ECR Vault Capture User Guide

ECR Vault Capture User Guide An ImageDirector product from Milner Technologies, Inc. Version 7.6

COPYRIGHT Copyright 1995-2014 Milner Technologies, Inc. (formerly Comsquared Systems, Inc.). This manual and the software described in it are copyrighted with all rights reserved. Neither this documentation nor the software may be copied in whole or in part without the prior written consent of the copyright owner. All rights reserved. TRADEMARKS UNISearch, ImageDirector, and ECR Vault are registered trademarks of Milner Technologies, Inc. (formerly Comsquared Systems, Inc.). Other brand and product names are trademarks or registered trademarks of their respective holders. PROPRIETARY NOTICE This documentation is proprietary information of Milner Technologies, Inc. (formerly Comsquared Systems, Inc.). It may only be used under the terms and conditions of your ImageDirector Contract. It may not be shared, distributed, copied, reproduced, or used for any purpose other than as specified without the written permission of Milner Technologies, Inc. (formerly Comsquared Systems, Inc.).

Contents Capturing Forms with ECR Vault Capture...5 Security...5 Log In to ECR Vault...6 Launch ECR Vault Capture from OfficeMate...6 Launch ECR Vault Capture as a Stand Alone Application...7 Configuring your Workspace...7 Change the Window Layout...7 Scan Forms...8 Change Scanner Settings...9 Import Forms...10 Change Page Order...11 Delete a Page...12 Current View and All Images View...12 How to Switch between Current Image and All Images Views...13 Viewing Forms and Documents...14 View Images...14 Zoom and Fit Page...15 Rotate Pages...16 ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable.17 Change ECR Vault Capture Mode...17 Patient Records Mode - Enter Patient Information...18 Updating Patient Information using Optical Character Recognition...22 Undo your Last Action...26 Clear Patient Information...26 Explanation of Benefits Mode - Add Multiple Patients...26 Explanation of Benefits Mode - Add Form Types...28 Explanation of Benefits Mode - Remove Form Types...30 Accounts Payable Mode - Enter Vendor and Form Information...30 Close a Job...33 Abandon and Delete a Job...34 Updating Patient Information using Optical Character Recognition...35 Patient Records Mode - Update Patient Information using Optical Character Recognition.36 Print to Archive...39 Capturing Documents Using ECR Vault PTA...39 ECR Vault Capture User Guide

Capture a Document Using Print To Archive...40 Administering ECR Vault Capture...43 Change Capture Application Settings...43 Change the Office Mate Database Path...45 Configure EoB Mode Form Type...46 Set Form Type Button Size...48 Configure the ECR Vault Server Connection...48 Configuring Database Field Mapping...51 Enable Delayed Transmission...52 Manage Form Types...53 Configure Accounts Payable Status Options...58 Automatic Software Updates for ECR Vault...60 Install Software Updates...60 Main Window - Capture Stage...61 Main Window - Patient Information...63 Main Window - Explanation of Benefits...64 General Settings...65 ECR Vault Server Settings...67 Form Controls...68 Status...69 Form Type Settings...70 Select Patient...71

Capturing Forms with ECR Vault Capture Capturing Forms with ECR Vault Capture The ECR Vault Capture application allows you to scan or import patient forms and other documents and store them permanently to a document archive. Stored documents can be retrieved from the archive as needed. The Capture application can be launched directly from the Patient window in your OfficeMate application. This allows you to scan or import documents for that patient. It can also be launched independently of OfficeMate to scan documents for any patient that you specify or to scan an Explanation of Benefits document for multiple patients. You can also use ECR Vault Capture to capture and store Accounts Payable documents. The capture process has two main stages: Scan/Import: Paper forms and documents are captured using a scanner device. After scanning, on-screen images are created ready for storage to the archive. If you have forms or documents that are already in electronic format, you can import these by browsing for the files on your local or network drives. ECR Vault Capture can import any type of file that you can view on your computer. Note: If you import a type of file for which you have no viewer installed, you will be able to import the file but you will not be able to view it. For example, if you import a Word document and Word is not installed on the Capture and Client computers, you will not be able to view the document. Enter Information: Enter information about the patient and the form or document. If you launched Capture from the OfficeMate Patient window, the appropriate Patient ID will be entered for you. You can search your patient database by last name and first name to locate the correct patient information or you can enter it manually. If you are scanning Explanation of Benefits documents that apply to multiple patients, you can search for multiple patients in the patient database and associate them with the document. Once information has been entered, the form is stored in the document archive. If you are using the Accounts Payable mode, you will enter information about the vendor and the invoice. Security You must log in to ECR Vault using your Office Mate user name and password before you can either capture forms or view forms. ECR Vault Capture User Guide 5

