Scanning Documents

If EXDOC is installed, documents received by the practice or existing correspondence regarding the patient can be scanned into a patient’s file from the ‘Contacts’ tab.

To setup the scanner in EXACT:

It is likely the scanner will have been set up by the hardware installer, and the scanner setup should only be changed if:

• New hardware is installed
• The scanning is not working.

From the ‘Contacts’ tab, click on the button and a window similar to the following will appear:

1. Click on the required Source and the Select button.
2. The scanner driver will now be installed.

See Also: Scanning to PDF for selecting a scanning format (TIFF, JPG or PDF)

To Scan a Document:

See Also: Scanning to PDF

1. Click on the button.
2. Refer to the Scanning Software instructions to scan the document.
3. After scanning of the document is complete, the following screen will appear:

   

   This window enables the user to identify the scanned document using the available fields.

4. Select the patient who the scanned image relates to. (‘Patient’ will default to the patient record currently active).
5. If undertaking a bulk scanning session, click the button from any patient record; select the correct patient in the Document Details window. This will save each scanned document into the correct patient record.
6. Either use the date the image is being scanned or the date the original was created in the ‘Date’ field.
   Set a policy for the practice as to which date should be recorded.
7. Enter a meaningful Description that will easily distinguish this document from others the patient may already have on file. If scanning a multi-page document the description should include the page number.
8. The ‘Creator’ field should be changed to the name of the person who authored the document.
   Choose a Standard for entering Names such as Last name, Initial.
9. There are 6 Document Types; choose the one that best represents the scanned document type.
10. Certain scanner software produces reversed images (white text on black background). If this occurs, tick the ‘Invert Mono Images’ when scanning, to correct the problem.
11. Click on the ‘OK’ button to save the scanned image. This may take up to a couple of minutes depending on the size of the document and the speed of the PC.
    When this has been completed the document is displayed on the ‘Contacts’ tab in the Patient File as shown in the following example:

    
    

    NOTE: The Contact Entry shows the symbol (arrowed). This identifies it as a Scanned Document (Image).

Important - Storage Space Requirements:
Scanned Files can take up considerable storage space. It is recommend that scan be done with a resolution of 150-200 dots per inch (dpi) in black and white (monochrome).
It is also advisable to crop pictures so that only the actual information is scanned and not any white space bordering the page. The smaller the area selected, the less storage space required. For example, a full-colour image at 400 dpi takes 64 times as much space as a monochrome image at 200dpi.