How do I use "Bulk Document Import" with Best Practice Software?

Transcription

1 Hw d I use "Bulk Dcument Imprt" with Best Practice Sftware? This FAQ is intended t answer cmmn questins abut using the Bulk Dcument Imprt utility within Best Practice. Nw includes scanning t the Inbx as well as imprting frm a camera. Nte: 'Bulk Dcument Imprt' can be fund in the fllwing path: Start > All Prgrams > Best Practice Sftware > Best Practice > Bulk Dcument Imprt Features f the Bulk Dcument Imprt facility:- Imprt frm file - Imprt dcuments scanned via 3rd party applicatins, phts, images, PDF dcuments, Micrsft wrd, RTF r text dcuments and HTML files. Imprt frm scanner - Scanning f dcuments using a lcal r netwrk scanner Imprt frm camera - Imprt phts directly frm a camera Benefits f the Bulk Dcument Imprt facility:- Users d nt need t have access t the patient s clinical recrds. Dcuments / images can be stred in the Inbx r directly int the patient's recrd. Multiple dcuments can be scanned and stred in the system until the practice is ready t allcate them t a patient. This is a practice wide hlding area, nt user specific - therefre all dcuments scanned t inbx will be visible until prcessed. When pening the Bulk Dcument Imprt utility, users are presented with the lgin screen. Select a user name and enter the passwrd t lgin. The 'Bulk Dcument Imprt' Screen will appear:- Cnfiguring the system ready fr use Befre using the utility fr the first time, it is recmmended that the relevant defaults settings are cnfigured fr the practice. These settings are stred per user. Select File > Optins. The 'Bulk dcument imprt ptins' will be displayed. Yu can cnfigure settings fr the fllwing features. Mde: select either Twain r WIA Surce: select the scanner yu wish t use Interface: select the interface t be used. Select either 'Simple windws interface' r 'Manufacturer's interface'. The later prvides mre ptins. (i.e Scan type, quality, size etc.) Page 1 f 6

2 Frmat: The file frmat fr the scans e.g. PDF, JPG etc. Maximum allwable file size in megabytes File size: A file size warning and limit can be set in megabytes. When set, the bulk dcument imprt utility will prmpt yu if a scan reaches this size. Image resizing: The settings here are used in cnjunctin with the 'File size' setting. Image Quality Image size This setting specifies the level f cmpressin fr an image. The lwer the number specified, the higher the cmpressin and therefre the lwer the quality f the image. Zer wuld give yu the lwest quality image and 100 the highest. This is the image size in pixels. When scanning, if these File size settings are exceeded a message will be displayed. If yu chse Adjust Size, it will resize the image using the settings under image resizing. Imprt frm File It is pssible t imprt dcuments that are saved r scanned externally t Best Practice. The image types that can be imprted include JPG, TIF, TIFF, BMP, PNG, EXIF, RAW, JFIF, GIF, PMP, PDF, RTF, DOC, DOCX, TXT and HTML file. Click the Imprt dcument buttn r File > Imprt frm File A file brwser screen will be displayed. Brwse t the flder cntaining the scanned dcuments. The Files f type drp dwn bx may need t be changed if the scanned dcument des nt appear. Highlight the dcument t be imprted and click the Open buttn. It is pssible t imprt multiple files are the same time by selecting each dcument t be imprted befre clicking the 'Open' buttn. The Imprt new files screen will appear. On the left is the image preview area where yu can view each image imprted. There are a series f icns acrss the tp f this screen that will allw yu t manipulate the view f the image. There is als a drp dwn bx shwing the number f pages imprted which allws yu t mve between pages. On the tp right, there is a cunt f the number f pages imprted. By default this is ticked, if yu untick a certain image number then this image will ignred when yu select the 'Imprt' buttn. Stre in: Imprted images can be stred in the Inbx r in the Patient file. By default Stre in is set t the Inbx. Stre in Inbx Patient: T allcate t a patient, click the Search buttn. The Open patient screen will be displayed. Type the patient s surname, first name. Highlight the required patient and click the Open buttn. This will nw shw the patient s name and address. (NOTE: this field can be left blank and allcated later) Imprtant: Dcuments d nt appear in the Inbx until they are allcated t a patient. This prevents bulk scans frm being stred in the inbx withut patient allcatin. Page 2 f 6