Capturing Forms with ECR Vault Capture If you have either ECR Vault Capture or the ECR Vault client open for a period of time without using it, the application will lock and display the Log In window. You will need to log in again to unlock it and continue working. The period of time that must expire before you must log in again is configured during installation and can only be changed by ECR Vault support personnel. By default, it is 45 minutes. Log In to ECR Vault If security is enabled on your system, the User Validation window will be displayed when you attempt to access ECR Vault or when the lock out is activated by leaving the application idle for a period of time. Figure 1: Logging in to ECR Vault 1. Enter your Office Mate user name into the User Name box. 2. Enter your Office Mate password into the Password box. 3. Click the Log In button. Note: You can display the User Validation window by selecting Log In from the File menu. Launch ECR Vault Capture from OfficeMate 1. Display a patient record in the OfficeMate Patient window. 2. Press F9 to launch ECR Vault Capture for that patient. Note: The ECR Vault Capture launch key can be configured to a different key by your administrator. F9 is the default key. After you have scanned or imported the patient's forms, the Enter Patient panel will display with the patient information already filled in. You can enter a Document Date, Expired Date and Notes and you will need to specify a Form Type. You can 6 ECR Vault Capture User Guide

Capturing Forms with ECR Vault Capture also edit the patient information as needed. See Patient Records Mode - Enter Patient Information on page 18 for more information. Launch ECR Vault Capture as a Stand Alone Application You must launch ECR Vault Capture as a stand alone application to use Explantions of Benefits mode or Accounts Payable mode. Patient Records mode can also be used when the application is launched in this way. See ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable on page 17 for more information about Capture modes. To launch Capture as a stand-alone application, double-click the ECR Vault Capture shortcut on your desktop. Configuring your Workspace ECR Vault Capture allows you to resize areas of the main window according to your preference. The borders of most panels can be dragged with the mouse and moved to a new position. These settings will be remembered between sessions for each individual Windows user. To prevent the layout being changed accidentally, you must uncheck the Layout option on the File menu befoe you can drag borders. Once you have configured your workspace to your liking, check the Layout option again to lock it. Figure 2: When the Layout option is checked, areas of the main window cannot be resized Change the Window Layout You can change the size of the various panes in the ECR Vault Capture window by dragging the edge of the pane with the mouse.you must unlock the layout before you can do this. ECR Vault Capture User Guide 7

Capturing Forms with ECR Vault Capture 1. Select the File menu, if the Layout option is checked and the word 'Locked' is displayed, click the option to unlock the layout. The menu item will be unchecked. Figure 3: Layout is Locked Figure 4: Layout is Unlocked 2. Place the mouse cursor over the edge of the pane that you want to resize. If the area can be resized, the cursor will change: 3. Hold down the left mouse button and drag the edge of the pane to resize it. 4. When the pane is the size that you want, release the mouse button. 5. When you have resized all panes to your liking, select the Layout option from the File menu to lock the layout again. This prevents panes from being resized accidentally. Scan Forms 1. Place the forms into the scanner. Note: You can scan multiple forms at once in General mode. In EoB mode you can only scan a single form or document per job. 2. If you need to select a scan device to use, choose Select from the Source menu. 8 ECR Vault Capture User Guide

Capturing Forms with ECR Vault Capture 3. Click the Scan button. The forms will be scanned and an image of each page will be listed in the Image List box. Figure 5: Scanned pages in the Image List 4. Click on a page in the Image List to view it on-screen. Note: If you need to scan additional forms, repeat steps 1 and 2 with the new forms. Change Scanner Settings If you need to change the scan device configuration, you can display the scanner's own settings window before you scan your forms. 1. Select the 'Display scanner settings window' option. 2. Scan your forms as usual. See Scan Forms on page 8 for more information. Before the forms are scanned, the device settings window will be displayed. This window is provided by your scanner driver. Consult your scanner documentation for more information on individual options. ECR Vault Capture User Guide 9

