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1 70 Royal Little Drive Providence, RI Copyright Ingenix. All rights reserved. Updated: December 13, 2011

2 Table of Contents 1 Batch Scanning Installing the CareTracker Client Prerequisites CareTracker Client Prerequisites Installing the CareTracker Client Troubleshooting Overview Setting Up User and Practice Preferences Uploading an Existing File or Folder into CareTracker Scanning Documents Scanning Documents Scanning Documents using Barcodes Scanning Scenarios using Barcodes ii

3 1 Batch Scanning 1.1 Installing the CareTracker Client CareTracker has two tools that allow you to upload and scan files into CareTracker: The CareTracker Attachment Client allows you to upload folders, scan documents and upload audio files to CareTracker. Note: CareTracker will prompt you to install the new Attachment Client tool the first time you try to upload a folder, scan a document or record an audio file in the Document Management Upload application. The Batch Scanning tool allows you to scan multiple documents in to CareTracker (CareTracker Client accessed via the Administration module installs both the Attachment Client and the Batch Scanning tool). Note: If you upload individual files you are not required to install the CareTracker Attachment Client or the CareTracker Client Prerequisites Prior to installing the CareTracker Client, you must complete the prerequisites listed below to ensure a successful installation. Remove the existing version of the attachment tool from your computer To remove the attachment tool: 1. Click Start and click Control Panel on your computer. 2. In the Control Panel window, double-click Add/Remove Programs. 3. In the Add or Remove Programs window, click Attachment Tools and then click Remove. Windows displays a confirmation dialog box. 4. Click Yes to remove the program. Delete the CareTracker Technologies folder from your Program Files folder To delete the CareTracker Technologies folder: 1. Click Start and click My Computer. 2. In the My Computer window, double-click your local drive. 3. In the Local Disk window, double-click the Program Files folder. 4. Right-click on the CareTracker Technologies Inc folder and click Delete on the shortcut menu. Windows displays a confirmation dialog box. 5. Click OK to delete the folder. Add CareTracker as a Trusted Site and check the security settings 1

4 To add as a trusted site: It is highly recommended to add to the trusted site list. This prevents from blocking some functionality such as running active x control, Java scripts and installing browser plug-ins. It also secures your computer by been able to distinguish between trusted, secured sites and other harmful sites. 1. Open Internet Explorer browser window. 2. On the menu bar, click Tools and then click Internet Options from the menu. Internet Explorer displays the Internet Options dialog box. 3. Click the Security tab and then click Trusted Sites. 4. Click Sites. Internet Explorer displays the Trusted Sites dialog box. 5. In the Add this website to the zone box, enter 6. Click Add. Internet Explorer adds the address to trusted sites. 7. Deselect the Require server verification ( for all sites in this zone checkbox. 8. Click Close to close the Trusted Sites box. 9. Click Custom level. CareTracker displays the Security Settings dialog box. 10. In the Reset to list, click Medium. 11. Click OK to close the Security Settings dialog box. 12. Click OK on the Internet Options dialog box to save your changes. Disable the pop-up blocker To disable pop-up blocker: 1. Open Internet Explorer. 2. From the menu bar, select Tools > Pop-up Blocker > Turn Off Pop-up Blocker. Pop-up blocker is now unavailable. Clear the computer Cache Important: If you are using IE8, you must click to clear the Preserve Favorites website data check box in the Delete Browsing History dialog box when clearing your computer cache. Remove Yahoo or Google toolbars from the browser window To install the CareTracker Client Tool: 1. Click the Administration module and then click the Setup tab. 2. Click the CareTracker Client link in the System section of the page. CareTracker displays a File Download dialog box. 3. Click Run. CareTracker launches the Attachment Tool wizard. 2