3 Date: The Date f the dcument will default t tday s date. This can be changed by using the drp dwn calendar. Subject: The Subject f the dcument may be entered but is an ptinal field. Cntact: Click the Search buttn t find the sender f the dcument. The Select cntact screen will be displayed. Type the cntact s surname and/r categry. Highlight the required cntact and click the Select buttn. User: This can be used assign the dcument t the relevant user. Select a User and then tick the Default tick bx if yu want the user drp dwn t default t the selected Dctr. (NOTE: this field can be left blank and allcated later) Messages and ther functins:- Cpy the abve settings t all the files currently in this wizard: Click the 'Cpy t all files' buttn t mve the details shwn t each f the dcuments / images imprted. 'Add t selected image as a new page':- Tick this bx t add this image t the dcument currently highlighted in the 'Imprted dcument list'. Merge all images in a single file with multiple pages:- Click the 'Merge images' buttn t merge all the images int ne single file. Click the 'Next' buttn t view the next image. Cmplete any dcument details as required. When all images have been reviewed, click the Imprt buttn t save the image/s t the Bulk Dcument Imprt screen and als in the user's inbx if they have been allcated t a user. A dialg bx will appear shwing hw many dcuments were imprted t patient files and / r the inbx. Click the Cancel buttn t clear all the images imprted and start again. Stre in Patient file Patient: T allcate t a patient, click the Search buttn. The Open patient screen will be displayed. Type the patient s surname, first name. Highlight the required patient and click the Open buttn. This will nw shw the patient s name and address. (NOTE: this field can be left blank and allcated later) Date: The Date f the dcument will default t tday s date. This can be changed by using the drp dwn calendar. Subject: The Subject f the dcument may be entered but is an ptinal field. Cntact: Click the Search buttn t find the sender f the dcument. The Select cntact screen will be displayed. Type the cntact s surname and/r categry. Highlight the required cntact and click the Select buttn. Categry: Select the dcument categry that best describes this dcument. New dcument categries can be added via Setup > Cnfiguratin > Lists > Dcument Type. Detail: Enter a mre detailed descriptin fr this dcument. User ref: Enter a user reference if ne is used within the practice. Page 3 f 6

4 Cnfidential: Tick this bx if the dcument is cnfidential. The dcument will nly be visible fr the dctr marked as 'Usual dctr' in the patient's recrd. Messages and ther functins:- Cpy the abve settings t all the files currently in this wizard: Click the 'Cpy t all files' buttn t mve the details shwn t each f the dcuments / images imprted. Click the 'Next' buttn t view the next image. Cmplete any dcument details as required. When all images have been reviewed, click the Imprt buttn t save the image/s t the Bulk Dcument Imprt screen and als in the user's inbx if they have been allcated t a user. A dialg bx will appear shwing hw many dcuments were imprted t patient files and / r the inbx. This dcuments/s will appear in the Crrespndence In sectin f the patient's recrd. Click the Cancel buttn t clear all the images imprted and start again. Nte: It is nt necessary t allcate all imprted/scanned dcuments t a patient r a user at this time. If these fields are left blank the dcuments/images will remain in the 'Imprt dcument list' waiting t be allcated. This is useful if yu are ging t scan a large amunt f infrmatin and dn t want t allcate each dcument n the run. Imprt frm Scanner Ensure the scanner is installed and is wrking in the Windws envirnment. Click the Scan dcument buttn t display the scanning screen. Depending n the settings saved in the File > Optins area either the Simple scanning interface r the manufacturers interface screen will appear. If yu are using the Manufacturers interface ptin please refer t the dcumentatin prvided with the scanner fr further details. Belw are details f the 'Simple Interface' screen. Select the scan surce frm the drp dwn Chse the clur depth frm the drp dwn (B/W, Clur etc) Chse the reslutin. By default it is 100 dts per inch Chse the paper size If yu are scanning thrugh a dcument feeder and want the pages t be merged t a single dcument, tick the Autfeed sheets as single dcument tick bx. Click scan and the dcument will be scanned and ready t be allcated t a patient / user. The Imprt new files screen will appear. Scanned images can be stred in the Inbx r in the Patient file. By default Stre in is set t the Dctrs inbx. Refer t the relevant sectin abve under Imprting files fr details f hw t use this screen. Page 4 f 6