Capturing Forms with ECR Vault Capture 3. Click the Scan button in the scanner's settings window when you have made your configuration changes. See Scan Forms on page 8. Your forms will be scanned and added to the Image List. 4. If you want to prevent the scanner setting window from displaying for subsequent scans, uncheck the 'Display scanner settings window' option. You can always re-enable it again if you need to change the scanner configuration later. Import Forms 1. Click the Import button. A file browser window will display. Browse to the image files that you want to import and select them. Note: To import multiple files, hold down the CTRL key in the file browser window click on each file that you want to import. 2. Click Open in the file browser window to import the files. Note: You can import any type of document into ECR Vault, for example images (tiff, gif, jpeg, bitmap etc), Word documents and other Microsoft Office documents, text files etc. If this is a document that you would normally be able to view in your browser, the document will be displayed in the ECR Vault Capture viewer in the same way as a scanned document. This includes most image files, Microsoft Office files (.doc,.docx,.xls,.ppt etc) if you have Microsoft Office installed on the machine, PDF files if you have Adobe Reader installed and any other types of files where you have software installed that is capable of viewing the files. You can import other types of files but you may be asked to select a program to use to view the file and the fie will open in a seperate window. The pages from the files that you import will be added to the Image List box. Note: In All Images view, some files may display a placeholder thumbnail image. This occurs if the software is unable to generate a thumbnail view automatically. The actual form will be displayed in the Viewer where possible (see above). 10 ECR Vault Capture User Guide

Capturing Forms with ECR Vault Capture 3. Change Page Order You can re-order the pages during the capture stage (scanning, importing or printing using the ECRV TIFF Printer) by moving pages up or down in the Image List. The order of pages in the Image List when you click Next is the order in which they will be processed. Figure 6: The Image List 1. To move a page up in the Image List, you can either. Select it and click the Up button. Right click on the page's thumbnail in the All Images view and select Up. See Current View and All Images View on page 12 for more information on the All Images view. 2. To move a page down in the Image List, select it and click the Down button. Select it and click the Down button. Right click on the page's thumbnail in the All Images view and select Down. See Current View and All Images View on page 12 for more information on All Images view. ECR Vault Capture User Guide 11

Capturing Forms with ECR Vault Capture Delete a Page Pages can be deleted from the Image List during the capture stage. Once you begin to enter information and identify forms, pages can no longer be deleted. 1. Select the page that you want to delete in the Image List. 2. Click the Delete button. Current View and All Images View There are two views available in ECR Vault Capture. You can use these views during scanning and document identification. The Current Image view displays only the image that you are currently working on. During scanning (i.e. before you click the Next button), you can change the current image by clicking on it in the Image List. After scanning, the current image is the one that you are currently identifiying. You must identify forms in the order in which they were scanned therefore you cannot change the Current Image, except by completing identification and moving on to the next or by undo-ing the last action and going back to the previous form. See Patient Records Mode - Enter Patient Information on page 18 for more information on identifying forms. See Undo your Last Action on page 26 for more information on undoing your last action. The All Images view displays a list of thumbnails to the left of the viewer. Each thumbnail represents one of the images. To view an image, click on its thumbnail. During form identification, you can use this to view an image other than the one that you are working on. However, it is important to remember that you are still identifying the current image, not necessarily the one that is shown in the Viewer. To see which form is the current one, switch back to the Current Image view. During scanning, you can also use the All Images view to re-order the pages by right-clicking on a thumbnail and selecting Up or Down to move the image in the list. 12 ECR Vault Capture User Guide

Capturing Forms with ECR Vault Capture How to Switch between Current Image and All Images Views. 1. To switch to All Images view, select the All Images tab at the top of the Image Viewer. 2. To switch to Current Image view, select the Current Image tab at the top of the Image Viewer. Current Image is the default view. ECR Vault Capture User Guide 13

Viewing Forms and Documents Viewing Forms and Documents Once forms have been captured, they are viewed on-screen in the Image Viewer. You can zoom in and out of the image or rotate them in increments of 90 degrees.you can also save the image so that the rotated image is stored in the archive instead of the original. This is useful if a document is accidentally scanned upside-down. The All Images tab allows you to view a list of small thumbnail images of each page you have captured. You can display a page in the Image Viewer by clicking on it's thumbnail. The Current Image tab displays only the page currently being processed. During the capture stage, this is the page currently selected in the Image List. In the Patient Information Entry stage (General Mode only), the last page added is the current page. The Current Image tab is unavailable during data entry for EoB mode, because the data entered always applies to the entire document. View Images 1. Click a page in the Image List to display that page as the current image. 2. To view only the current image, click the Current Image tab. Figure 7: Viewing the current image 14 ECR Vault Capture User Guide

