13 SCANNING 1. What this section covers 3

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1 13 Scanning Version 4, SCANNING 1 What this section covers 3 Section 1 - Scanning and attachments 4 Preparation for scanning 4 Creating an image folder 4 Omnipage 10 & 11 5 Vision Logon 7 Set up fictitious consultant 7 Set up Scanning user 7 Notes about Scanning 9 Scanning of Documents 10 Saving of Images 11 Saving Each Document as a Separate File 11 Special Notes for Double-Sided Letters 12 Adding Scanned Documents in Consultation Manager 13 Adding Clinical Data for Scanned Documents 14 QUICK REFERENCE TO DOCMAN 15 Introduction to DocMan 15 Login to DocMan 16 PM/Administrator to carry out the following tasks; 16 Check all users have been set up 16 Create Workflow Recipients 17 Security 18 User Security 18 Data Sections 19 Items within a section 19 Documents 19 Interaction 19 Workflows 20 Discuss a Workflow Process 21 Preset Workflow Recipients 23 Preset Read code for Filing 23 Summary of capturing and filing a document 24 Scanning Information 24 Separate documents for scanning 24 Discuss Scanner 24 Vision 3 Training Guide Scanning 13-1

2 Replacements Parts list: 24 Scanning Letters (Handwritten / without Intellisense) 25 Scanning extra documents into the same batch 28 Renaming a Batch if Auto-naming is on 28 Delete single page(s) from batch 29 Delete batch 29 Document is to be filed to more than one patient 29 Scanning Letters (typed text with Intellisense) 29 Using a stamp 32 Define new stamp 32 Stamping individually 32 Auto Stamp all documents 32 Removing a stamp from the page 32 Viewing Documents 33 Document Viewer (Patient Documents) 33 Alter screen layouts 33 Change Column order 34 Change Sort order 34 Add a new folder to list 34 Search Options 35 Clinical System 35 Viewing documents from within Vision 35 Merge templates 35 Protecting patient s documents from being accessed by certain staff 36 Letter in wrong folder 36 Print Documents 36 Audit Trail 36 Summarise Letter 37 Move or Copy Document to other patient 37 Delete Document 38 Add more folders 38 Integrate DocMan image into CAB referral letter 38 Cut & Pasting DocMan letter Text into Referral Letter 39 Paste DocMan Image into an Referral Letter 39 Workflows 41 Comments 41 Action 41 Workflow In-Tray 41 Mark Action as Complete 42 Highlighting Text 42 Selecting subsequent pages 42 Open the Patients record in Vision 42 Send document to another staff member (Re-Route) 42 Print document 43 Enlarge the document to full screen 43 Open document in Viewer 43 document 43 Stop the workflow 43 Edit filing details 43 Summarise Letter 45 Maintain Lists - User section Scanning Vision 3 Training Guide

3 Add new user 46 User has forgotten password 46 Staff member has left practice 46 Mark user Out Of Office manually 46 How to Tasks 47 Add a Hospital without using Intellisense 47 Add a Hospital when using Intellisense 48 Add a Department without using Intellisense 49 Add a Department when using Intellisense 50 Admin Intellisense Template 52 Results Intellisense Template 52 Edit Filing Templates 53 Edit Intellisense Templates 53 Administrator Tasks 53 DocMan updates 53 Read code Updates 54 Patient synchronization 54 Creating Workflow Views 55 Version 4, Renamed 13Scanning.doc. Remove references to Correspondence Manager; Incorporate outline of DocMan. Version 3, Alt GP Review Version 2, What this section covers This section is in two parts, showing you two different scanning solutions. The first scans the letter into Vision where it becomes an attachment to the patient record. The second section briefly describes DocMan which you can purchase through In Practice Systems. Scanning by Attachments The first section provides a step-by-step guide to using scanning with attachments provided by In Practice Systems for Vision 3, in conjunction with OmniPage 10 or 11. It is designed as a quick reference guide to be used after training has been provided. Vision 3 Training Guide Scanning 13-3

4 Section 1 - Scanning and attachments Preparation for scanning Creating an image folder With scanning in Vision 3, you can attach the complete scanned image to the patient s record, but in order to do this, you need to save the image. It is recommended that you create a folder on a network drive (unless this has already been done by the trainer or engineer) so that you know where the image is stored. 1. To create a new folder on the P drive, go to the desktop, right click on the icon My Computer and choose Explore. 2. Down the left hand side you will see a list of Drives highlight the P drive then click on File, New and select Folder. 3. This will create a folder on the right hand side of the screen. Rename the folder Scanned images. It is optional, but if you are planning to keep a copy of the images you could create sub-folders for each month under the folder Scanned Images. This is only an extra precaution as the original image will be stored in the patient s record, and we recomend you delete the scanned images, or archive off the system, regularly in order to save space Scanning Vision 3 Training Guide

5 Omnipage 10 & 11 It is recommended that you check the following set-up before you start scanning. The set-up screens may look slightly different depending on whether you have version 10 or Open Omnipage and select Tools, Options then All. 2. Go to the Scanner tab and select Automatically scan pages if you want to scan multiple page documents or use the Flatbed scanner. Also select the number of seconds you want OmniPage to wait before scanning the next page in the Time between scans box. Be sure to give yourself enough time to add the next page to your scanner. This section also allows you to alter the brightness and contrast for handwritten letters, which will improve the quality of the image. 3. Go to the Direct OCR Tab and remove the tick from the box Enable Direct OCR as no OCR is required. With this disabled, it will be quicker scanning the documents. You should also remove the tick from the Proofread OCR box otherwise each document will be proofread after being scanned. Vision 3 Training Guide Scanning 13-5

6 4. Finally, go to the Process tab (version 10) or the Proofing tab (version 11) and remove the tick from Automatically proofread results after OCR. Click OK to save the changes 5. From the main page click on the icon Manual OCR and check that the first box says Scan B&W and the 3 rd box is set to Save to File. You may also want to change the view by selecting View and Hide Text View Scanning Vision 3 Training Guide

