ECR Vault User Guide. An ImageDirector product from Milner Technologies, Inc. ECR Vault Version 8.0

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1 ECR Vault User Guide An ImageDirector product from Milner Technologies, Inc. ECR Vault Version 8.0

2 COPYRIGHT Copyright Milner Technologies, Inc. This manual and the software described in it are copyrighted with all rights reserved. Neither this documentation nor the software may be copied in whole or in part without the prior written consent of the copyright owner. All rights reserved. Portions of this product were created using LEADTOOLS XX, LEAD Technologies, Inc. ALL RIGHTS RESERVED. TRADEMARKS UNISearch, ImageDirector, and ECR Vault are registered trademarks of Milner Technologies, Inc. Other brand and product names are trademarks or registered trademarks of their respective holders. PROPRIETARY NOTICE This documentation is proprietary information of Milner Technologies, Inc. It may only be used under the terms and conditions of your ImageDirector Contract. It may not be shared, distributed, copied, reproduced, or used for any purpose other than as specified without the written permission of Milner Technologies, Inc.

3 Contents Security...5 Log In to ECR Vault...5 Finding and Viewing Forms with the ECR Vault Client...6 Launch ECR Vault Client from OfficeMate...6 Temporarily Minimize the Patient Window...6 Sorting the Forms List...7 Sort the Forms List...8 Filtering the Forms List...8 Filter Patient Forms List...9 Clear Column Filters...9 Create a Custom Filter...9 Index Searching...15 Perform an Index Search...16 Full Text Searching...17 Perform a Full Text Search...19 Viewing Forms and Documents...20 View Forms and Documents...20 View Multiple Documents Simultaeneously...22 Adobe Acrobat Reader Functions...23 Editing Form Information...24 Edit Forms Information...27 Print the Forms List...28 HIPAA Compliance...28 Set HIPAA Status...30 Distributing Forms and Documents Forms and Documents...31 Print Forms and Documents...33 Save Forms to a Folder...33 Application Options...35 Configure Settings...35 Configure the ECR Vault Server Connection...37 Configure Security Settings...38 Capturing Forms with ECR Vault Capture...39 Launch ECR Vault Capture from OfficeMate...39 ECR Vault User Guide

4 Launch ECR Vault Capture as a Stand Alone Application...40 Configuring your Workspace...40 Change the Window Layout...41 Scan Forms...42 Change Scanner Settings...42 Import Forms...43 Change Page Order...44 Delete a Page...45 Current View and All Images View...45 How to Switch between Current Image and All Images Views...46 Viewing Forms and Documents...46 View Images...47 ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable.49 Change ECR Vault Capture Mode...50 Patient Records Mode - Enter Patient Information...50 Explanation of Benefits Mode - Add Multiple Patients...58 Accounts Payable Mode - Enter Vendor and Form Information...62 Abandon and Delete a Job...65 Print to Archive...65 Capturing Documents Using ECR Vault PTA...66 Capture a Document Using Print To Archive...67 Administering ECR Vault Capture...69 Accessing ECR Vault Capture's Settings Window...69 Restricting Access to ECR Vault Capture's Settings Window...70 Change Capture Application Settings...71 Automatic Software Updates for ECR Vault...85 Install Software Updates...85

5 Security Security You must log in to ECR Vault using your Office Mate user name and password before you can either capture forms or view forms. If you have either ECR Vault Capture or the ECR Vault client open for a period of time without using it, the application will lock and display the Log In window.you will need to log in again to unlock it and continue working. The period of time that must expire before you must log in again is configured during installation and can only be changed by ECR Vault support personnel. By default, it is 10 minutes. Log In to ECR Vault If security is enabled on your system, the User Validation window will be displayed when you attempt to access ECR Vault or when the lock out is activated by leaving the application idle for a period of time. Figure 1: Logging in to ECR Vault 1. Enter your Office Mate user name into the User Name box. 2. Enter your Office Mate password into the Password box. 3. Click the Log In button. Note: You can display the User Validation window by selecting Log In from the File menu. ECR Vault User Guide 5

6 Finding and Viewing Forms with the ECR Vault Client Finding and Viewing Forms with the ECR Vault Client ECR Vault Client allows you to view a patient's forms and documents. You can search for documents by document date, expiry date (if relevant), form type etc. You can also search for words and phrases that appear in the text of the form that you are searching for. ECR Vault Client also allows you to distribute documents and forms to other people.you can print documents to any printer, send them out by or save them to a folder on your local or network drive. ECR Vault Client is accessed from the Patient screen in OfficeMate by pressing F10. Note: The key used to launch ECR Vault can be reconfigured by an administrator. F10 is the default key. Launch ECR Vault Client from OfficeMate From any Patient window in OfficeMate, press F10. Note: The key used to launch ECR Vault\ Client can be reconfigured by an administrator. F10 is the default key. ECR Vault Client will launch and display a complete list of forms and documents for the patient. From here you can view documents, filter the list or search for specific forms and documents. Temporarily Minimize the Patient Window If you need to minimize the window to the task bar, but do not want to close the application completely, you can use the Close Patient Record button. It is much faster to reopen the ECR Vault Patient window for the patient if you have used this method to close the window than if you exit the application completely and relaunch it from Office Mate. 6 ECR Vault User Guide

7 Finding and Viewing Forms with the ECR Vault Client 1. Click the Close Patient Record button on the tool bar. The ECR Vault Patient window will be minimized to the Windows Task Bar. 2. To display the Patient window again, click the ECR Retrieve button in Office Mate. Note: Foe security reasons, patient documents will not be shown if you display the Patient window again by clicking on the button on the WIndows Task Bar. The window will be displayed, but no documents will be listed. To view them, click the ECR Retrieve button. Sorting the Forms List The forms can be sorted by any of the columns that you can see in the list. Figure 2: The Forms List For example, the list in the figure above is sorted by the Date Entered column. The small triangle on the column header indicates that the list is currently sorted by this column in ascending order. Note: The AMD button is available only when the selected patient has forms used by the AMD Manager module. ECR Vault User Guide 7

8 Finding and Viewing Forms with the ECR Vault Client Sort the Forms List 1. Click the header of the column that you want to sort by. The list will be sorted in ascending order. Figure 3: Column Header 2. To sort in descending order, click the header again. Note: You can only sort by a single column. See Filtering the Forms List on page 8, Index Searching on page 15 and Full Text Searching on page 17 for additional ways to find individual items in the patient forms list. Filtering the Forms List Filtering allows you to only display only the patient's forms that have certain values in a specified column. For example, you could restrict the list to forms that were captured by one or more specific users by selecting those users from the 'Entered By' column filter list or you could filter out certain Form Types that you do not want to see. Each column in the list can be used to filter forms and you can apply filters to multiple columns at once. Filters are applied in the order in which you set them. For example, you set a filter on the Form Type column to only display Insurance Authorizations, then you set a filter on Document Date to only display documents with a date of '11/16/2008'. The resulting list would only show Insurance Authorizations with a Document Date of '11/16/2008'. Custom Filters A custom filter allows you to save a set of filters under a name that you specify. You can then apply that filter by simply selecting its name from the Filters menu. For example, if you often only need to see Patient Referrals and Lab Results, you can create a custom filter that shows forms that have the form type 'Patient Referral' and 'Lab Results'. You would then be able to filter the list by selecting your custom filter from the Filters menu. 8 ECR Vault User Guide

9 Finding and Viewing Forms with the ECR Vault Client Custom filters can also be set as the default display for columns of the Forms List. This is useful for filters that you use often. Filter Patient Forms List 1. Right-click on the column that you want to filter by. For example, if you want to display all documents dated yesterday for this patient, you would right-click on the Document Date column. Figure 4: Setting filters on a column 2. Check the boxes next to the results that you want to display. Only documents with a value that matches one of the checked values in the filtered column will be listed. I.e. if you checked the box next to '11/13/2008' in the example above, only documents with a Document Date of '11/13/2008' will be listed. If you checked '11/13/2008' and '11/19/2008', results from both dates will be displayed. See Index Searching on page 15 for more information on the different column values. Clear Column Filters To clear filters that you have applied to a specific column, right-click on the column header and click 'Clear column filters'. To clear all filters, select Clear All Filters from the Filters menu. Create a Custom Filter 1. Click the Filter button from the toolbar. A drop-down menu will be displayed. ECR Vault User Guide 9

10 Finding and Viewing Forms with the ECR Vault Client Figure 5: The Filter Menu 2. Select Create New Custom Filter. The Create New Filter window is displayed. Figure 6: Creating a New Custom Filter 3. Enter a name for the filter. This name will be displayed on the Filters menu so it should be `. 4. Select the column that you want to filter on from the Column drop-down list. 5. Select the operator that you want to use for this filter from the middle drop-down list. The available operators are: = >= The value in the column must match exactly The value in the column must be less than or equal to the value that you enter. 10 ECR Vault User Guide

