MEDILINK ESI (R2) How To: Use the Medilink Document Management System. Casey Pittman Developer - APS Medilink 2011/08/12

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1 How To: Use the Medilink Document Management System Casey Pittman Developer - APS Medilink 2011/08/12

2 Table Of Contents Table Of Contents... ii Introduction... 1 Getting Started Document Management System Scanning Setup Source Output File Type DPI Colour Scale Page Sides Hide Scan Dialog Scan to New Event Import to New Event Paste Document(s) View Document Move (Transfer) Document Delete Document Enter / Edit Description Copy Document Document Append to Event (Scan/Import) Bulk Import Third Party Documents Toggle the Image Preview Pane Mark a Document as Correspondence Out Show Deleted Documents Help Commit Changes and Close Document Management System Search Patient Filter / Search Documents Search Previous Bulk Scanning Scan Remove Blank Pages View Selected Document Delete Selected Document(s) /08/12 Page ii

3 Introduction This document was written by Casey Pittman as a basic guide for users with regards to using the Document Management System and Bulk Scan. Getting Started In order to access the Document Management System, you will first need to have a patient already selected. To select a patient, use one of the two following methods: a) Perform a Patient Search; or b) Clicking on a patient in the Appointment Book Once a patient has been selected, click on the Scan button. The Scan button will appear in one of two different locations on the Medilink screen, based on how the patient was selected if the patient was selected via a search (method a), the scan button will appear on the right hand side of the screen; if method b) was used, the Scan button will appear on the left hand side. 2011/08/12 Page 1

4 1 Document Management System 2011/08/12 Page 2

5 1.1 Scanning Setup Click the Scanning Setup button under the Setup group heading. This will bring up the following box: Source This list will contain all of the scan devices attached to the current computer with properly installed TWAIN drivers. The device selected here will be set as the default scanner for the Document Management System Output File Type Choose your preferred output image format for scanned images: PDF or TIF DPI This list will contain all of the available resolutions that the selected scan device is capable of scanning Colour Scale Choose from Black and White, Grey or Colour Page Sides Choose from Front Only (simplex) or Front and Back (duplex) Hide Scan Dialog Hide or show the scan device s default scan dialog box; default is hide. 2011/08/12 Page 3

6 1.2 Scan to New Event Click the Scan button under the New group heading. All the scanned documents will be joined together in one multi-page image file. If the scan was successful, you will be prompted for a description and the new scanned document will appear in the Document Management System screen. 1.3 Import to New Event Click the Import button under the New Event group heading. This will bring up the following search box: From here you can browse for any document (file) you would like to import (i.e. Word documents, Excel spreadsheets, text files, PDF files or images) and assign to the selected patient. Once you ve selected the document(s) you would like to import, click the Open button. You will then be prompted for a description (pre-filled with the selected file s name; change if desired and click OK). The document(s) will then be assigned to the currently selected patient and displayed in the Document Management System screen. 2011/08/12 Page 4

7 1.4 Paste Document(s) Click the Paste button under the New group heading. This will paste any files previously copied to the clipboard from a folder; or attachments from an . It will also paste screen captures and create a new BMP image, prompt for a description and add it to the list in the Document Management System screen. 1.5 View Document With a document selected from the list, click the View button, or double click a document in the list, to open the selected document using the default viewer / program installed on the current computer for the selected document s file type (i.e. Acrobat Reader for PDF files) 1.6 Move (Transfer) Document Click the Move button under the Document group heading. This will bring up the Document Management System s Search Patient screen. Once you ve found and selected a patient, click the OK button. This will then assign the currently selected document to the newly selected patient. The selected document will then be removed from the current patient s document list. 1.7 Delete Document Click the Delete button under the Document group heading. This will mark the currently selected document as deleted, and remove it from the list. If the Show Deleted checkbox is checked the document stays in the list and the * character will appear next to the document s Filename value. If the document has previously been marked as deleted, it will be set as not deleted. 2011/08/12 Page 5

8 1.8 Enter / Edit Description When a new document is created (via Scan, Import or Paste) or the Edit button under the Document group heading is clicked, a description input window will be displayed: Here you type in the description for the new document. If you re editing an existing document s description, its current description will be filled in: Confirm that the date and time of document are correct and click OK. The current document will be created / updated with this new description. 1.9 Copy Document Click the Copy button under the Document group heading. This will place the selected document into the clipboard, which will allow you to copy the document into another folder; or even an program to paste as an attachment. To paste the copied document, right mouse click on the destination (folder or program), then select Paste; or press CTRL+V on the keyboard Document Click the button under the Document group heading. This will open up your default program and create a new message, with the currently selected patient s name in the subject, and the selected document(s) as an attachment(s). 2011/08/12 Page 6