5 4. Follow the installation wizard instructions for installing the Attachment Tool and CareTracker Client. 5. After the installation is complete, you can batch scan or upload files to the Document Management system. 1.2 CareTracker Client This application installs two tools: The CareTracker Attachment Client, which allows you to upload folders, scan documents and upload audio files to CareTracker. The CareTracker Client (accessed via the Administration module) installs both the Attachment Client and the Batch Scanning Tool Prerequisites Prior to installing the CareTracker Client, you must complete the following prerequisites to ensure a successful installation: Installing the CareTracker Client To install the CareTracker Client: 1. Click the Administration module and then click the Setup tab. 2. Click the CareTracker Client link. CareTracker displays a File Download dialog box. 3. Click Run. CareTracker launches the Attachment Tool wizard. 4. Follow the installation wizard instructions for installing the Attachment Client and the CareTracker Client. 5. After the installation is complete, you can batch scan or upload files to the Document Management application Troubleshooting If you experience difficulty installing the CareTracker Client, you may have to delete the CareTracker Technologies Inc. folder from your Program Files folder. To delete the CareTracker Technologies Inc. folder: 1. Click Start > My Computer. Windows opens the My Computer window. 2. Double-click Local Disk. Windows displays your system folders. 3. Double-click the Program Files folder. 4. Right-click on the CareTracker Technologies Inc folder and click Delete on the shortcut menu. Windows displays a confirmation dialog box. 5. Click OK to delete the folder. 3

6 1.3 Overview The Batch Scanning tool is integrated with CareTracker in order to help save time and cost for scanning documents when switching to Electronic Health Records. However, you do not have to be a CareTracker user in order to use the tool. This tool makes it simple to copy documents and export them to the necessary charts without having a patient in context in CareTracker. Note: CareTracker recommends the Canon DR 5010C, DR 3080C II or the DR 2580C for Batch Scanning purposes. The use of the tool is two fold. You can choose to use the tool based on your practice requirements. The first option provides you the ability to scan and upload a set of documents into CareTracker without any initial preparation. You can then separate and assign the files to the specific patient, provider, chart section using the Document Management System. The second option enables you to prepare the scan job using the bar coding mechanism. Barcode Recognition provides an accurate, automated means for indexing documents during scanning and enables easy file transfer. It helps define document separator pages in large scale batch scanning operations. Scanning a set of documents at once helps increase productivity by organizing the documents. In addition, you can assign a document to a provider to review and sign the documents. Note: For batch scanning, you must install the CareTracker Client from the Administration module. 1.4 Setting Up User and Practice Preferences The Batch Scanning application is integrated with CareTracker; however, the application is saved as a separate software application on your computer. The application provides the capability to set up preferences based on how the application is used by the practice and the role of the person using the application. To set up user and practice preferences: 1. From the Start menu, point to All Programs > CareTracker and then click CareTracker client. The CareTracker Client application launches and displays the Preferences dialog box. 4

7 2. Enter your user name and password in the appropriate boxes. 3. Select the Automatically Log Me on check box in order to avoid having to enter the log on information each time the application is accessed. Note: To clear the log on information saved in the dialog box, click Reset stored User Password. 4. By default, the Attachment Service Url and Authenticate Service Url boxes display the web service address information. 5. By default, the Folder for keeping scanned documents box displays the folder where all scanned documents are temporarily stored. This is used as a back up method to save files in your computer. However, you can change the default location by clicking the Search Folder icon. 6. Select the required folder from the list and click OK. 5