11 Finding and Viewing Forms with the ECR Vault Client <= < >!= between The value in the column must be greater than or equal to the value that you enter. The value in the column must be greater than the value that you enter. The value in the column must be less than the value that you enter. The value in the column must not be the same as the value that you enter. The value in the column must fall between the two values that you enter. If you select between, and extra value box will displayed so that you can enter a high and low value. 6. Enter the value that you want to filter on into the value box. If you select the Form Type column to filter on, you will be able to select the value from a list instead of typing it. For example, to create a filter that only displays the patients 'Lab Results' documents, select Form Type from the Column list and then select Lab Results from the list of form types. 7. Click the + button to add the filter. If you need to filter on more than one column, add the next filter in the same way. Make sure that you click the + button to add it. Note: If you want to remove a column that you have already added, click the - button next to it. 8. When you have added all the columns, click Save. Edit a Custom Filter 1. Click the Filters button to display the Custom Filters menu. 2. Select Manage Custom Filters. ECR Vault User Guide 11

12 Finding and Viewing Forms with the ECR Vault Client Figure 7: Editing Custom Filters 3. Select the filter that you want to edit from the Select Existing Filter drop-down list. 4. Configure the columns and values for the filter. For more information on setting up columns and values to filter on, see Create a Custom Filter on page Click the Save button. Setting a Default Custom Filter Custom filters can be set as the default display for a column in the Forms List using the Default Filter function in the Manage Custom Filters window. To set a custom filter as the default display for columns, do the following: 1. Click the Filter button from the toolbar to display the Custom Filter drop-down menu 2. Click the Manage Custom Filter option from the Custom Filter drop-down menu to open the Manage Custom Filters window 3. In the Existing Filters tab, click the Select Existing Filter drop-down menu and select from the drop-down menu the custom filter that will be set as the default filter 12 ECR Vault User Guide

13 Finding and Viewing Forms with the ECR Vault Client 4. Click the Set as Default button to set the filter displayed in the Select Existing Filter drop-down menu as the default display for the column; the name of the filter will display in the Default Filter field. Figure 8: Setting a Default Custom Filter 5. Click the Save button. Note: Default custom filters can be cleared by: (1) selecting the custom filter from the Select Existing Filter drop-down menu of the Manage Custom Filters window, and (2) clicking the Clear Default button in the Manage Custom Filters window. Related Links Create a Custom Filter on page 9 Clearing Default Custom Filters on page 13 Clearing Default Custom Filters Columns of the Forms List set with default custom filters can be cleared. Once cleared, columns will display all information available without filtering properties. To clear columns of a default custom filter, do the following: 1. Click the Filter button from the toolbar to display the Custom Filter drop-down menu ECR Vault User Guide 13

14 Finding and Viewing Forms with the ECR Vault Client 2. Click the Manage Custom Filter option from the Custom Filter drop-down menu to open the Manage Custom Filters window 3. In the Existing Filters tab, click the Select Existing Filter drop-down menu and select from the drop-down menu the custom filter that is set as the current default filter for a columns 4. Click the Clear Default button to clear the filter displayed in the Select Existing Filter drop-down menu as the default filter Figure 9: Clearing a Default Custom Filter 5. Click the Save button. Delete a Custom Filter 1. Click the Filters button to display the Custom Filters menu. 2. Select Manage Custom Filters. Figure 10: Deleting a Custom Filters 14 ECR Vault User Guide

15 Finding and Viewing Forms with the ECR Vault Client 3. Select the filter that you want to delete from the Select Existing Filter drop-down list. 4. Click the Delete Custom Filter button. You will be asked to confirm that you want to delete the selected filter. 5. Click the Yes button. Index Searching Index searches allow you to search for documents using the information that was entered when the document was captured. The criteria you can search by are: Document Date: This is a date that is assigned to the document when it is captured. In most cases, this is the date on which the form was received by your practice. Expires On: Some forms may only be valid for a limited amount of time. Those forms will have their expiry date stored in the archive so that you can search for those that expire on or between certain dates. Captured Date: This is the date on which the form was scanned or imported into ECR Vault. Entered By: The windows user who captured the form. Form Type: The type of form i.e. Insurance Authorization, Biometry Note: Any note that was entered for this form when it was captured. Search for a Date or Value If you want to search for a single date, enter the date in the From box. Example: To search for documents that were captured on 9/15/2008 enter '9/15/2008' in the From box for Captured date. Example: To search for all Biometry forms, enter 'Biometry' in the Form Type box. Note: Index searches will match any value that starts with the text that you enter. For example, entering 'bio' in the Form Type box will match 'biometry', 'biometrics' and 'biographical data'. Search a Range of Dates To search on a range of dates, enter the earlier date in the From box and the later date in the To box. Example: To search for all forms captured in November 2008, enter '11/1/2008' into the Captured Date From box and '11/30/2008' into the Captured Date To box. ECR Vault User Guide 15

16 Finding and Viewing Forms with the ECR Vault Client To search all dates before a certain date, enter it in the To box. Example: To search for all forms captured before 15th November 2008, enter '11/15/2008' into the Captured Date To box. To search all dates after a certain date, enter it in the From and the To box. Example: To search for all forms captured after 15th November 2008, enter '11/15/2008' into the Captured Date From and the Captured Date To box. Multiple Search Criteria You can also combine multiple index searches. Example: To search for all Biometry forms captured in November 2008, enter 'Biometry' into the Form Type box then enter '11/1/2008' into the Captured Date From box and '11/30/2008' into the Captured Date To box. Perform an Index Search 1. Click the Index Search tab. 2. Enter your search criteria in the boxes provided. If you are entering a date, click the down arrow to the right of the box to display a calender. Click on a date to select it or use the left and right arrows at the top of the calender to display the previous or next month. Figure 11: Selecting a date from a calender 3. Click the Search button at the top of the Index Search panel.. 16 ECR Vault User Guide

17 Finding and Viewing Forms with the ECR Vault Client Full Text Searching When you perform a full text search, all text and words in a form or document are searched. There are five different search types available for full text searches. You can use one or more of these to narrow down the number of search results you get. Search for All Words Only documents that contain all of the words that you enter will be returned in the search results list. Search for At Least One Word Only documents that contain one or more of the words that you enter will be returned in the search results list. Search for Exact Phrase Only documents that contain the exact phrase that you enter will be returned in the search results list. Search for Documents Without these Words Only documents that do not contain the words that you entered will be returned in the search results list. Search for Documents with Words that are Similar to the entered word Only documents that contain words that are similar to the words that you enter in the box will be returned in the search results list. Advanced Search Examples The following are some example searches and the set of forms and documents that would be returned for each one: Example Search: Enter 'red' into the All Words box and 'blue' into the Without these Words box. ECR Vault User Guide 17

18 Finding and Viewing Forms with the ECR Vault Client Result: All documents that contain the word 'red' but do not contain the word 'blue'. Example Search: Enter 'blue green purple' into the At Least One Word box. Results: All documents that contain the word blue or the word green or the word purple. It will also return documents that contain two or three of those words. Example Search: Enter 'bright blue sky' into the All Words box. Results: All documents that contain the word 'bright' and the word 'blue' and the word 'sky' anywhere in the document. The words do not need to be together or in any particular order, but all words must be present. Example Search: Enter 'bright blue sky' into the Exact Phrase box. 18 ECR Vault User Guide

19 Finding and Viewing Forms with the ECR Vault Client Results: All documents that contain the phrase 'bright blue sky'. The exact phrase must appear as entered. Example Search: Enter 'bright blue sky' into the Exact Phrase box and enter 'red' into the All Words box. Results: All documents that contain the phrase 'bright blue sky' and the word 'red'. The exact phrase 'bright blue sky' and the word 'red' can be anywhere in the document but both must be present at least once. Perform a Full Text Search 1. Click the Full Text Search tab. ECR Vault User Guide 19

20 Finding and Viewing Forms with the ECR Vault Client Figure 12: Full Text Search panel 2. Enter your full text search criteria. 3. Click the Search button at the top of the Index Search panel.. Viewing Forms and Documents Documents and forms are displayed on -screen using the Adobe Reader PDF viewer. The viewer has functions built in that allow you to zoom, print, and browse pages of the document that you are currently viewing. Information about the document is displayed in a panel to the left. View Forms and Documents 1. There are two methods that you can use to open a form for viewing: Double-click on the form in the list. Click the 'eye' icon next to the form that you want to view. 20 ECR Vault User Guide

21 Finding and Viewing Forms with the ECR Vault Client The form will display in the Image Viewer. Figure 13: Viewing forms and images 2. In the viewer, you can browse the document using Adobe Reader functions. See Adobe Acrobat Reader Functions on page You can also browse through the patient's forms and documents from the Image Viewer using the Next and Previous buttons. These buttons will browse through the forms in the order in which they were listed in the Main window. See Browse Forms or Documents on page 21 for more information. Browse Forms or Documents 1. Open a document or form in the Viewer. See View Forms and Documents on page 20 for more information. 2. Click the Next button to view the next form in the list. 3. Click the Previous button to view the previous form. ECR Vault User Guide 21