7 Vision Logon Set up fictitious consultant You may want to set-up a fictitious Consultant in File Maintenance called Dr A Hospital with a short name of HOSP so that all correspondence can be entered against this clinician. Set up Scanning user It is recommended that a separate logon to Vision be created for recording scanned images in Consultation Manager. This can facilitate the automatic presentation of the appropriate data add window when a patient is selected, so simplifying the process to add Attachments. Create a new user in File Maintenance / Security in the usual way. Sign on as this new user, and then edit the Consultation Manager Setup for the scanning user. 1. Sign on as the Scanning user. 2. In Consultation Manager, go to Consultation - Options - Setup - Startup. 3. In Add Data Forms, click on Edit. 4. Then add Attachments as the Add Data Form on the Startup tab. Vision 3 Training Guide Scanning 13-7

8 5. Click on the OK button to accept the selection. 6. Now, go to the Data Entry tab and choose Doctor Hospital as the First choice default member of staff. It is optional but you may want to select the box Specific in Forms default date and blank out the date so that when you scan a letter into Vision you are prompted to enter the date (when you exit consultation manager it will revert back to consultation date so you will need to blank the date every time you do a batch of letters) Scanning Vision 3 Training Guide

9 7. Click OK to save the changes. Other aspects of the Consultation Manager Setup could be configured appropriately for this user e.g. Consultation Type / Start Consultation when Patient selected etc. Notes about Scanning The scanner must always be switched on before the workstation, otherwise you may get an error message. Any document can be scanned and annotated to an entry in Consultation Manager. You are not limited to just letters. Sort documents into different types - eg, single-sided, multiple page with one-sided print, double-sided. It is also advisable to separate A4 and A5 format letters. Remove any staples and paper clips and ensure that the letters are as flat as possible, bent edges can cause paper jams in the scanner. Put the letters in batches of 20 in the scanner document feeder. They must be face down and make sure that consecutive pages belonging to multiple documents are in the correct order. For single-sided and multiple-page letters follow the instructions in the sections on Scanning of documents (see page 10) and Saving of images (see page 11). For double-sided letters, follow the instructions in the section Special notes for double-sided letters (see page 12). Vision 3 Training Guide Scanning 13-9

10 Scanning of Documents 1. Open OmnipagePro and Vision. Sign onto Vision as the scanning operator and open Consultation Manager. 2. Put the letters in batches of about 20 in the scanner document feeder. The letters must be face down. Make sure that consecutive pages belonging to multiple page letters are in the correct order. 3. Maximise OmnipagePro and click on the big green button labelled Start. (Omnipage 11) or Scan B&W (Omnipage 10). 4. The documents will now start scanning. Depending on the version of Omnipage you have installed and the type of scanner you are using, you may see the following prompts appear during or after the scanning process: 5. This prompt looks like an error message: There is no paper in the document feeder. Insert more paper. Retry or Cancel. This is in fact a reminder that the sheet feeder is empty. If all letters have been scanned in, select Cancel, otherwise put the next batch of letters into the document feeder and select Retry. Carry on until all single-sided and multiple page letters have been scanned. 6. Do you want to Scan Now, Pause or Stop Scanning. This message will appear after each letter goes through the sheet feeder. Ignore the message until all the letters have been scanned and only then choose Stop scanning. If you do not select Stop, the scanner will try scanning a blank page from the flatbed. If this happens, right click on the thumbnail view of the blank page and choose Clear. 7. The OmnipagePro screen is divided into three sections. The left hand section shows the thumbnails (small versions of the letters) and is very useful to confirm the correct Page number when adding the image into Consultation Manager. The middle section shows the scanned image and the right hand section shows the text version which has been converted via the OCR process. These two latter aspects of OmnipagePro have no practical application in the process described in this document. 8. A Save As box appears asking if you want to save the documents as ScannedLetters.doc. Click on Cancel to ignore this Scanning Vision 3 Training Guide

11 Saving of Images Saving Each Document as a Separate File Having scanned the documents, it is now necessary to save the images of these documents. 1. Go to File and Save Image. 2. You must make sure you know where the images are being saved. In the Save in box at the top of the screen, use the drop down arrow key to locate the P drive, then find the folder named Scanned Images. 3. Ensure that: Save all pages is selected in the Save Options box. Either Save all pages to a single file or Save each page to a separate file is selected in the Image Options or File Options box. TIFF Group 4 compressed (*.tiff) is the file type selected in the Save as type box. It is very important that the images are saved in a compressed format. The File Name can be anything but suggested you use the current day s date with an A, B, C for additional batches on the same day e.g. aug or aug012002a, aug012002b etc. The Save in box displays the Scanned images folder on the P drive, or whatever location to which you intend to save the images. Vision 3 Training Guide Scanning 13-11

12 4. Click on the button. 5. You have now saved the images of the scanned documents. Keep OmnipagePro open as you will need to refer to the page numbering of the saved images when you attach these images to an entry in Consultation Manager Special Notes for Double-Sided Letters Each double-sided letter should be processed through the document feeder individually. First scan the front page, then turn the letter over and scan the back page. Several letters can be scanned in this way before continuing processing. Follow the instructions for Saving images, and pay particular attention to the fact if you are saving each side of the document as a separate file, you will need to attach BOTH images in Consultation Manager separately. If a daily file has already been created from scanned single page letters, the filename given to this batch of double-sided letters will require an addition to distinguish it from the first file. e.g. aug012002a Scanning Vision 3 Training Guide

13 Adding Scanned Documents in Consultation Manager Scanned images can be annotated to Attachments in Consultation Manager. Remember if the document is double-sided or multiple pages, each image will need to be added separately as a new Attachment entry. You cannot add multiple saved images to one Attachment entry. 1. With the correct patient selected, click the Add menu item and select Attachments 2. Edit the date to reflect the date of the image being attached. 3. Select the type of attachment from the pick list Type of Attachment. Vision 3 Training Guide Scanning 13-13

14 4. Record in the Summary a statement indicating the source of the image, for example, Discharge Summary or Letter from Dr Jones, ENT, Wythenshawe Hospital. 5. Click the paper clip icon and select the file to be attached. This will be the image file you have just saved and will be called something like aug Page 1. It is very important that the correct Page number is selected otherwise the wrong image will be attached. If in doubt, you still have OmnipagePro open on the workstation, you can revisit OmnipagePro and check the thumbnail images on the left to ascertain the correct Page number. 6. Click OK to select the file and a tick will be displayed across the paper clip icon. 7. If you wish to confirm that you have selected the correct image, click the spectacles 8. Click OK to record the entry. icon to display the image. Adding Clinical Data for Scanned Documents In order to ensure that comprehensive data is recorded for letters and documents being added as Attachments in Consultation Manager, it is considered important that an appropriate Read coded entry is also made to reflect the clinical issues addressed by the letter / document. These entries, usually History entries, could be cross referenced to the Attachment entry. If both the Attachment entry and the History entry have the same Event Date, they will sit together when displayed on the journal Scanning Vision 3 Training Guide