Viewing Forms and Documents 3. To view thumbnail (reduced size) versions of all the captured images, click the All Images tab. The current image will be displayed at full size in the main area of the Image Viewer. Figure 8: Viewing all images 4. Click a thumbnail to select that image as the current image. Note: Image functions, like zoom and rotate, operate on the current image. See Zoom and Fit Page on page 15 and Rotate Pages on page 16 for more information. Zoom and Fit Page To Zoom In on the current page image, click the Zoom In button. To zoom in closer, click the button again. ECR Vault Capture User Guide 15

Viewing Forms and Documents To Zoom Out on the current page image, click the Zoom Out button. To zoom out further, click the button again. To fit the current page image into the available space on the screen, click the Fit Page button. This allows you to see the entire page at the same time and is useful to resize the page after you have zoomed in or out. Rotate Pages 1. To rotate the current page clockwise by 90 degrees, click the Rotate button. 2. To save the document to the ECR Vault in its rotated form, click the Save button. If you do not click Save, the document will be stored to the archive in it's original orientation. 16 ECR Vault Capture User Guide

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable ECR Vault Capture operates in one of three modes: Patient Records Mode Explanation of Benefits (EoB) Mode Accounts Payable Mode This mode is used to scan forms and documents that relate to a single patient. Examples include lab results, insurance authorization and biometry. You will be asked to enter information about the associated patient (or search for it in the patient database) and a document date. You can also enter an expiry date for the document. This is the only mode that is available if you launch Capture directly from your OfficeMate Patient window. See Launch ECR Vault Capture from OfficeMate on page 6. This mode is used to capture documents that apply to more than one patient. An example is a daily Explanation of Benefits document that lists benefits for several patients. You will be asked to search for each patient in the patients database and add them to a list of patients for that document.you will be able to retrieve the document from the archive later by searching on any of the listed patients. This mode is only available if you launch Capture as a stand-alone application. See Launch ECR Vault Capture as a Stand Alone Application on page 7. Accounts Payable mode allows you to scan invoices, credit memos, statements etc from your vendors. When you scan these documents, you will need to look up the correct vendor to assign to each one after you have scanned it. You can also include the invoice number and check number if you want to be able to search for Accounts Payable documents by tthese records. This mode is only available if you launch Capture as a stand-alone application. See Launch ECR Vault Capture as a Stand Alone Application on page 7. Change ECR Vault Capture Mode To switch to Patient Records mode, select Patient Records from the Mode menu. To switch to Accounts Payable mode, select Accounts Payable from the Mode menu. ECR Vault Capture User Guide 17

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable To switch to Explanation of Benefits mode, select EoB from the Mode menu. Note: If you are scanning or importing forms, you cannot change mode after you have started to scan or import. If you are printing forms using ECR Vault PTA, you can change processing mode until you click Next on the first screen. Patient Records Mode - Enter Patient Information 1. If you did not launch Capture from OfficeMate, you will need to enter or search for the patient details. If you did launch from OfficeMate, the information will be entered for you. You can edit it if necessary. For each patient, the last name, first name, and date of birth can be entered. First and last name are required.you can look up most patients by their last name and/or first name and the extra details will be inserted for you. 2. To search for a patient, enter the first letter or first few letters of the patient's last name.you can also enter the first or first few letters of the patient's first name. This can be useful if the patient has a common last name such as 'Smith'. 3. Press F2 or click the Find button. If only a single patient record matches your search, the information will be inserted automatically. If more than one patient matches your search, the Select a Patient window will be displayed. 18 ECR Vault Capture User Guide

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable Figure 9: Selecting a patient from multiple search results a) Click on a patient to select it. Note: By default, patients marked as 'inactive' in OfficeMate will not be shown in the list. To show inactive patients, select the 'Show Inactive Patients' check box. b) Click Select. The patient information will be inserted. Figure 10: Patient information inserted Note: Press the CTRL key to fade out the Select Patient window. Use this feature if you need to view the form while the window is over it. Release CTRL to fade the window back in. ECR Vault Capture User Guide 19

