Scanning Documents
The main tool for generating electronic files from paper originals is a digital scanner. The scanner may be configured as one component of a multifunction machine (with integrated printer, copier, and fax), or as a single purpose device. There are few hard requirements for the scanner you choose, but you should consider the volume and flow of other clinic activities such as printing, copying, and faxing when making your decision. Multifunction machines are flexible and require little space, but may create bottlenecks in busy offices. Third-party software may increase efficiency by helping to organize and manage digital documents, but such software is not a requirement for working with EMRs in SYSTOC.
- Papers that a patient brings with him/her (photo ID, company forms, previous medical records).
- Medical information from another provider or lab.
- Forms or reports printed from SYSTOC that require a physical signature or that you wish to make accessible from Orders.
- Save most scanned documents in PDF file
format. A free PDF reader application is all that is needed for
viewing, the small file size is a plus for archiving, and PDF files may be
configured for secure emailing. Note: A separate PDF reader is not required in SYSTOC, but it is possible your scanning software might need one.
- Scan all documents in the proper orientation. While you may be able to view information in documents that are improperly oriented by rotating the pages in the SYSTOC Forms Workspace, you will encounter problems should you attempt to apply a signature, comment, or drawn object.
- Save scanned document files to a single
subdirectory accessible to all SYSTOC users.
- Configure scanners to default the writing of scanned files to a shared folder on the network.
- Give SYSTOC users read/write/delete permission to this folder.
- Map the same drive letter on each SYSTOC workstation to the shared folder used for scanning. (A drive letter is required in SYSTOC when browsing for scanned files to attach to orders.)
- Scanned documents contain Protected Health Information (PHI); instruct users to delete scanned documents after they have been attached in SYSTOC.
- Save each scanned document as an individual file so that it can be appropriately described. This can be accomplished while the documents are being scanned, or later as the files are being attached using the Split Pages function.
- Name files carefully when they are scanned to make them easy to identify when you attach them to a patient's record in SYSTOC. A useful convention is to name a file with patient last name, first name or initial, document ID, and date. For example, MossP FootXray 01_10_04.pdf is an adequate file name as long as you clean up scanned files on a regular basis. Remember not to use slash marks, ampersands, dots (except immediately preceding the file extension) in file names.
- Manage the size of the subdirectory folder by deleting temporary files. When you attach files to orders, a system prompt asks if you want to delete your temporary files from the folder. Selecting Yes as you attach each file is a convenient way to manage the folder size and is a best practice since the files contain PHI.