15 Quick Reference to DocMan Introduction to DocMan Vision Docman is a document management system developed for Vision users. It improves the way documents are moved around the practice and speeds up communications with external organisations. Practices using Vision will benefit from improved security and availability of their patient-related correspondence and other practice documents. Vision Docman is developed in association with PCTI, the leading supplier of healthcare-based document management solutions. The filing process involves 3 key steps: Document capture, Manipulation and Categorisation / Storage. This process is controlled through the BatchManager filing module. The screen is split into 3 sections: To the left is the list of captured batches which are grouped by date of capture and display the type of document and it s number of pages, followed by a list of pages for the selected batch and finally to the right is a Vision 3 Training Guide Scanning 13-15

16 preview of the selected page. Moving the mouse over a region and pressing the right mouse button displays a list of options which relate to that section of the screen. BatchManager has been designed to capture documents quickly through its scanning option or to import previously created documents and organise the documents into document batches. The batches can then be reviewed before being categorised and filed into the relevant patient or non-patient section. Tools enable the user to quickly rotate, stamp or highlight parts of a document before it is filed. The BatchManager module enables users to distribute the filing workload between one another as all batches are shared throughout the system. Login to DocMan Everyday users must login to DocMan, just as they do for Vision. To check workflows, messages, actions and display patient letters quicker, using the floating toolbar or main menu. PM/Administrator to carry out the following tasks; 1. Enter User name. 2. Press return to create a password. 3. Explain that users do not enter a password on first use. Check all users have been set up 1. Maintain Lists. 2. Users. If not, Add Staff; 3. Add button. 4. Enter unique Short Login Name. 5. Full Name. 6. Select Gender (for picture on front screen). 7. Discuss and select Options for Staff. Normal default: Document Delete / Copy / Move. 8. Discuss and select Access Level 9 for Doctors (Sensitive Documents, i.e. internal staff, Abuse cases etc ) 9. Save, F12. Scanning Vision 3 Training Guide

17 Create Workflow Recipients Add a couple of workflow groups; one for all GPs and another for all Staff 1. Add button 2. Enter Description 3. Add relevant staff. Vision 3 Training Guide Scanning 13-17

18 Security The system has various levels of security these are categorised as follows:- User Security User access is restricted by a user name and password system. Each user is assigned a user account and password. Passwords will expire every 30 days (system setting). Passwords must be a minimum of 5 characters (system setting). The user may not use the same 5 passwords in rotation (system setting). 3 Invalid login attempts will lock the users account and the workstation The administrator can force the user to change their password at any point. Users have an assigned document access level; documents with a higher security level than the user will not be viewable by that user. Users have security settings which determine how they interact with the system. These are as follows:- Sections Administer Add/Edit/Delete items The user can create, edit, delete, copy and modify The user can Add, edit, delete items in a section Documents File The user can file new documents Edit filing details The user can modify filing details of existing documents Check out The user can check out and check back in document revisions Delete The user can delete a document View audit trail The user can view the document audit trail Copy/move The user can copy or move a document from one section / item to another. Workflow View & Mark as seen Administer Delete Maintenance Maintain lists Modify users Administer system The user can view workflows and mark their own workflows as seen The user can administer workflows, including re-route, stop, move to next user. The user can delete workflows The user can maintain and add new list entries The user can modify other users accounts The user has access to the system administration module Scanning Vision 3 Training Guide

19 Data Sections Data sections can be restricted to an allowed access, user list Data sections can be assigned a password Items within a section Individual items within a section such as an individual patient can be restricted to an allowed access, user list and be assigned a password. Documents Documents have an assigned access level, users with a lower access level than the documents will not be able to view the document or perform admin functions on that document. Documents can also be assigned a password. Interaction If a user does not have access to a data section, that data section will not be listed from the main menu or from any section selection list. The exception to this is when filing where all sections are available. If a section has a password and the user is allowed access through the allowed users list (or this list is blank), then the section will be displayed on the main menu and from all other lists. The user will however have to enter the section password before access is granted. This also applies to viewing a document or workflow that is in a pass worded section. If a user does not have access to an item within a section, then that user will be denied access when searching or attempting to view a workflow for that item. If the item has a password, then the user will be required to enter the password before viewing any documents or workflows. If a user does not meet a documents access level, then the document will be inaccessible to that user. If the document has a password, then the user must enter the password before viewing the document or the workflow. Vision 3 Training Guide Scanning 13-19

20 Workflows Workflow is the process of electronically passing a document through an organisation allowing users in the recipient list to review, comment, action and annotate the document. The Workflow Intray module enables users to process any Workflows sent to their Inboxes. This process involves reviewing the associated document, making comments, annotating, adding any actions and then moving the Workflow along the Workflow route. Workflow routes are lists of users to whom the document has been sent. This route can either be a sequential route with each user receiving the document in turn or a broadcast route whereby each user receives the document at the same time. The Workflow module is split in 4 main sections. Top left is a list of Views; these views control which Workflows are displayed. Under the Views is the list of Workflows relating to the selected View. The list shows the date, status, priority and Action status of each Workflow in the list. Under the Workflow list is the route of the selected Workflow. The route is grouped by user and shows any comments, actions and annotations. To the right is a preview of the document associated to the selected Workflow. Scanning Vision 3 Training Guide

21 Discuss a Workflow Process When a Workflow is sent to a user or list of users, it has a status of Active. The Workflow will remain active until all users in the list have marked the Workflow as seen. During this process, users may add electronic comments to the Workflow, highlight sections of the document, stamp the document and place electronic Actions against the Workflow. When a user interacts with the Workflow in this way, the information is recorded in the documents history and is made available to other users in the Workflow list. If a Workflow has any associated Actions then it will remain in the system and cannot be deleted until the Action(s) have been completed. Some popular workflow methods: Method 1: Open post and divide into 2 sections (double-sided documents and single-sided) 1. Letters scanned straightaway 2. Filed to patient record 3. Sent to Clinician to read Then either: a. Marked as Seen with a comment (which completes the document workflow) b. Re-route to another member of staff to carry out an action, then Mark as Seen This example shows a simple Workflow sent to 1 GP. Dr Martin would review the associated document, add any comments using the toolbar button, use the annotation tools to highlight or stamp the document then Complete the Workflow using the toolbar option. The Workflow s status would change to Complete and be moved out of Dr Martin s Inbox. If the Workflow has any Actions associated they would be picked up using the Complete with Actions view which lists all completed Workflows that have uncompleted Actions. Vision 3 Training Guide Scanning 13-21