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable 4. You can also enter the patient's last name, first name, and date of birth manually. 5. Capture will automatically populate some patient information if a driver's license is scanned. See Updating Patient Information using Optical Character Recognition on page 22 for more information. 6. Enter a date for this form in the Document Date box. This would usually be the date on which the form was completed. The date can be typed manually or you can click the down arrow to the right of the box and select a date using an on-screen calender. Figure 11: Selecting a date using the on-screen calender Click on a date to select it or use the left and right arrows at the top of the calender to display the previous or next month. 7. In the Expires On box, enter the date on which this form expires, if relevant. 8. Enter the Exam number that applies to this form in the Exam # box if relevant. 9. If you want to use the same value that you enter for Document Date, Expires On, Notes or Exam # on the next form automatically, check the box next to it to make it 'sticky'.the value will be used for all subsequent forms in the job until you uncheck the box again. 10. Once all the necessary information has been entered, click on the appropriate Form Type to create it. The current page will be the first page of the form. 11. If the form is a HIPAA form, click the HIPAAMate tab, then click on the appropriate HIPAA form type. 20 ECR Vault Capture User Guide

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable Figure 12: Identifying a HIPAA form 12. If the form has additional pages, click the Append button to add them after the current page. You can click Append multiple times to add multiple pages to the form if necessary or you can click the Append All button to add all remaining pages. Pages will be added in the order in which they were listed in the Image List during the capture stage. You can see this order by clicking on the All Images tab. The pages will be shown in order in the thumbnails area. Figure 13: Append button Figure 14: Append All button 13. Once all the pages have been added to the form, you can create a new form by repeating steps 1 through 8. A new form is created each time patient information is entered and a Form Type selected. The forms that you have created and their pages are shown in the Status box. ECR Vault Capture User Guide 21

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable Figure 15: Forms in the Status box When all pages have been processed and included in a form, a message will display asking if you would like to close the job. 14. Click Yes to complete the job and store the forms in the archive. Updating Patient Information using Optical Character Recognition Capture uses Optical Character Recognition (OCR) technology to update patient information records in the OfficeMate patient database. This process is designed to limit the amount of manual data entry performed by the Capture user to save time and reduce clerical errors. After a patient's drivers licence is scanned or imported into Capture the application recognizes any alphanumeric characters on the driver's license image. These characters are highlighted in the Default Image window. A box is drawn around each word or number.the OCR process will look for and highlight the patient's first name, last name, address, date of birth, and any other text on the image. The patient's first name and last name are automatically recognized and entered into the corresponding boxes in the Patient Information window. You click in another box in the Patient Information window followed by the corresponding piece of information highlighted on the driver's licence image to automatically enter that information into the patient record. 22 ECR Vault Capture User Guide

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable Note: This feature can be activated automatically or manually. See Extract Data for more information. Figure 16: Optical Character Recognition Patient Records Mode - Update Patient Information using Optical Character Recognition 1. Click the Scan or Import button to scan or import images into Capture. A list of images is displayed in the Image List window. 2. Select the image(s) to attach to the patient's record by clicking the page(s) in the Image List window. 3. Click the Next button to continue. 4. The ERC Vault Capture - Patient window opens displaying the scanned or imported images and the Patient Information window. All alphanumeric characters on the driver's licence image are recognized by Capture using Optical Character Recognition (OCR) technology. These characters are highlighted in the Default Image window by boxes drawn around each word or number sequence. ECR Vault Capture User Guide 23

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable Figure 17: Default Image with Optical Character Recognition The patient's first name and last name are automatically recognized by Capture and entered into the correspoding boxes in the Patient Information window. 5. Enter the patient's date of birth. a) Click the DOB box in the Patient Information window. b) Click the box highlighting the corresponding piece of information in the Default Image window. The patient's date of birth appears in the Patient Information window. 6. Enter the patient's address (number, street, city, state, and Zip code). The patient information is complete. 24 ECR Vault Capture User Guide