22 Finding and Viewing Forms with the ECR Vault Client The current form number and total number of forms is displayed at the top right of the Form Information panel. 4. Click the Close All button to close all open documents. View Multiple Documents Simultaeneously 1. In the list of forms, check the box next to each form that you want to view. 2. To display the documents, do one of the following: Click the View Checked Documents button on the toolbar. Right click on the list and select Open then Multiple Viewers from the popup menu. An Image Viewer will display for each selected document. 22 ECR Vault User Guide

23 Finding and Viewing Forms with the ECR Vault Client Adobe Acrobat Reader Functions Adobe Acrobat Reader Toolbar Buttons The following table describes the document viewing, print, and features of Adobe Acrobat Reader. Note: This reference guide applies to Adobe Acrobat Reader version 7 and above. If any of the buttons are missing from your toolbar, right click the toolbar and select More Tools... to add additional buttons. Table 1: Adobe Acrobat Toolbar Button Function Zoom In magnifies the image. All of the pages in the document are sized. Zoom Out minimizes the image. All of the pages in the document are sized. Dynamic Zoom enlarges and reduces the size of the page as you drag the cursor back and forth across the image. Actual Size displays the page at 100%. Fit Page fits the image to the size of the viewer. Fit Width fits the width of the image in the viewer. Rotate Clockwise rotates the image 90 degrees to the right. Rotate Counterclockwise rotates the image 90 degrees to the left. Single displays one page at a time in the viewer. ECR Vault User Guide 23

24 Finding and Viewing Forms with the ECR Vault Client Button Function Continuous arranges the pages in a continuous vertical column. Continuous-Facing arranges the pages side by side in a continuous vertical column. Two Up arranges the pages side by side; displaying the pages only one or two pages at a time. Print prints the document to the default windows printer. s the document as an attachment from the default windows mail program. Editing Form Information You can edit form information directly in the Forms List by switching to Edit Mode. once in Edit Mode, you will be able to select values in the list and change them, either by typing or by selecting a new value from a menu or calender. The method used to edit the information depends on the type of information. While you are in Edit Mode, you can edit as many values as you need. But you must save the edited Forms List before your changes become permanent and visible to other users. When you have editied any information for a particular form. That form's row will be highlighted in Blue. This allows you to see where you have changed information and also alerts youto the fact that you have made changes that you have not yet saved. When you save the changes, the highlighting will be removed. Editing Text Values Figure 14: Edited rows highlighted in blue 24 ECR Vault User Guide

25 Finding and Viewing Forms with the ECR Vault Client Most values in the Forms List are text values. These are edited by typing a new value into the box or by changing the existing value. Click on the box containing the value that you want to edit. The entire box will be highlighted. You can start typing to replace te value with a new one. If you want to edit the existing value instead of replace it, click on the box again to display a cursor. Now, when you start to type, text will be inserted at the cursor. Or you can press the Delete key to delete some or all of the existing value. After editing a value you must press the Tab or Enter key to commit the change. If you save the list without doing this, the change will not be made.you can also commit the change by clicking on another box. After the change has been commited, the cursor will no longer be visible. Selecting Values from a List If you want to edit the Form Type for any given form, you can select a new type from a drop down list. When the Forms List is in Edit Mode, you will see a down arrow displayed to the right of the Form Type. Click on the box to select it for editing. Once the box is selected, click on the arrow button to display the menu as shown below. When you select an option from the menu, the menu will close but the box will remain highlighted. ECR Vault User Guide 25

26 Finding and Viewing Forms with the ECR Vault Client As with text values, you must commit the the change by pressing Tab or Enter, or by clicking on another box. Selecting Date Values from a Calender Date Values, such as Document Date can be edited by selecting a new date from a calender. This works in a similar way to the drop down list. First, click on the box that contains the date to select it. The box will be highlighted. At this point, you can begin typing the date manually if you want to. To display a calender, click on the box again. An arrow button will appear in the box. Click the arrow button to display the calender as shown below. Click on a date to select it. You can change the month by clicking on the left and right arrows at the top of the calender. When you select a date, the calender will close but the data value in the box will remain selected. You must commit the the change by pressing Tab or Enter, or by clicking on another box. Saving Your Changes To permanently save your changes and to make them visible to other ECR Vault users, you need to select Save from the Edit menu. If you do not do this, your changes will be lost. Highlighted rows will be reset when you save, so if you see any blue rows, you know that you have unsaved changes. 26 ECR Vault User Guide

27 Finding and Viewing Forms with the ECR Vault Client Important: Only commited changes will be saved. So, for example, if you have selected a new form type, but you have not pressed Tab or Enter or clicked on a different box to commit the change, and then you select Save, the new form type will not be saved. Edit Forms Information 1. Click the arrow to the right of the Save Changes button on the tool bar. 2. Select Mode. A second menu will display. Figure 15: Selecting Edit Mode 3. Select Edit. When you are in edit mode, a notification will be displayed in the status bar. 4. Edit the information as required. Note: You cannot use filters or sort the forms list while you are in Edit mode. Any filters or sorting that were applied when you entered Edit mode will be removed. You can reduce the size of the list by using an Index Search. See Index Searching on page 15 for more information on performing index searches. 5. Click the Save Changes button or select Save from the drop down menu. Note: You can also select Cancel to reset your changes without saving them. After saving or canceling, you will be placed back in Read-Only mode. If you need to edit more forms, you will need to re-enter Edit mode as described in steps 1 and 2. Note: If you attempt to close the ECR Vault window without saving your changes, you will be prompted to do so with the following message: ECR Vault User Guide 27

28 Finding and Viewing Forms with the ECR Vault Client Click Yes to save your changes. If you click No, your changes will be lost. Print the Forms List You can print the current forms list from the main tool bar. Only the forms currently displayed will be printed, with any filters or searches that you have performed applied to the final output. 1. Click the Print Document List button. The document list will be displayed in a viewer for you to preview. 2. Click the Print button on the Viewer tool bar to print the list. HIPAA Compliance The HIPAA button on the main toolbar is color-coded to reflect the current status of HIPAA compliance for the current patient. If the button is colored green, the 'Patient has read and understood notice' option has been checked and the 'Patient has a modified form on file' box is not checked. 28 ECR Vault User Guide

29 Finding and Viewing Forms with the ECR Vault Client Important: When you make changes to HIPAA status in ECR Vault, the status will not be updated in OfficeMate until you close and re-open the Patient Record. As a result, you may see different statuses in ECR Vault and OfficeMate until the Patient Record has been re-opened in Office Mate. Figure 16: HIPAA 'Green' Status If the button is colored yellow, then the 'Patient has read and understood notice' option has been checked and the 'Patient has a modified form on file' box is also checked. Figure 17: HIPAA 'Yellow' Status If the button is colored red, both options are unchecked. You will not see additional options until you have checked the 'Patient has read and understood notice' option. ECR Vault User Guide 29

30 Finding and Viewing Forms with the ECR Vault Client Figure 18: HIPAA 'Red' Status Set HIPAA Status 1. Click the HIPAA button on the toolbar to open the HIPAA Status window. 2. Check or uncheck the 'Patient has read and understood notice' and 'Patient has a modified form on file' options as appropriate for the patient. The color of the button will change to reflect the new status. See HIPAA Compliance on page 28 for a full explanation. Figure 19: Setting the Patient's HIPAA Status 3. The 'Date Recorded' box will update with the current date and time when you change the selected options. 30 ECR Vault User Guide

31 Finding and Viewing Forms with the ECR Vault Client 4. The 'Recorded By' box will be populated with your Office Mate user name. Distributing Forms and Documents ECR Vault allows you to distribute a patient's forms by , by printing out a hard copy or by saving an electronic copy to a folder on your local drive or network drive. Multiple forms can be distributed at once. When ing or saving multiple files, you can combine them into a single PDF file or leave them as separate files. Folder and distribution can also bundle forms into password-protected ZIP files. Forms and Documents 1. Check the boxes next to each form in the list that you want to . Figure 20: Marking documents to distribute 2. Click the button. Note: You can also right click on the list and select Distribute To... then or select from the Distribute menu. The window will be displayed. You will also notice a download window indicating that the forms are being downloaded from the server, ready to be ed. ECR Vault User Guide 31

32 Finding and Viewing Forms with the ECR Vault Client Figure 21: ing a patient's forms 3. Enter your address or the address of the sender into the From box. 4. Enter the address of the recipient in the To box. You can specifiy multiple addresses by separating them with a semi-colon (;). 5. Enter a subject line into the Subject box and a message to be sent with the forms into the large box. 6. If you want to merge multiple forms into a single PDF file, select the Merge PDFs check box. If you do not select this option, each form that you selected to will be sent as a separate file inside a Zip file. 7. If you would prefer to use Microsoft Outlook to your forms, select the Use Outlook option. If you select this option, Outlook will be launched when you click Click the button. The Attachment Password window will be displayed. Figure 22: Attachment Password window 9. Enter a password for the attachment. 32 ECR Vault User Guide

33 Finding and Viewing Forms with the ECR Vault Client The password must be between 8 and 65 characters in length. 10. Click the OK button. A confirmation window will appear once the distribution is complete. Print Forms and Documents 1. Check the boxes next to each form in the list that you want to print. Figure 23: Marking documents to distribute 2. Click the Print button. Note: You can also right click on the list and select Distribute To... then Print or select Folder from the Print menu. The form or forms will display in the viewer for you to preview. 3. Click the Print button on the Adobe Reader toolbar to print the forms. See Adobe Acrobat Reader Functions on page 23. Save Forms to a Folder 1. Check the boxes next to each form in the list that you want to save. ECR Vault User Guide 33