22 Method 2: Preset recipients in a workflow; each staff member receives the letter in turn and can add any comments or actions. (1 st Dr > 2 nd Dr > 3 rd Dr > Summariser) 1. Letters scanned straightaway 2. Filed to patient record 3. Work-flow is displayed with all recipients already in workflow list. (this can be altered per document) 4. Sent to 1 st Clinician to read 5. Who selects Marked as Seen with a comment or action This now is automatically sent to each recipient in the workflow in turn, each being able to add additional comments and actions or just mark as seen to pass it on In this example a Workflow has been sent to three users in sequence. Dr Johnson has already reviewed the Workflow and placed an action on the Workflow. The Workflow is currently in Jenny Jones Inbox, once marked as seen it will progress on to Dr Martin. Once all users have seen the Workflow it will need to have the actions completed. This example shows a Workflow sent to 2 users and has been Broadcast so that each user receives it at the same time. Dr Johnson has already placed an Action against the Workflow which is viewable by Dr Martin. Scanning Vision 3 Training Guide

23 Preset Workflow Recipients Note that the recipient list can be altered when filing each document, if required. 1. Maintain Lists 2. Filing Templates 3. Double click Clinical Letters (or other template) 4. Select relevant Workflow route from the dropdown box. 5. Save Additionally, some practices may prefer to use a specific Read code for scanning and filing into a patient record, (i.e. #9b30 Scanned document.) as this speeds up the filing process and can be later summarised with any relevant Read codes. Note: that although this is set, it can be cleared when filing specific documents, by clicking on the Read code on the last template screen, under File to Vision clinical system. Preset Read code for Filing 1. Maintain Lists 2. Filing Template 3. Double click Clinical Letters (or other template) 4. Select Pre-defined from Clinical Entry dropdown box 5. Click Select Button 6. Search for Read code ( i.e. Scanned Document). Vision 3 Training Guide Scanning 13-23

24 Summary of capturing and filing a document To capture and file a document the process is as follows:- Scan the document batch Select a page or pages from a batch which relate to a patient Locate the patient using the search Select the template which relates to the document Save to the patient store Scanning Information Staff members should be aware of the following: Separate documents for scanning 1. Single sided (include all handwritten and text documents). For 2 or more pages per patient write on each document 1 of 2, 2 of 2 etc... For your own reference later on, to remind you they are multi page documents. 2. Double sided Discuss Scanner 1. How to open scanner in case of jam 2. Documents face down 3. Replacement parts can be ordered, when multi-feeding continually occurs Pick up roller (life 100,000 sheets or 1 year, fi-4530c & above 200,000 sheets) Pad assembly (life 50,000 sheets or 1 year, fi-4530c & above 100,000 sheets) Replacements Parts list: Website: scan.asp?wg=23 for part numbers Pick Roller for Fujitsu fi-4120, 4220C, 4120C2, 4220C2, 5120C & 5220C (Product Code: PA ) Scanning Vision 3 Training Guide

25 Pick Roller for Fujitsu fi-4530c (Product Code: PA ) Pad Assembly for Fujitsu fi-4120 & 4220C (Product Code: PA ) Pad Assembly for C2 Models, 5120C & 5220C (Product Code: PA ) Pad Assembly for Fujitsu fi-4530c (Product Code: PA ) Scanning Letters (Handwritten / without Intellisense) User signs into DocMan. If it is the first time, just enter a username and press Enter, and the user will be asked to enter a new password (minimum 5 characters). Note that passwords are not carried over from clinical system. 1. File Documents F2 2. Check Layout (for Single sided or Double sided) 3. Place letters in scanner face down 4. Click Scan button, or press F2 - once complete all the thumb images are displayed in the middle section under the Today heading and a batch is created and called Scan. (This can be switched off to enable a user to name each batch, under Batch File menu > Auto Naming.) Note: Keep hardcopy letters just scanned in correct order for your reference later 5. Highlight 1 st letter 6. If multi page document, hold CTRL key and click following page(s) 7. Check File to section Patients (or Surgery or Secure) 8. Click File button From this point defines without Intellisense 9. Search for patient - Select the Patient section from the drop down list. Click File the F12 function key from the toolbar or press Best method is 3 & 3 (three characters of surname and forename, either way around) Address can be used, type address with speech marks DOB must use forward slash / to divide DD/MM/YYYY Wildcards can be used % Vision 3 Training Guide Scanning 13-25

26 Note: To Show a preview of the patient details, click the Options button Listed below are the registration status definitions: REG001 = Applied REG002 = Permanent REG003 = T/R<15 days REG004 = T/R>16 days REG005 = T/O REG006 = REG007 = Immediately Necessary Treatment REG008 = Emergency Treatment REG009 = Child Health Surveillance REG010 = Contraception REG011 = Maternity REG012 = Minor Surgery REG013 = Private REG014 = Referred REG015 = Walk in Centre REG016 = GP with Special Interest REG017 = Minor Injury Clinic REG018 = HMP Inmate REG019 = Visitor (EC111) 10. Highlight correct patient and double click (click Select button or use Return key) Scanning Vision 3 Training Guide

27 11. Select Filing Template Clinical (Admin, Discharge Summary, OOH etc ) 12. Choose date of letter (clinic date is preferred for clinical letters) 13. Choose Local Hospital from list or Out of Area Hospital (free text hospital name) or add new one if regular correspondence is received from hospital. Add button Patients: Hospital/Clinics Type new hospital name Save Note: Do not add a folder, when adding a hospital, because you will need to choose a different folder for each document. Note: 14. Choose Department (or add new one) Select Patients: Departments Type new department name Select folder to store documents for new department (or add new one: Maintain button. Add button. New Folder name. Highlight either Top Level to create a new folder or highlight an existing folder to create a sub level folder. Confirm Add. Close 15. Check File Document form details Filing Details - is the data written to Vision, Patients record Categorisation is storage location of document in DocMan Vision 3 Training Guide Scanning 13-27