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable Figure 18: Completed Patient Information 7. Click the Eraser button at the top of the Patient Information window to clear all the patient information boxes. 8. Click the Magnifiying Glass button at the top of the Patient Information window (or the Search button at the bottom of the window) to search the existing patient list. All patient information boxes must be cleared in order to use this feature. A list of existing patients opens in a new window. 9. Click the Notecard button at the top of the Patient Information window (or the Create button at the bottom of the window) to create a new patient record using this information. 10. Click the Close button at the bottom of the window to return to the Patient Record window in Capture. ECR Vault Capture User Guide 25

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable Undo your Last Action Actions that can be undone are creating a new document and appending a page. The last page that you appended will be removed from the form. If the last action was to create a form, it will be deleted. Click the Undo button. Clear Patient Information To clear the patient information form and reset all boxes, click the Clear button. All patient information will be cleared. Explanation of Benefits Mode - Add Multiple Patients In EoB mode, you can assign multiple patients to a single form. All assigned patients will be associated with that form when it is stored in the archive.this mode is designed primarily to handle daily Explanation of Benefits documents from insurance companies which may include information for multiple patients. Note: You cannot create multiple documents in EoB mode. All pages scanned or imported in the job will be included in a single form. 1. To search for a patient in the OfficeMate database and add it to the form, enter the first few letters of the last and or first name and press F2 or click the Find button. 26 ECR Vault Capture User Guide

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable If only a single patient record matches your search, the patient will be added automatically. If more than one patient matches your search, the Select a Patient window will be displayed. Figure 19: Selecting a patient from multiple search results a) Click on a patient to select it. Note: By default, patients marked as 'inactive' in OfficeMate will not be shown in the list. To show inactive patients, select the 'Show Inactive Patients' check box. b) Click Select. The patient will be added to the Patient List.. Figure 20: Patients added to the list ECR Vault Capture User Guide 27

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable Note: Press the CTRL key to fade out the Select Patient window. Use this feature if you need to view the form while the window is over it. Release CTRL to fade the window back in. 2. Enter a date for this form in the Document Date box. This would usually be the date on which the form was completed. The date can be typed manually or you can click the down arrow to the right of the box and select a date using an on-screen calendar. Figure 21: Selecting a date using the on-screen calendar Click on a date to select it or use the left and right arrows at the top of the calender to display the previous or next month. 3. [Optional] Enter note information in the Notes box. Any information entered here will be visible for all patients linked to this EoB. 4. Your system may be configured to allow you to edit the default Form Type value if necessary. If this ability is disabled, the background of the box will be colored gray. The form type may also be changed. See Explanation of Benefits Mode - Add Form Types on page 28for more information. 5. Click the Save button. A prompt will display asking you if you want to save. Click Yes to close the job and save the form and patient information to the ImageDirector archive. Explanation of Benefits Mode - Add Form Types In EoB mode, you can assign multiple patients to a single form. This mode is designed primarily to handle daily Explanation of Benefits documents from insurance companies which may include information for multiple patients.however, this form type can be changed to any other type of form available in the ECR Vault. 1. Click the Add DocType button located next to the Form Type drop-down menu. 28 ECR Vault Capture User Guide

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable Figure 22: The Add Doc Types window is displayed. 2. Click the check box next to the form type(s) you would like to have available for the form being scanned. 3. Click the OK button to continue. 4. Click the Form Type menu button to expand the list of avaliable form types. Please see Explanation of Benefits Mode - Remove Form Types on page 30 for information on removing form types from this list. Figure 23: The Form Type menu has been updated to show the Doc Types that were just made available. 5. Click the form type you would like to assign to this document. 6. Click the Save button. ECR Vault Capture User Guide 29

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable Explanation of Benefits Mode - Remove Form Types 1. Click the Add DocType button located next to the Form Type drop-down menu. The Add Doc Types window is displayed. 2. Click the check box next to any previously selected form type(s) to remove them from the list. 3. Click the OK button to continue. 4. Click the Form Type menu button to expand the list of avaliable form types. The Form Type menu has been updated to show the updated list of available Doc Types. Accounts Payable Mode - Enter Vendor and Form Information 1. If you are using Accounts Payable mode, you will need to enter or search for the vendor details. For each vendor, vendor number, vendor name and vendor account number are required. You must search for the vendor by name and the extra details will be inserted for you. 2. To search for a vendor, enter the first letter or first few letters of the vendor name. 3. Press F2 or click the Find button. If only a single vendor matches your search, the information will be inserted automatically. If more than one vendor matches your search, the Select a Vendor window will be displayed. 30 ECR Vault Capture User Guide