34 Finding and Viewing Forms with the ECR Vault Client Figure 24: Marking documents to distribute 2. Click the Folder button. Note: You can also right click on the list and select Distribute To... then Folder or select Folder from the Distribute menu. The Folders window will be displayed. You will also notice a download window indicating that the forms are being downloaded from the server, ready to be saved to disk. Figure 25: Saving a patient's forms 3. Click the Browser button. A file browser window will open. Locate the folder where you would like to save your files and click Open. 4. (Optional) Enter a new name for the Zip file containing the records you are saving. ECR Vault automatically generates a file name. You can keep the default name or change it to better suit your needs. 34 ECR Vault User Guide

35 Finding and Viewing Forms with the ECR Vault Client 5. Enter a password for the file. The password must be between 8 and 65 characters in length. 6. If you selected to save multiple forms, you can select the Merge PDFs option to merge them into a single PDF file. If you do not select this option, the forms will be saved as separate files inside a Zip file. 7. Click the Save button. A confirmation window will appear once the file has been saved. Application Options ECR Vault Retriever options allow you to configure distributions settings and configure the connection to the ImageDirector archive. Distribution Options In the options, you must enter the outgoing server and port to use to send s from ECR Vault Retriever. This information is required if you want to send forms by . Connectivity Options In the event that your ImageDirector server is moved or the URL to the server is changed for any reason, you can update it here. Security Options Enabling security will require users to log in with their OfficeMate user name and password, in order to access ECR Vault Capture. You must restart ECR Vault after making any changes to the Application options before the changes will take effect. Configure Settings 1. Select Options from the Tools menu. 2. Click the Distribution tab. setup information is displayed. ECR Vault User Guide 35

36 Finding and Viewing Forms with the ECR Vault Client Figure 26: Setup screen 3. Place a check in the Use OutLook box if you are using Microsoft Outlook as your client. 4. Type in the IP address or network location of your server in the Outgoing mail server box located in the Server Information section of the window. 5. Type in the outgoing server port in the Outgoing mail server port box (if different from the default setting). 6. Place a check in the This server requires an encrypted connection (SSL) check box if your server requires all messages to be sent with SSL encryption. 7. The Use Default Credentials box is checked by default. This setting uses your initial login information to access your account. Uncheck this box to provide a different user name and password. a) If unchecked, enter the user name and password associated with the account listed in step (Optional) Click the Test button to test the settings. Note: This button is only available when the Use Outlook box is unchecked. 36 ECR Vault User Guide

37 Finding and Viewing Forms with the ECR Vault Client 9. Click the OK button to save your changes. Configure the ECR Vault Server Connection ECR Vault Capture must be able to connect to the ECR Vault Content Server in order to store completed documents. The name of the server and the application to use to store documents can be set on the ECR Vault Server tab in the Settings window. 1. Select Options from the Tools menu. The Options window will open. 2. Select the Connectivity tab. Figure 27: ECR Vault Server Connection settings 3. Type the address of the ECR Vault server in the ECR Content Server box. If a connection can be made using the address that you entered, a green check mark will be displayed. Note: Both HTTP and HTTPS are supported if a URL is typed into this box. 4. To use the currently logged in Windows user, select the 'Use default credentials' option. ECR Vault User Guide 37

38 Finding and Viewing Forms with the ECR Vault Client 5. To provide a user account, unselect the 'Use default credentials' option and enter the User Name and Password in the boxes provided. 6. Click the OK button. Configure Security Settings 1. Select Options from the Tools menu. You will need to be logged in to the PC as an administrator to access some settings. The Options window will display. Figure 28: Security options 2. Select the Security tab. 3. Select Enable Security. 4. Click Save to save the changes. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. 38 ECR Vault User Guide

39 Capturing Forms with ECR Vault Capture The ECR Vault Capture application allows you to scan or import patient forms and other documents and store them permanently to a document archive. Stored documents can be retrieved from the archive as needed. The Capture application can be launched directly from the Patient window in your OfficeMate application. This allows you to scan or import documents for that patient. It can also be launched independently of OfficeMate to scan documents for any patient that you specify or to scan an Explanation of Benefits document for multiple patients. You can also use ECR Vault Capture to capture and store Accounts Payable documents. The capture process has two main stages: Scan/Import: Paper forms and documents are captured using a scanner device. After scanning, on-screen images are created ready for storage to the archive. If you have forms or documents that are already in electronic format, you can import these by browsing for the files on your local or network drives. ECR Vault Capture can import any type of file that you can view on your computer. Note: If you import a type of file for which you have no viewer installed, you will be able to import the file but you will not be able to view it. For example, if you import a Word document and Word is not installed on the Capture and Client computers, you will not be able to view the document. Enter Information: Enter information about the patient and the form or document. If you launched Capture from the OfficeMate Patient window, the appropriate Patient ID will be entered for you. You can search your patient database by last name and first name to locate the correct patient information or you can enter it manually. If you are scanning Explanation of Benefits documents that apply to multiple patients, you can search for multiple patients in the patient database and associate them with the document. Once information has been entered, the form is stored in the document archive. If you are using the Accounts Payable mode, you will enter information about the vendor and the invoice. Launch ECR Vault Capture from OfficeMate 1. Display a patient record in the OfficeMate Patient window. 2. Press F9 to launch ECR Vault Capture for that patient. ECR Vault User Guide 39

40 Note: The ECR Vault Capture launch key can be configured to a different key by your administrator. F9 is the default key. After you have scanned or imported the patient's forms, the Enter Patient panel will display with the patient information already filled in. You can enter a Document Date, Expired Date and Notes and you will need to specify a Form Type. You can also edit the patient information as needed. See Patient Records Mode - Enter Patient Information on page 50 for more information. Launch ECR Vault Capture as a Stand Alone Application You must launch ECR Vault Capture as a stand alone application to use Explantions of Benefits mode or Accounts Payable mode. Patient Records mode can also be used when the application is launched in this way. See ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable on page 49 for more information about Capture modes. To launch Capture as a stand-alone application, double-click the ECR Vault Capture shortcut on your desktop. Configuring your Workspace ECR Vault Capture allows you to resize areas of the main window according to your preference. The borders of most panels can be dragged with the mouse and moved to a new position. These settings will be remembered between sessions for each individual Windows user. To prevent the layout being changed accidentally, you must uncheck the Layout option on the File menu befoe you can drag borders. Once you have configured your workspace to your liking, check the Layout option again to lock it. Figure 29: When the Layout option is checked, areas of the main window cannot be resized 40 ECR Vault User Guide

41 Change the Window Layout You can change the size of the various panes in the ECR Vault Capture window by dragging the edge of the pane with the mouse.you must unlock the layout before you can do this. 1. Select the File menu, if the Layout option is checked and the word 'Locked' is displayed, click the option to unlock the layout. The menu item will be unchecked. Figure 30: Layout is Locked Figure 31: Layout is Unlocked 2. Place the mouse cursor over the edge of the pane that you want to resize. If the area can be resized, the cursor will change: 3. Hold down the left mouse button and drag the edge of the pane to resize it. 4. When the pane is the size that you want, release the mouse button. 5. When you have resized all panes to your liking, select the Layout option from the File menu to lock the layout again. This prevents panes from being resized accidentally. ECR Vault User Guide 41

42 Scan Forms 1. Place the forms into the scanner. Note: You can scan multiple forms at once in General mode. In EoB mode you can only scan a single form or document per job. 2. If you need to select a scan device to use, choose Select from the Source menu. 3. Click the Scan button. The forms will be scanned and an image of each page will be listed in the Image List box. Figure 32: Scanned pages in the Image List 4. Click on a page in the Image List to view it on-screen. Note: If you need to scan additional forms, repeat steps 1 and 2 with the new forms. Change Scanner Settings If you need to change the scan device configuration, you can display the scanner's own settings window before you scan your forms. 1. Select the 'Display scanner settings window' option. 42 ECR Vault User Guide

43 2. Scan your forms as usual. See Scan Forms on page 42 for more information. Before the forms are scanned, the device settings window will be displayed. This window is provided by your scanner driver. Consult your scanner documentation for more information on individual options. 3. Click the Scan button in the scanner's settings window when you have made your configuration changes. See Scan Forms on page 42. Your forms will be scanned and added to the Image List. 4. If you want to prevent the scanner setting window from displaying for subsequent scans, uncheck the 'Display scanner settings window' option. You can always re-enable it again if you need to change the scanner configuration later. Import Forms 1. Click the Import button. A file browser window will display. Browse to the image files that you want to import and select them. Note: To import multiple files, hold down the CTRL key in the file browser window click on each file that you want to import. 2. Click Open in the file browser window to import the files. Note: You can import any type of document into ECR Vault, for example images (tiff, gif, jpeg, bitmap etc), Word documents and other Microsoft Office documents, text files etc. If this is a document that you would normally be able to view in your browser, the document will be displayed in the ECR Vault Capture viewer in the same way as a scanned document. This includes most image files, Microsoft Office files (.doc,.docx,.xls,.ppt etc) if you have Microsoft Office installed on the ECR Vault User Guide 43