8 Note: You can also click Make New Folder to save the files in a new folder. 7. In the Select scanner device list, click the scanner to use for batch scanning. Note: Selecting the scanner is a one time process and is displayed as the default the next time the application is used for batch scanning. 8. By default, the Remove sent files list displays Do not delete. This does not delete the file from the folder on your computer when the document is uploaded into CareTracker. Additionally, you can select one of the two options listed below. Delete into Recycle Bin (soft delete) - To move the file from the folder into the Recycle Bin when the file is uploaded into CareTracker. Note: It is highly recommended to use the Delete into Recycle Bin (soft delete) option. This helps to manage and remove files from the target folder and helps recover a file when a mistake is made. Delete permanently (hard delete) - To delete the file permanently from the computer when the file is uploaded into CareTracker. 9. (Optional) Selecting the Force Review check box saves all documents in the Document Management System. This forces the responsible person to review the document before committing to the patient's chart. For example, a provider may want to review and sign a clinical document prior to committing the document to the patient's health record. 10. Click Retrieve group list to display the list of groups in your company. By default, all the groups in the list are selected. This enables you to assign the scanned document to any one of the groups. However, you can click to clear the group name that is not required. This option is useful for multi-group practices. 6

9 11. (Optional) Select the Monitor folder check box if necessary. The folder that is monitored displays in the box. This is the same folder that the scanned documents are saved. If the folder for scanned documents was changed, click Search Folder icon to select the specific folder. This displays all files scanned into the folder in the CareTracker Client window and avoids having to browse a folder to select and upload a scanned document. 12. By default, the list displays the default group for your practice. However, you can change the group if necessary. All documents scanned and uploaded are saved into the default group. 13. Click OK. The CareTracker Client application is set up for scanning. The Group list defaults to the group set up in the Preferences dialog box and the Provider list is set to Unassigned. This enables you to assign a provider to scanned documents or change the group as required. Note: You can change the settings at anytime by clicking Settings on the tool bar of the CareTracker Client application. 1.5 Uploading an Existing File or Folder into CareTracker The Batch Scanning tool provides the capability of uploading files or folders that are already saved on your computer into CareTracker. To upload an existing file or folder into CareTracker: 1. From the Start menu, point to All Programs > CareTracker and then click CareTracker client to launch the CareTracker Client application. 2. The Group and Provider lists defaults to the settings in the Preferences dialog box. However, you can change the options if necessary. 3. Click Add Files to select a file or Add Folders to select a folder to upload to CareTracker. The files display in the CareTracker Client dialog box. Note: To delete a file or folder, select the specific line item and click Delete. 4. Select the file or folder. 5. In the Provider list, click the provider to assign the files. If a provider is not selected, assign a provider to the files in the Document Management System. 7

10 6. Click Mark As Signed to mark the document as signed. If the document is not marked as signed, a provider must sign the document before committing to the patient's chart. For example, lab results that are not reviewed and signed by a provider may not be marked as signed during the batch scanning process. 7. Click Start Upload. When the file or folder is uploaded successfully, a check mark display to the left of the file name. CareTracker displays the files under the specific provider in the Document Management System. If a provider is not selected during the upload process, a provider must be assigned to the scanned documents via the Document Management System. 1.6 Scanning Documents Scanning Documents The Batch Scanning tool is designed to meet different scanning needs of a practice. You can scan and upload a set of documents without any initial preparation and then manually separate and assign the files to the specific patient, provider, chart section and more using the Document Management System. To scan documents: 1. From the Start menu, point to All Programs > CareTracker and then click CareTracker client to open the CareTracker Client application. 2. Place the pages in the scanner. 3. Click Start Scan on the toolbar. CareTracker displays the Scan Image dialog box. 4. By default, the Create single document check box is selected. This will save the multiple page document as one image file. However, if you want to create different files for each page scanned, click to clear the Create single document check box. Note: CareTracker currently saves all files that are scanned as JPG (JPEG) files. 5. By default, the Save as original size check box is selected. This saves the file in its original size. 6. (Optional) Select the Start Sending automatically check box if you do not want to preview the document before it is scanned. 8

