into OSCAR, and assigning