44 3. machine, PDF files if you have Adobe Reader installed and any other types of files where you have software installed that is capable of viewing the files. You can import other types of files but you may be asked to select a program to use to view the file and the fie will open in a seperate window. The pages from the files that you import will be added to the Image List box. Note: In All Images view, some files may display a placeholder thumbnail image. This occurs if the software is unable to generate a thumbnail view automatically. The actual form will be displayed in the Viewer where possible (see above). Change Page Order You can re-order the pages during the capture stage (scanning, importing or printing using the ECRV TIFF Printer) by moving pages up or down in the Image List. The order of pages in the Image List when you click Next is the order in which they will be processed. Figure 33: The Image List 1. To move a page up in the Image List, you can either. Select it and click the Up button. Right click on the page's thumbnail in the All Images view and select Up. See Current View and All Images View on page 45 for more information on the All Images view. 2. To move a page down in the Image List, select it and click the Down button. 44 ECR Vault User Guide

45 Select it and click the Down button. Right click on the page's thumbnail in the All Images view and select Down. See Current View and All Images View on page 45 for more information on All Images view. Delete a Page Pages can be deleted from the Image List during the capture stage. Once you begin to enter information and identify forms, pages can no longer be deleted. 1. Select the page that you want to delete in the Image List. 2. Click the Delete button. Current View and All Images View There are two views available in ECR Vault Capture. You can use these views during scanning and document identification. The Current Image view displays only the image that you are currently working on. During scanning (i.e. before you click the Next button), you can change the current image by clicking on it in the Image List. After scanning, the current image is the one that you are currently identifiying. You must identify forms in the order in which they were scanned therefore you cannot change the Current Image, except by completing identification and moving on to the next or by undo-ing the last action and going back to the previous form. See Patient Records Mode - Enter Patient Information on page 50 for more information on identifying forms. ECR Vault User Guide 45

46 See Undo your Last Action on page 58 for more information on undoing your last action. The All Images view displays a list of thumbnails to the left of the viewer. Each thumbnail represents one of the images. To view an image, click on its thumbnail. During form identification, you can use this to view an image other than the one that you are working on. However, it is important to remember that you are still identifying the current image, not necessarily the one that is shown in the Viewer. To see which form is the current one, switch back to the Current Image view. During scanning, you can also use the All Images view to re-order the pages by right-clicking on a thumbnail and selecting Up or Down to move the image in the list. How to Switch between Current Image and All Images Views. 1. To switch to All Images view, select the All Images tab at the top of the Image Viewer. 2. To switch to Current Image view, select the Current Image tab at the top of the Image Viewer. Current Image is the default view. Viewing Forms and Documents Once forms have been captured, they are viewed on-screen in the Image Viewer. You can zoom in and out of the image or rotate them in increments of 90 degrees. You can also save the image so that the rotated image is stored in the archive instead of the original. This is useful if a document is accidentally scanned upside-down. The All Images tab allows you to view a list of small thumbnail images of each page you have captured. You can display a page in the Image Viewer by clicking on it's thumbnail. The Current Image tab displays only the page currently being processed. During the capture stage, this is the page currently selected in the Image List. In the Patient Information Entry stage (General Mode only), the last page added is the current page. The Current Image tab is unavailable during data entry for EoB mode, because the data entered always applies to the entire document. 46 ECR Vault User Guide

47 View Images 1. Click a page in the Image List to display that page as the current image. 2. To view only the current image, click the Current Image tab. Figure 34: Viewing the current image 3. To view thumbnail (reduced size) versions of all the captured images, click the All Images tab. The current image will be displayed at full size in the main area of the Image Viewer. ECR Vault User Guide 47

48 Figure 35: Viewing all images 4. Click a thumbnail to select that image as the current image. Note: Image functions, like zoom and rotate, operate on the current image. See Zoom and Fit Page on page 48 and Rotate Pages on page 49 for more information. Zoom and Fit Page To Zoom In on the current page image, click the Zoom In button. To zoom in closer, click the button again. To Zoom Out on the current page image, click the Zoom Out button. 48 ECR Vault User Guide

49 To zoom out further, click the button again. To fit the current page image into the available space on the screen, click the Fit Page button. This allows you to see the entire page at the same time and is useful to resize the page after you have zoomed in or out. Rotate Pages 1. To rotate the current page clockwise by 90 degrees, click the Rotate button. 2. To save the document to the ECR Vault in its rotated form, click the Save button. If you do not click Save, the document will be stored to the archive in it's original orientation. ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable ECR Vault Capture operates in one of three modes: Patient Records Mode This mode is used to scan forms and documents that relate to a single patient. Examples include lab results, insurance authorization and biometry. You will be asked to enter information about the associated patient (or search for it in the patient database) and a document date.you can also enter an expiry date for the document. This is the only mode that is available if you launch Capture directly ECR Vault User Guide 49

50 Explanation of Benefits (EoB) Mode Accounts Payable Mode from your OfficeMate Patient window. See Launch ECR Vault Capture from OfficeMate on page 39. This mode is used to capture documents that apply to more than one patient. An example is a daily Explanation of Benefits document that lists benefits for several patients. You will be asked to search for each patient in the patients database and add them to a list of patients for that document.you will be able to retrieve the document from the archive later by searching on any of the listed patients. This mode is only available if you launch Capture as a stand-alone application. See Launch ECR Vault Capture as a Stand Alone Application on page 40. Accounts Payable mode allows you to scan invoices, credit memos, statements etc from your vendors. When you scan these documents, you will need to look up the correct vendor to assign to each one after you have scanned it. You can also include the invoice number and check number if you want to be able to search for Accounts Payable documents by tthese records. This mode is only available if you launch Capture as a stand-alone application. See Launch ECR Vault Capture as a Stand Alone Application on page 40. Change ECR Vault Capture Mode To switch to Patient Records mode, select Patient Records from the Mode menu. To switch to Accounts Payable mode, select Accounts Payable from the Mode menu. To switch to Explanation of Benefits mode, select EoB from the Mode menu. Note: If you are scanning or importing forms, you cannot change mode after you have started to scan or import. If you are printing forms using ECR Vault PTA, you can change processing mode until you click Next on the first screen. Patient Records Mode - Enter Patient Information 1. If you did not launch Capture from OfficeMate, you will need to enter or search for the patient details. If you did launch from OfficeMate, the information will be entered for you. You can edit it if necessary. 50 ECR Vault User Guide

51 For each patient, the last name, first name, and date of birth can be entered. First and last name are required.you can look up most patients by their last name and/or first name and the extra details will be inserted for you. 2. To search for a patient, enter the first letter or first few letters of the patient's last name.you can also enter the first or first few letters of the patient's first name. This can be useful if the patient has a common last name such as 'Smith'. 3. Press F2 or click the Find button. If only a single patient record matches your search, the information will be inserted automatically. If more than one patient matches your search, the Select a Patient window will be displayed. Figure 36: Selecting a patient from multiple search results a) Click on a patient to select it. Note: By default, patients marked as 'inactive' in OfficeMate will not be shown in the list. To show inactive patients, select the 'Show Inactive Patients' check box. b) Click Select. The patient information will be inserted. ECR Vault User Guide 51

52 Figure 37: Patient information inserted Note: Press the CTRL key to fade out the Select Patient window. Use this feature if you need to view the form while the window is over it. Release CTRL to fade the window back in. 4. You can also enter the patient's last name, first name, and date of birth manually. 5. Capture will automatically populate some patient information if a driver's license is scanned. See Updating Patient Information using Optical Character Recognition on page 54 for more information. 6. Enter a date for this form in the Document Date box. This would usually be the date on which the form was completed. The date can be typed manually or you can click the down arrow to the right of the box and select a date using an on-screen calender. Figure 38: Selecting a date using the on-screen calender Click on a date to select it or use the left and right arrows at the top of the calender to display the previous or next month. 7. In the Expires On box, enter the date on which this form expires, if relevant. 8. Enter the Exam number that applies to this form in the Exam # box if relevant. 52 ECR Vault User Guide

53 9. If you want to use the same value that you enter for Document Date, Expires On, Notes or Exam # on the next form automatically, check the box next to it to make it 'sticky'.the value will be used for all subsequent forms in the job until you uncheck the box again. 10. Once all the necessary information has been entered, click on the appropriate Form Type to create it. The current page will be the first page of the form. 11. If the form is a HIPAA form, click the HIPAAMate tab, then click on the appropriate HIPAA form type. Figure 39: Identifying a HIPAA form 12. If the form has additional pages, click the Append button to add them after the current page. You can click Append multiple times to add multiple pages to the form if necessary or you can click the Append All button to add all remaining pages. Pages will be added in the order in which they were listed in the Image List during the capture stage. You can see this order by clicking on the All Images tab. The pages will be shown in order in the thumbnails area. Figure 40: Append button Figure 41: Append All button 13. Once all the pages have been added to the form, you can create a new form by repeating steps 1 through 8. A new form is created each time patient information is entered and a Form Type selected. The forms that you have created and their pages are shown in the Status box. ECR Vault User Guide 53