11 Note: A scanned document cannot be previewed prior to uploading into CareTracker. Therefore, the above feature may be used based on your practice workflow process. 7. Click Start Scanning. Note: You can continue scanning more documents if necessary. 8. Click Close. 9. When a file is scanned, click on the file and click Start Upload. This uploads the file into the Document Management System enabling you to manually assign and sort documents at a later time. Note: The scanned document will display as an unmatched file in the Document Management System as a barcode was not used to assign to a patient. 10. All pages that are scanned display in the CareTracker Client dialog box as a single file. However, each file fed into the scanner also displays as a sub file with a check mark in front indicating that all pages are scanned correctly. Note: All pages that are uploaded successfully are indicated with a check mark. A document that failed upload is indicated by an Upload Error icon. You can delete the files that are scanned in error by selecting the specific file and clicking Delete. You can also mark a file as signed by clicking Mark as Signed. For example, if a provider has already reviewed a patient's lab result, you can click Mark as Signed to indicate that it was already reviewed by the provider Scanning Documents using Barcodes The Batch Scanning tool supports the bar coding mechanism enabling you to prepare jobs for scanning. This method provides the ability to affix patient and attachment type bard codes in order 9

12 to automatically assign the scanned documents to a patient and chart section. It is important to that you organize the documents in the order that you want the document to display. CareTracker provides the ability to print bar codes for a patient, attachment type and separator pages. You can also print bar codes based on patient appointments scheduled for a specific date or time period. To access the Bar Code application, click the Reports module, and then click the Barcodes link under the Medical Reports section. Note: For more information on printing patient and attachment type bar codes, see Reports Module > Reports > Medical Reports > Bar Codes in the Help system. A bar code can be printed onto a label or a page. CareTracker currently supports AVERY 5766 label types. If the barcode is printed on a paper, each page can be used as a separator. However, this will result in a blank page at the beginning of each file. Note: When using the barcode mechanism, you must scan the document in JPEG format in order for CareTracker to recognize the file and the patient information. The file type is selected when scanning the document using your scanner application. When a document is scanned using the barcode mechanism, the document is moved to the specific section of the patient's record if it is marked as signed. However, if the Forced Review option is selected, the document is moved to the Document Management System, even if all the requirements such as patient, provider, file type, signature are satisfied. You can use the Document Management System to assign a provider, assign chart sections, review and sign documents that are scanned Scanning Scenarios using Barcodes Scanning Multiple Pages for a Patient This scenario requires you to set up the scan job by printing a patient bar code label and attaching it to the first page of the document or printing the bar code on a page. CareTracker currently supports AVERY 5766 label types. If the barcode is printed on a paper, each page can be used as a separator. However, this results in a blank page at the beginning of each file. Example Scanning a document for a single patient with no specified chart section or type (default File type). 10

13 To scan multiple pages of a patient: 1. From the Start menu, point to All Programs > CareTracker and then click CareTracker client to open the CareTracker Client application. 2. Place the pages in the scanner. 3. Click Start Scan on the toolbar. CareTracker displays the Scan Image dialog box. 4. By default, the Create single document check box is selected. This saves the multiple page documents as one image file. However, if you want to create different files for each page scanned, click to clear the Create single document check box. Note: It is highly recommended that you select the Create single document check box in order to avoid creating a separate file for each page. The bar codes overrides the Create single document check box setting and assigns the documents to specific sections, but maintains one file for all pages between bar codes. 5. By default, the Save as original size box is selected. This saves the file in its original size. 6. (Optional) Select the Start Sending automatically check box if you do not want to preview the document before it is scanned. 7. Click Start Scanning. Note: You can continue scanning more documents if necessary. 8. Click Close. All pages that are scanned display in the CareTracker Client dialog box as a single file. However, each page fed into the scanner is also displayed as a sub file with a check mark in front indicating that all pages are scanned correctly. Note: All pages that are uploaded successfully are indicated with a check mark. A document that failed upload is indicated by an Upload Error icon. You can delete the files that are scanned in error by selecting the specific file and clicking Delete. You can also mark a file as signed by clicking Mark as Signed. For example, if a provider has already reviewed a patient's lab result, you can click Mark as Signed to indicate that it was already reviewed by the provider. 9. When a file is scanned, click on the file and click Start Upload. This uploads the file into the specific patient s chart section if it was assigned a provider, signed and marked as reviewed. However, if all criteria are not met or Forced Review check box is selected in the Preferences dialog box, the documents are moved to the Document Management System. You must review the document before committing to the patient s chart. Note: To stop an upload to CareTracker, click Stop. 11