9 1.11 Append to Event (Scan/Import) Click on either the Scan or Import button under the Append group heading. These work the same as a New Scan / Import, the difference being that a new Event will not be created; instead, the scanned or imported document appends itself to the currently selected document s Event, indicated by its Event Id field Bulk Import Third Party Documents Click the 3rd Party Import button under the Setup group heading. This will bring up the following search box: This requires that an extract has previously been run on either a MedNetworks or Redmap document library. This extract will have created the folder structure needed for the Third Party Import feature. Once you have browsed to, and selected the relevant extract folder, click the OK button. All documents contained within this folder will then be bulk imported and assigned to all of the appropriate patients, not just the currently selected patient. 2011/08/12 Page 7

10 1.13 Toggle the Image Preview Pane Click the Show Thumbnails checkbox under the Setup group heading to show or hide the image preview pane Shown: 2011/08/12 Page 8

11 (1.13 Toggle the Image Preview Pane continued ) Click the Show Thumbnails checkbox under the Setup group heading to show or hide the image preview pane Hidden: 2011/08/12 Page 9

12 1.14 Mark a Document as Correspondence Out Click the Correspondence Out checkbox under the Setup group heading to mark the current selected document as Correspondence Out. Correspondence Out documents are prefixed by a # character next to the document s Filename value Show Deleted Documents Click the Show Deleted checkbox under the Setup group heading to include deleted documents in the document list. Deleted documents are prefixed by a * character next to the document s Filename value Show Patient Letters Click the Show Patient Letters checkbox under the Setup group heading to display all associated Filed Letters for the patient. If the Show Thumbnails checkbox is checked, a preview of the letter will load in the preview section via an embedded Word application Help Click the Help button to bring up this help file 1.18 Commit Changes and Close Document Management System Click the OK button to commit any changes and close the Document Management System. 2011/08/12 Page 10

13 1.19 Search Patient Click the Search Patient button under the Patient Details group heading. This will bring up the Document Management System s Search Patient screen: Once you ve found and selected a patient, click the OK button. This will then load all documents for the selected patient into the Document Management System screen Search Previous Click the Search Previous button under the Patient Details group heading. This will load the previously searched patient and their documents in the Document Management System screen. 2011/08/12 Page 11

14 1.21 Filter / Search Documents Click the Filter button under the Patient Details group heading. This will bring up the following screen: Here you can type the keyword you would like to search for, as well as select the fields you would like to search under. The document list will then be filtered to only those documents containing the keyword in the fields specified, higlighting the text of the fields that contained the match. Example Filter keyword pdf, Field Filename: 2011/08/12 Page 12

15 2 Bulk Scan The Bulk Scanning Module can be opened from the main Accounting screen by clicking Bulk Scan under the Reception menu; or by clicking the Bulk Scan button on the Document Management System screen. 2011/08/12 Page 13

16 2.1 Scan Click the Scan button. All the documents in the scanner will be scanned and stored as separate images; one image for each page. When all pages have been scanned, the documents will then be added to the image list. *If there were any previously unprocessed documents in the Bulk Scan, they will be loaded and displayed here as well when Bulk Scan is first opened. The documents will appear in chronological (scan) order; older documents appearing first. 2.2 Remove Blank Pages Check this box to automatically remove blank pages during bulk scanning. 2.3 View Selected Document Select a document from the list then click the View button (or double click on the document in the list) to open using the default viewer / program installed on the current computer for the selected document s file type (i.e. Acrobat Reader for PDF files). 2.4 Delete Selected Document(s) Select the documents from the list that you wish to remove / delete from Bulk Scan. Click the Delete button on the right hand side of the screen; or press the Delete key on the keyboard, to permanently remove the documents from the list. 2011/08/12 Page 14

17 2.5 Merge/Assign Selected Document(s) Once you have scanned a batch of documents, and their images now appear in the document list, you can begin processing (merging / assigning) the documents. First select the document(s) you wish to merge / assign. You can do this by doing any of the following: Drag the mouse around the group of images to be merged Hold the SHIFT key down, then select (click) the first, and then the last images of the group to be merged; Let go of the SHIFT key after you ve selected the last image. Hold down the CTRL key, then select (click) each individual image of the group to be merged; Let go of the CTRL key after you ve selected the last image Any combination of the above. Second Click the Search Patient button. This will bring up the Document Management System s Search Patient screen. Once you ve found and selected a patient, click the OK. This will then assign the currently selected document to the newly selected patient. The selected document will then be removed from the current patient s document list. The selected document(s) will then be merged into one multi-page image file, and assigned to the selected patient. 2011/08/12 Page 15

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