54 Figure 42: Forms in the Status box When all pages have been processed and included in a form, the job will automatically close. Updating Patient Information using Optical Character Recognition Capture uses Optical Character Recognition (OCR) technology to update patient information records in the OfficeMate patient database. This process is designed to limit the amount of manual data entry performed by the Capture user to save time and reduce clerical errors. After a patient's drivers licence is scanned or imported into Capture the application recognizes any alphanumeric characters on the driver's license image. These characters are highlighted in the Default Image window. A box is drawn around each word or number.the OCR process will look for and highlight the patient's first name, last name, address, date of birth, and any other text on the image. The patient's first name and last name are automatically recognized and entered into the corresponding boxes in the Patient Information window. You click in another box in the Patient Information window followed by the corresponding piece of information highlighted on the driver's licence image to automatically enter that information into the patient record. Note: This feature can be activated automatically or manually. See Extract Data on page 74 for more information. 54 ECR Vault User Guide

55 Figure 43: Optical Character Recognition Patient Records Mode - Update Patient Information using Optical Character Recognition 1. Click the Scan or Import button to scan or import images into Capture. A list of images is displayed in the Image List window. 2. Select the image(s) to attach to the patient's record by clicking the page(s) in the Image List window. 3. Click the Next button to continue. 4. The ERC Vault Capture - Patient window opens displaying the scanned or imported images and the Patient Information window. All alphanumeric characters on the driver's licence image are recognized by Capture using Optical Character Recognition (OCR) technology. These characters are highlighted in the Default Image window by boxes drawn around each word or number sequence. ECR Vault User Guide 55

56 Figure 44: Default Image with Optical Character Recognition The patient's first name and last name are automatically recognized by Capture and entered into the correspoding boxes in the Patient Information window. 5. Enter the patient's date of birth. a) Click the DOB box in the Patient Information window. b) Click the box highlighting the corresponding piece of information in the Default Image window. The patient's date of birth appears in the Patient Information window. 6. Enter the patient's address (number, street, city, state, and Zip code). The patient information is complete. 56 ECR Vault User Guide

57 Figure 45: Completed Patient Information 7. Click the Eraser button at the top of the Patient Information window to clear all the patient information boxes. 8. Click the Magnifiying Glass button at the top of the Patient Information window (or the Search button at the bottom of the window) to search the existing patient list. All patient information boxes must be cleared in order to use this feature. A list of existing patients opens in a new window. 9. Click the Notecard button at the top of the Patient Information window (or the Create button at the bottom of the window) to create a new patient record using this information. 10. Click the Close button at the bottom of the window to return to the Patient Record window in Capture. ECR Vault User Guide 57

58 Undo your Last Action Actions that can be undone are creating a new document and appending a page. The last page that you appended will be removed from the form. If the last action was to create a form, it will be deleted. Click the Undo button. Clear Patient Information To clear the patient information form and reset all boxes, click the Clear button. All patient information will be cleared. Explanation of Benefits Mode - Add Multiple Patients In EoB mode, you can assign multiple patients to a single form. All assigned patients will be associated with that form when it is stored in the archive.this mode is designed primarily to handle daily Explanation of Benefits documents from insurance companies which may include information for multiple patients. Note: You cannot create multiple documents in EoB mode. All pages scanned or imported in the job will be included in a single form. 1. To search for a patient in the OfficeMate database and add it to the form, enter the first few letters of the last and or first name and press F2 or click the Find button. 58 ECR Vault User Guide

59 If only a single patient record matches your search, the patient will be added automatically. If more than one patient matches your search, the Select a Patient window will be displayed. Figure 46: Selecting a patient from multiple search results a) Click on a patient to select it. Note: By default, patients marked as 'inactive' in OfficeMate will not be shown in the list. To show inactive patients, select the 'Show Inactive Patients' check box. b) Click Select. The patient will be added to the Patient List.. Figure 47: Patients added to the list Note: Press the CTRL key to fade out the Select Patient window. Use this feature if you need to view the form while the window is over it. Release CTRL to fade the window back in. ECR Vault User Guide 59

60 2. Enter a date for this form in the Document Date box. This would usually be the date on which the form was completed. The date can be typed manually or you can click the down arrow to the right of the box and select a date using an on-screen calendar. Figure 48: Selecting a date using the on-screen calendar Click on a date to select it or use the left and right arrows at the top of the calender to display the previous or next month. 3. [Optional] Enter note information in the Notes box. Any information entered here will be visible for all patients linked to this EoB. 4. Your system may be configured to allow you to edit the default Form Type value if necessary. If this ability is disabled, the background of the box will be colored gray. The form type may also be changed. See Explanation of Benefits Mode - Add Form Types on page 60for more information. 5. Click the Save button. A prompt will display asking you if you want to save. Click Yes to close the job and save the form and patient information to the ImageDirector archive. Explanation of Benefits Mode - Add Form Types In EoB mode, you can assign multiple patients to a single form. This mode is designed primarily to handle daily Explanation of Benefits documents from insurance companies which may include information for multiple patients.however, this form type can be changed to any other type of form available in the ECR Vault. 1. Click the Add DocType button located next to the Form Type drop-down menu. 60 ECR Vault User Guide

61 Figure 49: The Add Doc Types window is displayed. 2. Click the check box next to the form type(s) you would like to have available for the form being scanned. 3. Click the OK button to continue. 4. Click the Form Type menu button to expand the list of avaliable form types. Please see Explanation of Benefits Mode - Remove Form Types on page 62 for information on removing form types from this list. Figure 50: The Form Type menu has been updated to show the Doc Types that were just made available. 5. Click the form type you would like to assign to this document. 6. Click the Save button. ECR Vault User Guide 61

62 Explanation of Benefits Mode - Remove Form Types 1. Click the Add DocType button located next to the Form Type drop-down menu. The Add Doc Types window is displayed. 2. Click the check box next to any previously selected form type(s) to remove them from the list. 3. Click the OK button to continue. 4. Click the Form Type menu button to expand the list of avaliable form types. The Form Type menu has been updated to show the updated list of available Doc Types. Accounts Payable Mode - Enter Vendor and Form Information 1. If you are using Accounts Payable mode, you will need to enter or search for the vendor details. For each vendor, vendor number, vendor name and vendor account number are required. You must search for the vendor by name and the extra details will be inserted for you. 2. To search for a vendor, enter the first letter or first few letters of the vendor name. 3. Press F2 or click the Find button. If only a single vendor matches your search, the information will be inserted automatically. If more than one vendor matches your search, the Select a Vendor window will be displayed. 62 ECR Vault User Guide

63 Figure 51: Selecting a vendor from multiple search results a) Click on a vendor to select it. b) Click Select. The vendor information will be inserted. Figure 52: Vendor information inserted and invoice number entered Note: Press the CTRL key to fade out the Select Vendor window. Use this feature if you need to view the form while the window is over it. Release CTRL to fade the window back in. 4. You can also enter the invoice number manually. 5. You can also enter the check number manually. ECR Vault User Guide 63

64 6. [Optional] Enter a date for this form in the Document Date box. This would usually be the date on which the form was completed. The date can be typed manually or you can click the down arrow to the right of the box and select a date using an on-screen calender. Figure 53: Selecting a date using the on-screen calender Click on a date to select it or use the left and right arrows at the top of the calender to display the previous or next month. 7. [Optional] In the Due Date box, enter the date on which this form expires, if relevant. 8. Select a Status for the form from the Status drop down list. 9. Enter any notes that you would like to be displayed to the viewer when they retrieve this form. Notes will also be searchable 10. If you want to use the same value that you entered in one or more boxes automatically on the next form, check the box next to it to make it 'sticky'. The value will be used for all subsequent forms in the job until you uncheck the box again. 11. Once all the necessary information has been entered, click on the appropriate Form Type to create it. The current page will be the first page of the form. 12. If the form has additional pages, click the Append button to add them after the current page. You can click Append multiple times to add multiple pages to the form if necessary or you can click the Append All button to add all remaining pages. Pages will be added in the order in which they were listed in the Image List during the capture stage. You can see this order by clicking on the All Images tab. The pages will be shown in order in the thumbnails area. Figure 54: Append button Figure 55: Append All button 64 ECR Vault User Guide

65 13. Once all the pages have been added to the form, you can create a new form by repeating steps 1 through 8. A new form is created each time a Form Type selected. The forms that you have created and their pages are shown in the Status box. Figure 56: Forms in the Status box When all pages have been processed and included in a form, the job will automatically close. Abandon and Delete a Job If you want to abandon a job before completing it, follow these steps to abandon and delete the current job. 1. Select Delete from the Job menu. A prompt will display, asking you to confirm that you want to delete the current job. 2. Select Yes to confirm that you want to delete the job. Any forms that you have scanned and patient information that you have entered in the current job will be lost. Print to Archive The ECR Vault Print To Archive allows you to capture any document or form using it's standard viewing application's Print function. For example, a Microsoft Word.doc document can be archived using Word's Print function. To use this feature, you need to print the document as normal, but select the TIFF Printer as the printer to use instead of your usual printing device. Instead of creating a hardcopy on a printer, TIFF Printer will create an electronic image file.you can then ECR Vault User Guide 65