5 Imprt frm Camera Ensure the camera is cnnected t the PC and can be accessed within the Windws envirnment. Click the Imprt dcument frm camera buttn t display the scanning screen. All images that are currently stred n the camera will be display a 'Get picture' screen. By default the 'Thumbnails' icn will be selected and thumbnails f each image will be visible. T shw an image in a larger view, click the 'Detail' icn. T delete an image frm the camera, click the 'Delete' icn. T imprt the image, high the image and click 'Get picture'. The Imprt new files screen will appear. Imprt phts can be stred in the Inbx r in the Patient file. By default Stre in is set t the Dctrs inbx. Refer t the relevant sectin abve under Imprting files fr details f hw t use this screen. Wrking with the Imprted Dcument List Imprted Dcument List (fr Inbx) The Imprted dcument list displays all dcuments imprted r scanned that have nt been saved directly t a patient s file and where the allcated User has nt yet actined them in their inbx. This als includes all dcuments that have nt been allcated t a patient r a User. Imprtant: Dcuments d nt appear in the Inbx until they are allcated t a patient. This prevents bulk scans frm being stred in the inbx withut patient allcatin. The allcated User, patient and date is displayed fr each dcument. As yu highlight each dcument it will display the 'File allcatin' details including Subject, Cntact, Date, User and Patient thatt were allcated when reviewing the dcument. This screen can be used t allcate the Subject, Cntact, Date, User and Patient details if they have nt been allcated earlier. Yu can als allcate the same details t multiple files by hlding dwn the Ctrl key and clicking n each dcument. Once selected the image will change t 'Multiple files selected' and any changes made in the 'File Allcatin' area will be applied t all selected dcuments. Dcuments can be deleted by highlighting a dcument and pressing Deleted n the keybard.

6 Appending t a dcument in the imprted dcument list Yu are able t attach a scanned/imprted image t ne that is already sitting in the imprted dcument list. Select a dcument frm the imprted dcument list befre imprting r scanning. On the 'Imprt New Files' screen there will be a tick bx Add t selected image as a new page. Tick this t append this current image t the ne highlighted in the 'Imprted dcuments list'. This feature will nly wrk if the highlight dcument is an image file. Nte: When tw files have been merged, the icn n the 'Imprted dcument list' will change frm a single page t a nested page t indicate that there are multiple pages. View Image details are displayed at the bttm f the screen when a dcument is highlighted. These image dimensins include the height, width and file size. The view f the currently highlighted dcument can be changed by clicking n the buttns at the tp f the Bulk dcument imprt utility. Full screen pens the dcument in the dcument viewer. Zm allws the view t be changed t preset percentages Zm in and Zm ut change the viewable size f the dcument. Marquee selectin allws a sectin t be highlighted with the muse. The selected sectin is then expanded t fit n the page. The Pan image tl can be used t mve the image arund the screen if it is t big t fit n the page. 100% views the dcument at full size. Fit t windw zms the image s that the entire image is visible n the screen. Fit width zms the image s that the entire width f the image is visible n the screen. Fit height zms the image s that the entire height f the image is visible n the screen. Rtate left and Rtate right will rtate the image respectively. Previus page and Next page mves between the pages f a multi page dcument. Delete image page will delete the current page f a multi-page dcument. Change File Order will allw yu t change the page rder within the dcument MORE INFORMATION Fr mre infrmatin cnsult the Best Practice Help Library r cntact us via ur supprt@bpsftware.cm.au sales@bpsftware.cm.au Last Reviewed: 07/03/2012 Page 6 f 6