28 Security only staff with sufficient rights will be able to view document. All users have a default 5; this means they will be able to view level 5 documents and below. After Filing note that these tick boxes are workstation specific and remember the last selection. Therefore if a tick is removed when filing a specific document, you must remember to replace the tick for the next document. Also, if the user moves from PC to PC the ticks must be checked on initial filing Add to Workflow Batch option if set, does not immediately send the document to the workflow process but instead stores the document and subsequent filed documents in a batch which may then be actioned later, using the Filing menu > Process Workflow Batch. This works well for documents which are going through the same workflow route as it means the user only has to set the route once instead of for each document. 16. Check Read code if predefined (click on Read code to remove, if you want to select an alternative Read code for current document) 17. Click File Document (F12) 18. Check or Add Workflow recipient(s) Send in Order recipients receive/see the document in turn, each recipient must select Mark as Seen before it moves to the next user. (if the user has Workflow Administer options, they could also use Move to next user from Workflow menu) Broadcast to all all recipients receive/see the document at the same time Note: Comments, Actions and highlights can be seen by all recipients as and when they are entered. Each recipient must select Mark as Seen, for completion. 19. Select Read code to file scanned letter under or add new one. (Unless predefined, in which case you will not be prompted to add a Read code) Scanning extra documents into the same batch 1. Highlight batch 2. Click Add Page(s) button Renaming a Batch if Auto-naming is on 1. Right mouse click on batch Scan 2. Select Rename Note: if Auto-naming is switched off, the users will be prompted to type a name for each batch - On the Batch File menu, click to remove tick from Auto name Scanning Vision 3 Training Guide

29 Delete single page(s) from batch 1. Right mouse click on page thumbnail within Pages column 2. Select Remove selected page(s) Delete batch 1. Right mouse click on batch 2. Select Delete Document is to be filed to more than one patient 1. Filing menu 2. Click Remove after filing (to remove the tick mark) 3. Now file document as usual, but it will remain after completion 4. Remember to replace the tick as above when filing the document(s) to last patient. Scanning Letters (typed text with Intellisense) User signs into DocMan 1. File Documents F2 2. Check Layout (for Single sided or Double sided) 3. Place letters in scanner face down 4. Click Scan button. Once complete all the thumb images are displayed in the middle section under the Today heading and a batch is created and called Scan. (This can be switched off to enable a user to name each batch, under Batch File menu > Auto Naming.) Note: Keep hardcopy letters just scanned in correct order for your reference later 5. Highlight 1st letter. If multi page document, hold CTRL key and click following page(s). 6. Check File to section Patients (or Surgery or Secure) 7. Make sure the tick make is in Use Intellisense > Click File button 8. Check details - you may want to switch on Patient Match Details from the Options button Patient match uses a 1-3 numbering system 1 = NHS Number (found) 1 = Surname, Forename, DOB (all found) 2 = Surname, Forename (only found) 2 = DOB (only found) 3 = Surname (only found) Vision 3 Training Guide Scanning 13-29

30 3 = Forename (only found) Note: Click on an option within the Patient Match list to display where the text was picked up from within the document. Displayed within the Patient Match Details is the number of matches found, if this is greater than one, a list of patient names will be displayed when continued... Filing Match if multiple choices are displayed, double click correct choice. If certain details have not been picked up, then you may have to define some words. Click Maintain Templates. To add a Hospital, click Add button. Type a Template name (i.e. Hospital: St Thomas Hospital); Description = Clinical Letter; Organisation = St Thomas Hospital. Click on Intellisense tab. Add Keyword button. Type St Thomas Hospital and add a separate keyword for the postcode. Select Any of the Words can be detected. Click Save. To add a Department, click Add button. Type a Template name (i.e. Department: Minor Injuries). Description = Hospital / Clinical Letter; Department = Minor Injuries. Select Folder = Minor Injuries (or add new one as below): Maintain button Add button New Folder name (i.e. Minor Injuries) Highlight either Top Level to create a new folder or highlight an existing folder to create a sub level folder. Confirm Add Close Click Select for Clinical Entry to define a Read code. Click on Intellisense tab. Add Keyword button. Type some keywords i.e. Minor Injury. Select Any of the Words can be detected. Click Save. 9. Click Continue F12 button Note: if any of the Matches are not selected, the user will be prompted to add them. 10. Check File Document form details Note: Filing Details - is the data written to Vision, Patients record Categorisation is storage location of document in DocMan Security only staff with sufficient rights will be able to view document. All users have a default 5; this means they will be able to view level 5 documents and below. After Filing note that these tick boxes are workstation specific and remember the last selection. Therefore if a tick is removed when filing a specific document, you must remember to replace the tick for the next document. Also, if Scanning Vision 3 Training Guide

31 the user moves from PC to PC the ticks must be checked on initial filing Add to Workflow Batch option if set, does not immediately send the document to the workflow process but instead stores the document and subsequent filed documents in a batch which may then be actioned later, using the Filing menu > Process Workflow Batch. This works well for documents which are going through the same workflow route as it means the user only has to set the route once instead of for each document. 11. Check Read code if predefined (click on Read code to remove, if you want to select an alternative Read code for current document) 12. Click File Document (F12) 13. Check or Add Workflow recipient(s) Send in Order recipients receive/see the document in turn, each recipient must select Mark as Seen before it moves to the next user. (if the user has Workflow Administer options, they could also use Move to next user from Workflow menu) Broadcast to all all recipients receive/see the document at the same time Note: Comments, Actions and highlights can be seen by all recipients as and when they are entered. Each recipient must select Mark as Seen, for completion. 14. Select Read code to file scanned letter under or add new one. (Unless predefined, in which case you will not be prompted to add a Read code) Vision 3 Training Guide Scanning 13-31