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable Figure 24: Selecting a vendor from multiple search results a) Click on a vendor to select it. b) Click Select. The vendor information will be inserted. Figure 25: Vendor information inserted and invoice number entered Note: Press the CTRL key to fade out the Select Vendor window. Use this feature if you need to view the form while the window is over it. Release CTRL to fade the window back in. 4. You can also enter the invoice number manually. 5. You can also enter the check number manually. ECR Vault Capture User Guide 31

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable 6. [Optional] Enter a date for this form in the Document Date box. This would usually be the date on which the form was completed. The date can be typed manually or you can click the down arrow to the right of the box and select a date using an on-screen calender. Figure 26: Selecting a date using the on-screen calender Click on a date to select it or use the left and right arrows at the top of the calender to display the previous or next month. 7. [Optional] In the Due Date box, enter the date on which this form expires, if relevant. 8. Select a Status for the form from the Status drop down list. 9. Enter any notes that you would like to be displayed to the viewer when they retrieve this form. Notes will also be searchable 10. If you want to use the same value that you entered in one or more boxes automatically on the next form, check the box next to it to make it 'sticky'. The value will be used for all subsequent forms in the job until you uncheck the box again. 11. Once all the necessary information has been entered, click on the appropriate Form Type to create it. The current page will be the first page of the form. 12. If the form has additional pages, click the Append button to add them after the current page. You can click Append multiple times to add multiple pages to the form if necessary or you can click the Append All button to add all remaining pages. Pages will be added in the order in which they were listed in the Image List during the capture stage. You can see this order by clicking on the All Images tab. The pages will be shown in order in the thumbnails area. Figure 27: Append button Figure 28: Append All button 32 ECR Vault Capture User Guide

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable 13. Once all the pages have been added to the form, you can create a new form by repeating steps 1 through 8. A new form is created each time a Form Type selected. The forms that you have created and their pages are shown in the Status box. Figure 29: Forms in the Status box When all pages have been processed and included in a form, a message will display asking if you would like to close the job. 14. Click Yes to complete the job and store the forms in the archive. Close a Job You can only close a job when all pages have been added to a form and all patient information has been completed. You are most likely to close a job manually if you clicked No when prompted to close the job after processing the final page. To manually close the current job and store the forms, select Close from the Job menu. ECR Vault Capture User Guide 33

ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable Abandon and Delete a Job If you want to abandon a job before completing it, follow these steps to abandon and delete the current job. 1. Select Delete from the Job menu. A prompt will display, asking you to confirm that you want to delete the current job. 2. Select Yes to confirm that you want to delete the job. Any forms that you have scanned and patient information that you have entered in the current job will be lost. 34 ECR Vault Capture User Guide

Updating Patient Information using Optical Character Recognition Updating Patient Information using Optical Character Recognition Capture uses Optical Character Recognition (OCR) technology to update patient information records in the OfficeMate patient database. This process is designed to limit the amount of manual data entry performed by the Capture user to save time and reduce clerical errors. After a patient's drivers licence is scanned or imported into Capture the application recognizes any alphanumeric characters on the driver's license image. These characters are highlighted in the Default Image window. A box is drawn around each word or number.the OCR process will look for and highlight the patient's first name, last name, address, date of birth, and any other text on the image. The patient's first name and last name are automatically recognized and entered into the corresponding boxes in the Patient Information window. You click in another box in the Patient Information window followed by the corresponding piece of information highlighted on the driver's licence image to automatically enter that information into the patient record. Note: This feature can be activated automatically or manually. See Extract Data for more information. Figure 30: Optical Character Recognition ECR Vault Capture User Guide 35

Updating Patient Information using Optical Character Recognition Patient Records Mode - Update Patient Information using Optical Character Recognition 1. Click the Scan or Import button to scan or import images into Capture. A list of images is displayed in the Image List window. 2. Select the image(s) to attach to the patient's record by clicking the page(s) in the Image List window. 3. Click the Next button to continue. 4. The ERC Vault Capture - Patient window opens displaying the scanned or imported images and the Patient Information window. All alphanumeric characters on the driver's licence image are recognized by Capture using Optical Character Recognition (OCR) technology. These characters are highlighted in the Default Image window by boxes drawn around each word or number sequence. Figure 31: Default Image with Optical Character Recognition The patient's first name and last name are automatically recognized by Capture and entered into the correspoding boxes in the Patient Information window. 5. Enter the patient's date of birth. a) Click the DOB box in the Patient Information window. 36 ECR Vault Capture User Guide