14 Scanning Multiple Chart Sections for a Patient This scenario requires you to print a patient bar code label and attach to the first page of the document before scanning. In addition, attach a "Type" bar code label on the first page of each section in order to save the files into the specific sections in the patient chart. A bar code can be printed on a label or a page. CareTracker currently supports AVERY 5766 label types. If the barcode is printed on a paper, each page can be used as a separator. However, this results in a blank page at the beginning of each file. This set up automatically assigns the scanned document to the patient indicated and to the appropriate chart sections indicated by the bar codes. This avoids the need for you to manually separate the files into the different chart sections for the patient. Example Scanning a document for a single patient with three separate chart sections. To scan multiple chart sections of a patient: 1. From the Start menu, point to All Programs > CareTracker and then click CareTracker client to open the CareTracker Client application. 2. Place the pages in the scanner. 3. Click Start Scan on the toolbar. CareTracker displays the Scan Image dialog box. 4. By default, the Create single document check box is selected. This saves multiple page documents as one image file. However, if you want to create different files for each page scanned, click to clear the Create single document check box. Note: It is highly recommended that you select the Create single document check box in order to avoid creating a separate file for each page. The bar codes overrides the Create single document check box setting and assigns the documents to specific sections, but maintains one file for all pages between bar codes. 5. By default, the Save as original size box is selected. This saves the file in its original size. 6. (Optional) Select the Start Sending automatically check box if you do not want to preview the document before it is scanned. 7. Click Start Scanning. 12

15 Note: You can continue scanning more documents if necessary. 8. Click Close. All pages that are scanned display in the CareTracker Client dialog box as a single file. However, each page fed into the scanner is also displayed as a sub file with a check mark in front indicating that all pages are scanned correctly. Note: All pages that are uploaded successfully are indicated with a check mark. A document that failed upload is indicated by an Upload Error icon. You can delete the files that are scanned in error by selecting the specific file and clicking Delete. You can also mark a file as signed by clicking Mark as Signed. For example, if a provider has already reviewed a patient's lab result, you can click Mark as Signed to indicate that it was already reviewed by the provider. 9. When a file is scanned, click on the file and click Start Upload. This uploads the files into the specific patient s chart section if it was assigned a provider, signed and marked as reviewed. However, if all criteria are not met or Forced Review check box is selected in the Preferences dialog box, the documents are moved to the Document Management System for you to review and commit to the patient s chart. This single scan job would result in three separate files in the Document Management System after upload. All files are matched to the same patient with a separate file for each chart section type. Note: To stop an upload to CareTracker, click Stop Scanning Documents for Multiple Patients This scenario requires you to print patient bar codes and attach to the first page of each patient before scanning. A bar code can be printed on a label or a page. CareTracker currently supports AVERY 5766 label types. If the barcode is printed on a paper, each page can be used as a separator. However, this results in a blank page at the beginning of each file. This set up automatically assigns the scanned documents to the patient indicated on the barcode preventing the need for you to manually assign the files to patients. Example Two patients with no chart sections such as scanning lab results for multiple patients. 13