66 identify the form and enter information about it using ECR Vault. Finally the document or form will be stored in your ECR Vault archive. Documents captured using ECR Vault PTA can be retrieved in from your archive in the usual way using the ECR Vault Client. PTA Capture Process Here is an outline of the main steps involved in capturing a document using ECR Vault PTA: 1. Print the documents from their usual viewing application using the TIFF Printer printer. I.e. Microsoft Word for.doc or.docx files, Microsoft Excel for.xls files etc. 2. Review the pages of the document or form that you printed in ECR Vault and reorder or delete pages where necessary. 3. Select the processing mode that you want to use for the form (Patient Infomration, Explanation of Benefits or Accounts Payable). 4. Identify the form type and enter information about it. This information will be used to find it in the ECR Vault archive. I.e. patient information for a patient record or EoB or vendor and invoice information for an accounts payable document. 5. Save the document to the archive. Documents and forms can be searched for and viewed using the ECR Vault Cient. Capturing Documents Using ECR Vault PTA To begin the process of capturing and archiving a document using ECR Vault PTA, open the document in the application that you would normally use to view and print it. For example, open a Word document in Microsoft Word.You will use the Print function of that application to 'print' the document to the archive. When the document has been printed, the pages will be displayed in ECR Vault. In the first screen, you can view, re-order and delete pages. You will also select the processing mode that you want to use for this document. See ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable on page 49 for more information about processing modes.you will then proceed to the next screen and enter information about the document and store it tothe archive. WARNING: After a document is printed to the TIFF Printer, it is stored in the Windows\Temp\images folder until the document is archived to ECR Vault. If the process is interrupted and the documents are not archived, other users who log into the machine will be able to access those documents by browsing to that directory. In addition, if another user later launched ECR Vault PTA, those documents would be presented for identification and archiving.you should always complete the archiving process immediately after your documents have been printed. 66 ECR Vault User Guide

67 Important: Once you have printed a document using ECR Vault PTA and begin to process it, you will not be able to add additional pages to the job by printing them. Once you have completed the job and stored the document to the archive, ECR Vault will check to see if any additional documents have been printed and ask if you want to begin processing them now. Capture a Document Using Print To Archive 1. Open the form that you want to capture using the appropriate Windows application. 2. Access the application's Print function. See the application's own documentation for details if you do not know how to do this. 3. In the Print window, select TIFF Printer from the list of available printers. 4. Print the document. 5. Once you have printed your documents to the TIFF Printer, ECR Vault PTA will launch. Figure 57: ECR Vault PTA The first stage of the process is the Capture stage. During this stage, you can manage the pages in the new job. This allows you to rearrange or delete pages before you start to enter information. These functions all work in the same way as ECR Vault Capture for scanning and importing. Rearrange Pages Pages will be displayed in the order in which they were scanned. To move a page forward or back in the page order, use the Up and Down arrows. See Change Page Order on page 44 for more information. ECR Vault User Guide 67

68 Delete Pages View Pages You can delete a page from the job completely by using the Delete button. The page is removed permanently and cannot be readded to the job. See Delete a Page on page 45 for more information. You can view each page of the document that you printed using the Image Viewer. Click on a page in the Image List to display it. In the Viewer, you can also zoom in and out and rotate pages. See Viewing Forms and Documents on page 46 for more information. 6. Select the processing mode (Patient Records, Explanation of Benefits or Accounts Payable) from the Mode menu. You must select the processing mode before you click Next. You will not be able to change it once you have begun entering information. See Change ECR Vault Capture Mode on page 50 for more information. 7. When you have completed reordering and deleting any pages that require it, click Next to proceed. The next stage is the Form Identification stage. During this stage, you will be asked to enter information about the form and to identify what type of form it is. The information requested depends on the processing mode that you selected during the Capture stage (Patient Records, Explanation of Benefits or Accounts Payable). Figure 58: Identifying Forms (Patient Records mode shown) 8. This stage is the same as in ECR Vault Capture for scanning and importing. See the following pages for detailed instructions on completing this step. Identifying Patient Forms in Patient Records mode. See Patient Records Mode - Enter Patient Information on page ECR Vault User Guide

69 Assign patients to an Explanation of Benefits form. See Explanation of Benefits Mode - Add Multiple Patients on page 58. Enter vendor information in Accounts Payable mode. See Accounts Payable Mode - Enter Vendor and Form Information on page If at any time during processing, you decide to abandon the job, you can delete it using the Delete option on the Job menu. See Abandon and Delete a Job on page 65 for more information. 10. If you print additional forms to the TIFF Printer while another job is in progress in ECR Vault, the new pages will not be added to the job in progress. Instead, when you complete the job, you will receive a message, informing you that new images have been found. Click Yes to start a new job with the new pages or No to abandon those pages. If you choose not to process those pages, you will need to reprint them to process them in the future. Administering ECR Vault Capture Application settings can be modified by accessing the Settings window of ECR Vault Capture (see Figure 57). Access to the Settings window can also be restricted by enabling Administration Password feature of ECR Vault Capture. The Administration Password feature allows users to create a password that must be entered into a password prompt window before access to the ECR Vault Capture's Settings window permitted. Related Links Accessing ECR Vault Capture's Settings Window on page 69 Restricting Access to ECR Vault Capture's Settings Window Accessing ECR Vault Capture's Settings Window To access the ECR Vault Capture's Settings window, do the following: 1. Access or return to the ECR Vault Capture's main window display 2. Click the File drop-down menu on the Menu Bar The File drop-down menu displays. 3. Click Settings... in the File drop-down menu. The Settings window displays (see Figure 57). ECR Vault User Guide 69

70 After completing the steps of this sub-section, ECR Vault Capture application settings may be modified from the Settings window. Restricting Access to ECR Vault Capture's Settings Window To restrict access to the Settings window in ECR Vault Capture, do the following: 1. Access or return to the ECR Vault Capture's main window display. 2. Click the File drop-down menu on the Menu Bar The File drop-down menu displays. 3. Click Settings... in the File drop-down menu. The Settings window displays (see Figure 57). 4. Click the General tab within the Settings window The General tab displays in the Settings window. 5. Click in the Password field of the Administration Password panel of the General tab, and type a new password that will be prompted when users attempt to access the Settings window. 6. Click in the Confirm field of the Administration Password panel of the General tab, and re-type the new password that will be prompted when users attempt to access the Settings window. 7. Click the Save button in the Settings window Changes made in the Settings window are saved and settings window closes. After completing the steps of this sub-section, users will be able to access the Settings window of ECR Vault Capture upon entering in the password created in the Administration Password panel. To give a user access to the restricted Settings window, give them the password created in this sub-section. Disabling the Administration Password Feature To disable password protection to the Settings window in ECR Vault Capture, do the following: 1. Access or return to the ECR Vault Capture's main window display. 2. Click the File drop-down menu on the Menu Bar The File drop-down menu displays. 3. Click Settings... in the File drop-down menu. 4. Do one of the following: If prompted to enter a password, enter the correct administration password that was set up in the Administration Password panel of the Settings window The Settings window displays (see Figure 57). 70 ECR Vault User Guide

71 If not prompted to enter a password, proceed to the next step in this sub-section. 5. Click the General tab within the Settings window The General tab of the settings window displays. 6. Click in the Password field of the Administration Password panel of the General tab, and delete the password 7. Click in the Confirm field of the Administration Password panel of the General tab, and delete the text in the field 8. Click the Save button in the Settings window. Changes made in the Settings window are saved and the Settings window closes. After completing the steps of this sub-section, the Administration Password feature will be disabled, and users will have access to the Settings window of ECR Vault Capture without being prompted to enter a password. Change Capture Application Settings 1. To access the application settings, click the File drop-down menu on the Menu Bar, then click Settings... in the File drop-down menu. The Settings window displays. ECR Vault User Guide 71

72 Figure 59: The Settings window and the General tab displayed 2. Change the settings as required. See the following topics for information on specific options: Enable Terminal Services/Remote Connection Mode on page 72 Enable Security on page 73 Extract Data on page 74 Set Form Type Button Size on page 75 Configure the ECR Vault Server Connection on page 76 Manage Form Types on page Click the Save button. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. Enable Terminal Services/Remote Connection Mode If you use remote desktop to connect to a terminal server, enable this mode to ensure that ECR Vault Capture launches on your client computer instead of on the server. 72 ECR Vault User Guide

73 1. Select Settings from the File menu. You will need to be logged in to the PC as an administrator to access some settings. The Settings window will display. Figure 60: General settings 2. In the Terminal Service Integration section, select Enable Command Redirect. Note: Only use this setting if you are using Terminal Services and Remote Desktop. Consult your IT administrator for more information. 3. Click Save to save the changes. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. Enable Security Enabling security will require users to log in with their OfficeMate user name and password, in order to access ECR Vault Capture. 1. Select Settings from the File menu. You will need to be logged in to the PC as an administrator to access some settings. The Settings window will display. ECR Vault User Guide 73