32 Using a stamp Most stamps are not required within Batch Manager when filing as the audit trail from View comments (Document History) is quite sufficient, if the tick is removed from Show only comments. Define new stamp 1. Click arrow to the right of the stamp button 2. Select Add New Stamp 3. Type stamp text i.e. Scanned on 4. Click Date and Time button(s) if required 5. Note: the stamp text could read something like Scanned on [date], [time], Jane Smith 6. Select Font Size of text 7. Select Colour Stamping individually 1. Click Stamp button 2. Move mouse pointer to area of document 3. Click mouse button 4. Click Stamp button (to deselect the stamp) Auto Stamp all documents 1. Click arrow to the right of the Stamp button 2. Select relevant stamp 3. Right mouse click on a page within the Pages column 4. Select Auto stamp all pages Removing a stamp from the page 1. Click stamp text on page 2. Right mouse click 3. Delete Annotation Scanning Vision 3 Training Guide

33 Viewing Documents 1. View Documents F3 from main menu 2. Select relevant section 3. The Patients section will display the search form Note: You can also access documents using the Patients, Secure & Surgery options on the front screen. Document Viewer (Patient Documents) Folders can be switched between displaying all folders regardless of documentation or only showing folders that have documents. 1. Folder menu (or right mouse click on an existing folder) 2. Hide Inactive Folders Alter screen layouts 1. Options menu 2. Layout & Settings Vision 3 Training Guide Scanning 13-33

34 Change Column order Each column heading can be moved by dragging; hover mouse over heading, then hold down the left mouse button while dragging, this can then be saved as a default. 1. Options menu 2. Layout & Settings 3. Save document list layout Change Sort order Each column heading will sort if clicked on; a default sorted column can also be set 1. Options menu 2. Layout & Settings 3. Save document sort Add a new folder to list 1. Click Folders menu (or right mouse click on an existing folder) 2. Select Maintain Folders 3. Add button 4. New Folder name 5. Highlight either Top Level to create a new folder or highlight an existing folder to create a sub level folder. 6. Confirm Add & Close Scanning Vision 3 Training Guide

35 Search Options There are three search options within the document viewer; 1. Search = Patient search (searching for another patient) 2. Document Search = Locating a document within the patients folder list 3. Document Search [All items] = Searching all documents stored in DocMan Note: by default both document searches use all fields (i.e. column headers) to find text stored under a heading; this can be changed from the drop down list) Clinical System Opens patient record within Vision; however Consultation Manager must be open. Viewing documents from within Vision Documents that have been filed into the clinical screen can be viewed in the Document viewing module. To view a document from VISION: 1. Select the attachment entry from within the patient s clinical record. 2. Right click and select View attachment from the context menu. The Document Viewing Module is then loaded and the selected document displayed, along with all other documents for the selected patient. Merge templates Will most probably not be used, as Vision already supports this feature and will store the letter within the patients record instead of within DocMan. Merge templates allows the user to create a basic word processing template with merge fields. Vision 3 Training Guide Scanning 13-35

36 Protecting patient s documents from being accessed by certain staff 1. Patients menu 2. Edit 3. Security tab 4. Either define specific users or create a password Letter in wrong folder Right mouse click letter and select Edit Filing Details Print Documents Right mouse click and print single documents 1. To print multiple documents, click Document menu > Select Mode 2. Put a tick in each box you wish to print 3. Click Selected Documents menu > Print Audit Trail 1. Document menu 2. View Document History (F6) Scanning Vision 3 Training Guide

37 Summarise Letter Only letters that have been scanned and filed using Intellisense will have OCR text displayed for summarising later. (Letters can still be summarised but manually using Read code button) 1. Right mouse click summarise 2. Click Medical History button to see current clinical data between priority 1-3 from patients record in the medical system (Bold text denotes Priority 1) 3. Click Intellisense > Highlight text in document to summarise Click Detect Diagnostic or All Read Alternatively, click Read code button and select manually Term Search means that the words must start with whatever you type a search text Extended will search all Read codes wherever the words are found (not just at the beginning Keyword search is the clinical keywords behind the Read code 4. Click Summarisation button, when you have selected all the Read codes from the letter 5. You may add free text comments to the individual entity s, then click Update F8 button to save text. 6. Click Save Summary in medical record to finish Move or Copy Document to other patient 1. Document menu 2. Select Mode Vision 3 Training Guide Scanning 13-37

38 3. Selected Documents menu 4. Move 5. Copy Delete Document 1. Document menu 2. Select Mode Warning message that the clinical entry in the medical system will need to be amended manually. Once you have deleted the entries from the original patient record, you may now wish to re-enter the details into the correct patient records within the medical system. Click Documents menu > Edit filing details Place a tick mark in File to Vision clinical system Select other patient Click Documents menu > Edit filing details Place a tick mark in File to Vision clinical system 3. Selected Documents menu 4. Delete 5. Warning message that the clinical entry in the medical system will need to be amended manually. Add more folders 1. Right mouse click on folders 2. Select Maintain List Integrate DocMan image into CAB referral letter You can copy a DocMan image and paste it to the bottom of a Vision referral letter within the Referral screen. These methods will only work IF Microsoft Document Imaging has been installed as part of the Office Install. Method 1 Note: Even though Microsoft Document Imaging has been installed the OCR feature may not have been, therefore you may need the Microsoft Office CD to hand if you see this message, when selecting Copy at Point 7 Scanning Vision 3 Training Guide

39 Cut & Pasting DocMan letter Text into Referral Letter 1. In Vision Consultation Manager, edit Referral Letter (Journal > Select patient > locate the referral bow tie > right click Edit) 2. Once you have typed your referral letter, do not (at this point) close your letter. Leave it open. 3. Click Patient Documents from DocMan toolbar to display all patient letter(s). 4. Highlight letter in question on the right hand side of your screen. 5. Press F2 twice on keyboard (Note: the second F2 should open it in Microsoft Document Imaging). 6. Using the right window area. Place your cursor at the start of your letter (top left), hold your left mouse finger down & drag to the end of the letter (bottom right). Your letter should now have a red box around it. 7. Place mouse pointer in the red box > right mouse click, select Copy. 8. Once the letter has been OCR d all the text will be highlighted. 9. Go back into your open referral letter. Click your text cursor on the page where you want your text. 10. Right mouse click & paste. 11. Print if necessary. 12. Save as normal which should bring you back into your Referral screen. Click on OK. 13. If you intend to send this referral message straight away you can select either Send or Yes when asked do you wish to send this referral message when the patient is deselected. If the GP needs to proof read it select Send Later or No. Method 2 Paste DocMan Image into an Referral Letter 1. Edit Referral Letter (Journal > Select patient > locate the referral bow tie > right click Edit). 2. Once you have typed your referral letter do not (at this point) close your letter. Leave it open. 3. Click Patient Documents from DocMan toolbar to display all patient letter(s). 4. Highlight letter in question on the right hand side of your screen. 5. Press F2 twice on keyboard (Note: the second F2 should open it in Microsoft Document Imaging). 6. Using the right window area. Place your cursor at the start of your letter (top left), hold your left mouse finger down & drag to the end of the letter (bottom right). Your letter should now have a red box around it. Vision 3 Training Guide Scanning 13-39