16 To scan documents for multiple patients: 1. From the Start menu, point to All Programs > CareTracker and then click CareTracker client to open the CareTracker Client application. 2. Place the pages in the scanner. 3. Click Start Scan on the toolbar. CareTracker displays the Scan Image dialog box. 4. By default, the Create single document check box is selected. This saves the multiple page documents as one image file. However, if you want to create different files for each page scanned, click to clear the Create single document check box. Note: It is highly recommended that you select the Create single document check box in order to avoid creating a separate file for each page. The bar codes overrides the Create single document check box setting and assigns the documents to specific sections, but maintains one file for all pages between bar codes. 5. By default, the Save as original size box is selected. This saves the file in its original size. 6. (Optional) Select the Start Sending automatically check box if you do not want to preview the document before it is scanned. 7. Click Start Scanning. Note: You can continue scanning more documents if necessary. 8. Click Close. All pages that are scanned display in the CareTracker Client dialog box as a single file. However, each file fed into the scanner is also displayed as a sub file with a check mark in front indicating that all pages are scanned correctly. Note: All pages that are uploaded successfully are indicated with a check mark. A document that failed upload is indicated by an Upload Error icon. You can delete the files that are scanned in error by selecting the specific file and clicking Delete. You can also mark a file as signed by clicking Mark as Signed. For example, if a provider has already reviewed a patient's lab result, you can click Mark as Signed to indicate that it was already reviewed by the provider. 9. When a file is scanned, click on the file and click Start Upload. This uploads the files into the specific patient s chart section if it was assigned a provider, signed and marked as reviewed. However, if all criteria are not met or Forced Review check box is selected in the Preferences dialog box, the documents are moved to the Document Management System for you to review and commit to the patient s chart. This single scan job would result in three separate files in the Document Management System after upload. All files are matched to the same patient with a separate file for each chart section type. Note: To stop an upload to CareTracker, click Stop. 14

17 Scanning Multiple Chart Sections for Multiple Patients This scenario requires you to organize a chart before scanning by printing patient bar codes and affixing it to the first page of each patient and affixing attachment type bar codes to each chart section. A bar code can be printed onto a label or a page. CareTracker currently supports AVERY 5766 label types. If the barcode is printed onto paper, each page can be used as a separator. However, this results in a blank page at the beginning of each file. This set up automatically assigns the documents to the appropriate patients and chart sections. This avoids the need for you to manually separate the files into the different chart sections and assign the documents to patients. Example Scanning two patient charts containing various document types. To scan multiple chart sections for multiple patients: 1. From the Start menu, point to All Programs > CareTracker and then click CareTracker client to open the CareTracker Client application. 2. Place the pages in the scanner. 3. Click Start Scan on the toolbar. CareTracker displays the Scan Image dialog box. 4. By default, the Create single document check box is selected. This saves multiple page documents as one image file. However, if you want to create different files for each page scanned, click to clear the Create single document check box. Note: It is highly recommended that you select the Create single document check box in order to avoid creating a separate file for each page. The bar codes overrides the Create single document check box setting and assigns the documents to specific sections, but maintains one file for all pages between bar codes. 5. By default, the Save as original size box is selected. This saves the file in its original size. 15

18 6. (Optional) Select the Start Sending automatically check box if you do not want to preview the document before it is scanned. 7. Click Start Scanning. Note: You can continue scanning more documents if necessary. 8. Click Close. All pages that are scanned display in the CareTracker Client dialog box as a single file. However, each file fed into the scanner is also displayed as a sub file with a check mark in front indicating that all pages are scanned correctly. Note: All pages that are uploaded successfully are indicated with a check mark. A document that failed upload is indicated by an Upload Error icon. You can delete the files that are scanned in error by selecting the specific file and clicking Delete. You can also mark a file as signed by clicking Mark as Signed. For example, if a provider has already reviewed a patient's lab result, you can click Mark as Signed to indicate that it was already reviewed by the provider. 9. When a file is scanned, click on the file and click Start Upload. This uploads the files into the specific patient s chart section if it was assigned a provider, signed and marked as reviewed. However, if all criteria are not met or Forced Review check box is selected in the Preferences dialog box, the documents are moved to the Document Management System for you to review and commit to the patient s chart. This single scan job would result in three separate files in the Document Management System after upload. Two files would be matched to one patient with a separate file for each chart section type and the other two to another patient with a separate file for each chart section type. Note: To stop an upload to CareTracker, click Stop. 16

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