74 Figure 61: General settings 2. Select the General tab. 3. Select Enable Security. 4. Click Save to save the changes. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. Extract Data Enabling this option will allow all scanned or imported documents to be checked to see if they are in driver's license format. If so, the optical character recognition process is intialized. See Updating Patient Information using Optical Character Recognition on page 54 for more information. If this option is unchecked, these steps will be skipped; however, data can be extracted manually using the Tools > Extract Data menu item. 1. Select Settings from the File menu. You will need to be logged in to the PC as an administrator to access some settings. The Settings window will display. 74 ECR Vault User Guide

75 Figure 62: General settings 2. Select the General tab. 3. Select Extract Data. 4. Click Save to save the changes. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. Set Form Type Button Size On the Form Controls settings tab, you can specify the height and width of the Form Type buttons displayed in Patient Records or Accounts Payable mode. For example, you may want to specify larger buttons if you only have a few form types. 1. Select Settings from the File menu. The Settings window will open. 2. Select the Form Controls tab. 3. Enter the desired height and width of the buttons in pixels in the 'Form Type button height' and 'Form Type button width' boxes. 4. Click the Save button. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. ECR Vault User Guide 75

76 Configure the ECR Vault Server Connection ECR Vault Capture must be able to connect to the ECR Vault Content Server in order to store completed documents. The name of the server and the application to use to store documents can be set on the ECR Vault Server tab in the Settings window. 1. Select Settings from the File menu. The Settings window will open. 2. Select the ECR Vault Server tab. Figure 63: ECR Vault Server settings 3. Type the address of the ECR Vault server in the Server Name box. ECR Vault Capture must provide the server with an authorized user account to store documents to the archive. You can configure ECR Vault Capture to automatically provide the currently logged in Windows user for this purpose. If you need to provide a different user account for ECR Vaultserver access, you can supply the user name and password here. Note: If you add new users to the ECR Vaultsystem using ImageDirector, you must ensure that the new users have access to the PatientRecords and AP applications. 76 ECR Vault User Guide

77 4. To use the currently logged in Windows user, select the 'Use default credentials' option. 5. To provide a user account, unselect the 'Use default credentials' option and enter the User Name and Password in the boxes provided. 6. Uncheck 'Use Default Credentials' in the Capture Credentials section to use the same credentials in the PTA Credentials section. Note: This box can only be checked if the 'Use Default Credentials' checkbox in the Capture Credentials section is not checked. 7. If the 'Use Capture Credentials' in the PTA Credentials section is unchecked, enter the User Name and Password in the boxes provided. Note: These are the Windows account name and password to use when 'Use Capture Credentials' is not checked. The user must have rights to access the content server applications. PTA will prompt the user for their credentials on startup if 'Use Capture Credentials' is not checked and User Name is left blank. 8. Click Test Connection to ensure that a connection can be made to the ECR Vault server. If the test fails, verify the settings in this tab and try again. 9. Select the document transmission mode. Direct Connect Delayed transmission, standard Delayed transmisson, custom Documents are sent directly to the content server. This mode use ZipQ to perform transfers of.zip bundles. No additional configuration is required. Documents are bundled into.zip batches which are passed directly over the network to the document import service. ZipQ Monitor is used to select a variety of transfer options such as when to transfer, who to notify regarding problems, and how and where to keep completed transfers. Documents are bundled into.zip batches and placed into a folder specified on the settings dialog. This option requires the administrator to decide how to get.zip document batches to the content server for loading by the document import service. Note: The Test Connection button is disabled if the 'Enable delayed transmission' option is selected. ECR Vault User Guide 77

78 10. (Optional) Set the password for delayed transmission batches by entering the password in the Password for delayed transmission batches box and again in the Confirm password for delayed transmission batches box. WARNING: This password must match the password configured in the content server s Document Import service. The password may be up to 65 characters in length. If the password used on the batches does not match the Document Import (a.k.a. ID Loader) service s batch password then the batches will not be loadable. 11. Browse to the delayed transmission output directory. This is a local directory in which the files will be temporarily stored until they are transmitted. 12. Click the Save button. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. Manage Form Types You can change the labels displayed to users on the Form Type buttons in Patient Records mode. You can also change the order in which buttons are displayed. For example, you can move more commonly used Form Types to the top of the list. The actual list of form types is obtained from your OfficeMate system. 1. Select Settings from the File menu. The Settings window will open. 2. Select the Form Type tab. Note: If you change the display name for the FormType field on the ECR Vault Server tab, the name of this tab will reflect that change. 78 ECR Vault User Guide

79 Figure 64: Form Type settings 3. To edit a form type, click on it in the list or select it and click the Edit button. The Edit window will be displayed. Figure 65: Edit button Figure 66: Editing a Form Type label 4. Change the value in the Label box to the text that you want to display on the button. Note: You cannot add a form type if a form type with the same name already exists. 5. Select the Show In Exam option if you want forms of this type to be available in Exam Writer. This option is not available when configuring form types in AP mode. ECR Vault User Guide 79

80 6. Select the Trigger Alert option if you would like this form type to trigger an alert in Exam Writer when unviewed forms of that type are available. This option is not available when configuring form types in AP mode. 7. Click the Save button. 8. To Refresh the list of form types, click the Refresh button at the bottom right. Form Types can also be edited in Office Mate. Any changes made to form types in Office Mate will only show up here if you click Refresh or if you restart the ECR Vault Capture application. Note: This button is not available in Accounts Payable Mode because data is not retrieved from Office Mate in this mode. 9. Click the Save button to save all the changes that you have made to form types. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. Add a New Form Type Form Types can be added via ECR Vault. Note that forms types are added to your Office Mate database. 1. Select the Form Type tab. Note: If you change the display name for the Form Type field on the ECR Vault Server tab, the name of this tab will reflect that change. 80 ECR Vault User Guide

81 Figure 67: Form Type settings 2. To add a form type, click the Add Form button. The Add window will be displayed. Figure 68: Adding a Form Type 3. Enter the Value and Label for the new form type. The Value is the value that will be stored in the database.the Label will be displayed on the button. Note: You cannot add a form type if a form type with the same name already exists. 4. Click the Save button. 5. Click the Save button in the Settings window. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. ECR Vault User Guide 81

82 Delete a Form Type 1. Select the Form Type tab. Note: If you change the display name for the FormType field on the ECR VAult Server tab, the name of this tab will reflect that change. Figure 69: Form Type settings 2. Click on the form type that you want to delete to select it. 3. Click the Delete button. You will be asked to confirm that you want to delete the form type. 4. Click the Yes button. The form type will be deleted from the list. Note: If there are forms in your archive that use this form type, you will not be able to delete it. A message will display to inform you if this is the case. 5. Click Save to confirm your changes. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. Change the Order of Form Types 1. Select the Form Type tab. 82 ECR Vault User Guide

83 Note: If you change the display name for the Form Type field on the ECR Vault Server tab, the name of this tab will reflect that change. 2. Click on the form type whose position you want to change. 3. Click the Up arrow button to move the form type up in the list. 4. Click the Down arrow button to move the form type down in the list. Form Type buttons will be listed in the order you set here in the Accounts Payable and Patient Information form identification windows. 5. Click Save to confirm your changes. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. Configure Accounts Payable Status Options The Status menu for Accounts Payable forms contains two settings by default. these are PAID and UNPAID. These are the different statuses that a user can set for an Accounts Payable document. The Status is searchable, so you could easily search for all PAID or all UNPAID documents.you can change the available statuses or add new ones if needed. The Status tab is only available in Accounts Payable mode. See Change ECR Vault Capture Mode on page 50 for information about switching modes. 1. To change the Status menu options, click Settings on the File menu. You will need to be logged in to the PC as an administrator to access some settings. The Settings window will open. Figure 70: Configuring status options for Accounts Payable mode ECR Vault User Guide 83

84 2. Click the Status tab. If the Status tab is not present, you are not currently in Accounts Payable mode. Close the Settings window and change the mode, then try again. 3. Enter the new status option in the Status box. 4. Click Add to add the new status to the menu options. 5. To remove a menu option from the Status menu, select the option in the list, then click Remove. 6. Click Save to confirm your changes. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. 84 ECR Vault User Guide

85 Automatic Software Updates for ECR Vault Automatic Software Updates for ECR Vault By default, ECR Vault applications will automatically detect and download any software updates. If an update has been downloaded, the application will ask you if you want to install the update when you launch it. You will see the following message: Install Software Updates 1. If an update is ready to be installed, you will see the Check for Updates window when you launch an ECR Vault application. To install the updates, click the Update button. Note: If you want to continue without installing the update, click the Cancel button. The installation wizard will launch. 2. Click the Install button to install the updates. 3. If you want to disable software updates, select the 'Do not ask again' option in the Check For Updates window. You will no longer be notified about available updates and no updates will be installed. You can check for updates by selecting Check For Updates from the Help menu. This will also re-enable the automatic warning when the application launches. ECR Vault User Guide 85

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