40 7. Place mouse pointer in the red box > right mouse click, select Copy Image. 8. Go back into your open referral letter (Word Document). Click your text cursor on the page where you want your image. 9. Right mouse click & paste. 10. Print if necessary. 11. Save as normal which should bring you back into your Referral screen. Click on OK. If you intend to send this referral message straight away you can select either Send or Yes when asked do you wish to send this referral message when the patient is deselected. If the GP needs to proof read it select Send Later or No. IMPORTANT NOTE: The instructions above are fine if you are pasting no more than 3-4 images; as the maximum file size is 747K per file, (no more than 5 files) when uploading to Choose & Book website. To check your document file size: Save the Word document, but do NOT close it. (File menu > Save). (In Microsoft Word) Click the File Menu > Properties > General tab will display the File Size. If you need to attach more images then please follow the steps below. 12. Once the referral letter has been done and the relevant images copied (Max 747K) close the document, click OK on the referral message and Send Now. DO NOT CLOSE THIS CONSULTATION UNTIL YOU HAVE CREATED ALL THE LETTERS AS MENTIONED BELOW: 1. Go to Add on the top menu bar and Correspondence. 2. Click on the Letter button and retrieve the images that you want from DocMan, again not exceeding the 747k file size. Following steps 3-9 as mentioned in Method Repeat these steps if you have more images to include, adding images to each document, remembering that you only have a maximum of 5 x 747k including the referral letter. 4. Once all images have been added into letters, right click on the Letter line 5. Select Problems and tick the MSG:??? referral Problem book 6. Repeat to add all relevant Letters 7. Click on the Problems tab, to view the MSG:??? Problem book 8. Click on the MSG:??? Problem book text to expand the contents and check all the Letters have been added to this book. 9. Close Consultation (to send Problem Book contents to Choose and Book website) If you selected No or Send Later when closing the Referral (bow tie) 1. Right click on the referral bow tie, Edit and OK. 2. Click on Yes to send referral message. Scanning Vision 3 Training Guide

41 Workflows The workflow is a route in which each document is sent via certain staff. This is displayed in the lower left window. Each user has a workflow in-tray of documents that have been sent to them. All users in the workflow must select Mark as Seen to verify that they have seen the document, then either comment or set an action for someone else to complete. Comments A comment finalises the document, if it has not been re-routed to another user, it is placed in the Completed Views section. Action If an action has been set this generally implies that something needs to be completed by another member of staff. If it has been re-routed the next user will receive the action, otherwise it is put in the Documents with actions section within Views. Note: It is generally a good idea when setting an action to re-route the document to specific members of staff, otherwise everybody has to check through each document within the Documents with actions list. Workflow In-Tray 1. Select Workflow In tray (F4) 2. Select Inbox to display all the documents, in the left column 3. Select an Active document from the list which displays the letter in the main window Either; Read and Mark as seen with a comment (if no further action is required) Read and Highlight text in document, if required; Click Re-route and Add staff member(s) to send document Click Mark as Seen and either add comment and/or action to inform the next user what they have to do. Summarise the document, then Mark as seen with a comment Vision 3 Training Guide Scanning 13-41

42 Mark Action as Complete If a document has been sent to you with an Action (orange triangle); you must click the Action Complete button, before Mark as Seen. Otherwise the action remains active and cannot be archived. Highlighting Text Either; Click the highlight button on the toolbar Right mouse on the document and select highlight and a colour Then hold the left mouse button down and drag the mouse pointer diagonally across the page to highlight a section of text. This can be repeated as many times as you wish to highlight multiple sections. Selecting subsequent pages Top right corner of the toolbar, green arrows are displayed if there is more than one page or right mouse click. Open the Patients record in Vision However, Consultation Manager must be open for this to work. Note: You must not minimise Consultation manager either Click the Clinical System button and it will open the patient s record within Vision. Send document to another staff member (Re-Route) 1. Once clicked 2. Click Add button to select staff If selecting multiple staff you have a choice to either; Sent in Order each user will receive the document in listed order; use the move button to change this order; or Broadcast to All all users in the list will receive the document at the same time. Set a priority As each document is sent in the order you complete each action, you may wish to alter the received order using the priority. Normal no order change Urgent moves the document to become the first within the recipients in-tray Pending waiting for further information Scanning Vision 3 Training Guide

43 Print document Click the Document menu and select Print. Enlarge the document to full screen Press F3 on the keyboard or click the Document menu and select View full screen. Open document in Viewer Press F2 on the keyboard or click the Document menu and select Open Document. document Click Document menu and select (This will only work with Microsoft Outlook). Stop the workflow A reason must be enter as to why you have stopped it, which is recorded in the audit trail. Edit filing details Open the filing details template, when the document was originally filed. Vision 3 Training Guide Scanning 13-43

44 This would be useful if you wish to add/amend security or change a folder location within DocMan under the Categorisation section. Note: if the document has already been filed into the Clinical System, and it is filed again, this will create another entry in the patient s record. Filing Details displays the data in Vision > Consultation Manager > Journal Categorisation & Security are stored in DocMan > Patient Documents Scanning Vision 3 Training Guide

45 Summarise Letter Only letters that have been scanned and filed using Intellisense will have OCR text displayed for summarising later. (Letters can still be summarised but manually using Read code button) 1. Click Summarise 2. Click Medical History to see current clinical data from the patient record in the medical system (Bold text denotes Priority 1 or Problem heading) 3. Click Intellisense > Highlight text in document to summarise 4. Right mouse click > Detect Diagnostic or All Read 5. Double click on any read terms in left window to select 6. Highlight any text to copy into the letter, right mouse click > Add to summary text 7. Alternatively, click Read code button and select manually Term Search means that the words must start with whatever you type a search text Extended will search all Read codes wherever the words are found (not just at the beginning Keyword search is the clinical keywords behind the Read code 8. Click Summarisation button, when you have selected all the Read codes from the letter 9. You may type any free text comments to the individual entity s, then click Update F8 button to save text. 10. Click Save Summary in medical record to finish 11. When Vision entity is displayed; check event date, priority and remove In Practice tick mark. F2 = Switches between the letter and summary screen Vision 3 Training Guide Scanning 13-45

