Scanning Records. Universal MH/DD/SAS 1

Transcription

1 Scanning Records Universal MH/DD/SAS 1

2 Review scanning procedures Review the software used to scan Review the types of records to be scanned Destruction/Audit Log Information Recording Discuss Audit/Review Procedures Review Access Software/Data Stores 2

3 Each file to be scanned needs to be prepared. All paper clips, staples and connectors should be removed. Papers, if folded, bent, or otherwise creased need to be flatted out as much as possible. Paper should be stacked as neatly as possible with all sides being as close to even as possible. 3

4 Open RTIV on the computer connected to the Panasonic scanner and ensure that the scanner is turned on and ready to scan. Insert the paper Scanner will image both sides at one time, so direction of paper is not important. Maximum Paper Tray Capacity is about 200 sheets to be fed at once. 4

5 Click on Execute in the RTIV Software. The execute button has been predefined to scan to a specified location by the Information Technology Department. Monitor the scan process to verify error-free scanning. If the process is interrupted by jam, correct the jam and click continue on the error message that appears on the software. 5

6 If the file contains more pages than will fit into the tray at one scan interval, wait until the scan process is finished and insert the next batch of pages to be scanned. The software gives you the option to continue the previous scan job. Continue the process until all pages have been scanned as one file. Once completed, click end on the scan process in the software. 6

7 At completion, open the mapped drive to the networked location on each attached computer, and find the file that has just been scanned. Create a folder labeled with the person s name from the record scanned in the format of Last Name, First Name, Record number. Move the newly scanned PDF file to that folder. 7

8 Once the file has been scanned, renamed, and made available on the server, the file can be verified by going to the accessrestricted location by clicking on My Computer, Common on FPSVR01, Medical Records (or other record types are available here as well), and office location desired. Open the file to verify readability and page count. 8

9 Once the file has been scanned and verified the physical file is ready for destruction. To destroy the record, first you must enter it onto the Record Destruction/ Audit log: File can be accessed from My Computer, Common on FPSVR01, Medical Records (or other record type), Administrative Documents. 9

10 Continued from previous slide: Open the master document and make a new entry. Include all requested information: name, record #, date of birth, discharge date, LME, date of destruction, and your initials. File should be immediately destroyed by the same person that made a note in the record destruction/audit log. File should either be shredded or placed into the locked shred containers provided by contracted shredding company. No other means of destruction are approved. 10

11 All audits need to be conducted by a person other than the person that destroyed the original record. Open the master Record Destruction/Audit Log. Choose a record from the list. Find the file according to record access instructions. Open the file and review the pages in the file to verify that the data has remained readable and easily accessible. Once you have verified, make the appropriate entries on the audit log: initials and date. 11

12 Online Training Click on Training Tab Username: umhs Password: training 12

13 Why We Do What We Do