46 Maintain Lists - User section Add new user 1. Maintain Lists (F7) 2. Users 3. Add button 4. Enter Short Login Name 5. Full Name 6. Select Gender ( for picture on front screen) 7. Select Options: Recommended Options, Under Documents Tick Delete & Copy / Move 8. Note: Select Document Access Level User has forgotten password 1. Maintain Lists F7 2. Click on Users. If the user is displaying a padlock, they have been locked out (after 3 failed attempts) 3. Double click user to open screen 4. Click password button Staff member has left practice 1. Maintain Lists F7 2. Click on Users 3. Double click user to open screen 4. Tick box user is inactive Mark user Out Of Office manually A user can be marked as out of office. This indicates to other users that they are currently unavailable to process Workflows. A user s out of office status can be set from the main menu or from the user details screen. 1. Maintain Lists F7 2. Click on Users 3. Double click user to open screen Scanning Vision 3 Training Guide

47 4. Tick box user is out of office The modules displaying user and route information indicate the out of office status as follows:- How to Tasks Add a Hospital without using Intellisense From Select from Organisation List 1. Add button 2. Patients: Hospital/Clinics 3. Type new hospital name in the Description text box 4. Save (F12) Note: Do not add a folder, when adding a hospital, because you will normally need to choose a department which allocates in the folder. Vision 3 Training Guide Scanning 13-47

48 Add a Hospital when using Intellisense Click Maintain Templates; 1. Click Add button 2. Type a Template name (i.e. Hospital: St Thomas Hospital) 3. Description = Clinical Letter 4. Click the Pick button for Organisation 5. Click Hospital/Clinics. 6. If in the List highlight and press Select. If not in List, click Add button. 7. Patients: Hospital/Clinics 8. Type new hospital name in the Description text box (i.e. St Thomas Hospital) 9. Save (F12) 10. Click on new hospital name 11. Once back at the Intellisense Template, click on Intellisense tab 12. Add Keyword button 13. Type as many keywords that are always on the scanned document so that when it is read it will find this template (Hospital name and postcode are always good) 14. Select Any of the Words can be detected. 15. Click Save Scanning Vision 3 Training Guide

49 Add a Department without using Intellisense From Select from Department List 1. Add button 2. Patients: Departments 3. Type new department name in the Description text box 4. Select a folder to file into DocMan 5. If in the List highlight and press Select 6. If not in List, click Maintain button 7. Add button 8. Enter New Folder name (i.e. Minor Injuries) 9. Highlight either Top Level to create a new folder or highlight an existing folder to create a sub level folder. 10. Confirm Add 11. Close 12. Now click folder again and select the newly added folder from the list 13. Save (F12) Vision 3 Training Guide Scanning 13-49

50 Add a Department when using Intellisense 1. Click Maintain Templates; 2. Click Add button 3. Type a Template name (i.e. Department: Minor Injuries) 4. Click the Pick button for Department 5. Click Departments 6. If in the List highlight and press Select 7. If not in List, click Add button 8. Click Patients: Departments 9. Type new Department name in the Description text box (i.e. Minor Injuries) 10. Select a folder to file into DocMan 11. If in the List, highlight and press Select 12. If not in List, click Maintain button 13. Add button 14. Enter New Folder name (i.e. Minor Injuries) 15. Highlight either Top Level to create a new folder or highlight an existing folder to create a sub level folder. 16. Confirm Add 17. Close 18. Now click folder again and select the newly added folder from the list 19. Once back at the Intellisense Template, 20. Click Folder drop down box and select the newly added folder from the list 21. Click the Select button at the bottom of the dialog box to add a Read code 22. Once selected, click on Intellisense tab 23. Add Keyword button 24. Type as many keywords that are always on the scanned document so that when it is read it will find this template 25. Select Any of the Words can be detected. 26. Click Save Scanning Vision 3 Training Guide

51 Template Details: This data will be displayed in Vision > Consultation Manager > Journal This data will be displayed in DocMan > Patient Documents Vision 3 Training Guide Scanning 13-51

52 Admin Intellisense Template Results Intellisense Template Scanning Vision 3 Training Guide

53 Edit Filing Templates 1. Maintain Lists 2. Filing Lists 3. For Hospitals - Highlight Hospitals / Clinics (to list all the hospitals), highlight hospital name, click Edit Item. 4. For Departments - Highlight Departments, highlight department name, click Edit Item. Edit Intellisense Templates 1. Maintain Lists 2. Intellisense Templates 3. For Hospitals - Highlight hospital name, click Edit button. 4. For Departments - Highlight department name, click Edit Administrator Tasks DocMan updates The Main menu will display a message as below, when updates are required. Everybody must be out of DocMan (NOT Vision), and the updates can only be performed on the Server. Vision 3 Training Guide Scanning 13-53

54 1. Disable Virus Protection 2. Right mouse click the DocMan backup icon and Stop Auto Backup 3. Double click DocMan 7 Admin icon and login 4. Click Check for New Version 5. Follow all the prompts 6. Once complete, switch everything back on 7. Double click DocMan 7 Admin icon, and click Automated Backup (this will display the icon once again in the notification area) 8. Enable Virus Protection 9. Log into DocMan 7 on the server and run the workstation update by following the prompts. 10. Everybody will have to do this on each workstation to process the update. Read code Updates When Vision has a Read code update, you will then have to run the synchronization on the Administration Options screen. Nobody has to log out and you do not have to do this on the server, any workstation will do. Login to Administer System F8 Click Synchronize Read codes Patient synchronization Each night DocMan synchronizes with Vision to add any new patients. However if you wish to run it manually. Login to Administer System F8 Click Synchronize Patients Scanning Vision 3 Training Guide

55 Creating Workflow Views Here are some standard and beneficial workflow views Vision 3 Training Guide Scanning 13-55

56 Scanning Vision 3 Training Guide