Updating Patient Information using Optical Character Recognition b) Click the box highlighting the corresponding piece of information in the Default Image window. The patient's date of birth appears in the Patient Information window. 6. Enter the patient's address (number, street, city, state, and Zip code). The patient information is complete. Figure 32: Completed Patient Information 7. Click the Eraser button at the top of the Patient Information window to clear all the patient information boxes. 8. Click the Magnifiying Glass button at the top of the Patient Information window (or the Search button at the bottom of the window) to search the existing patient list. All patient information boxes must be cleared in order to use this feature. A list of existing patients opens in a new window. 9. Click the Notecard button at the top of the Patient Information window (or the Create button at the bottom of the window) to create a new patient record using this information. ECR Vault Capture User Guide 37

Updating Patient Information using Optical Character Recognition 10. Click the Close button at the bottom of the window to return to the Patient Record window in Capture. 38 ECR Vault Capture User Guide

Print to Archive Print to Archive The ECR Vault Print To Archive allows you to capture any document or form using it's standard viewing application's Print function. For example, a Microsoft Word.doc document can be archived using Word's Print function. To use this feature, you need to print the document as normal, but select the TIFF Printer as the printer to use instead of your usual printing device. Instead of creating a hardcopy on a printer, TIFF Printer will create an electronic image file.you can then identify the form and enter information about it using ECR Vault. Finally the document or form will be stored in your ECR Vault archive. Documents captured using ECR Vault PTA can be retrieved in from your archive in the usual way using the ECR Vault Client. PTA Capture Process Here is an outline of the main steps involved in capturing a document using ECR Vault PTA: 1. Print the documents from their usual viewing application using the TIFF Printer printer. I.e. Microsoft Word for.doc or.docx files, Microsoft Excel for.xls files etc. 2. Review the pages of the document or form that you printed in ECR Vault and reorder or delete pages where necessary. 3. Select the processing mode that you want to use for the form (Patient Infomration, Explanation of Benefits or Accounts Payable). 4. Identify the form type and enter information about it. This information will be used to find it in the ECR Vault archive. I.e. patient information for a patient record or EoB or vendor and invoice information for an accounts payable document. 5. Save the document to the archive. Documents and forms can be searched for and viewed using the ECR Vault Cient. Capturing Documents Using ECR Vault PTA To begin the process of capturing and archiving a document using ECR Vault PTA, open the document in the application that you would normally use to view and print it. For example, open a Word document in Microsoft Word.You will use the Print function of that application to 'print' the document to the archive. ECR Vault Capture User Guide 39

Print to Archive When the document has been printed, the pages will be displayed in ECR Vault. In the first screen, you can view, re-order and delete pages. You will also select the processing mode that you want to use for this document. See ECR Vault Capture Modes - Patient Records, Explanation of Benefits and Accounts Payable on page 17 for more information about processing modes.you will then proceed to the next screen and enter information about the document and store it tothe archive. WARNING: After a document is printed to the TIFF Printer, it is stored in the Windows\Temp\images folder until the document is archived to ECR Vault. If the process is interrupted and the documents are not archived, other users who log into the machine will be able to access those documents by browsing to that directory. In addition, if another user later launched ECR Vault PTA, those documents would be presented for identification and archiving.you should always complete the archiving process immediately after your documents have been printed. Important: Once you have printed a document using ECR Vault PTA and begin to process it, you will not be able to add additional pages to the job by printing them. Once you have completed the job and stored the document to the archive, ECR Vault will check to see if any additional documents have been printed and ask if you want to begin processing them now. Capture a Document Using Print To Archive 1. Open the form that you want to capture using the appropriate Windows application. 2. Access the application's Print function. See the application's own documentation for details if you do not know how to do this. 3. In the Print window, select TIFF Printer from the list of available printers. 4. Print the document. 5. Once you have printed your documents to the TIFF Printer, ECR Vault PTA will launch. 40 ECR Vault Capture User Guide

Print to Archive Figure 33: ECR Vault PTA The first stage of the process is the Capture stage. During this stage, you can manage the pages in the new job. This allows you to rearrange or delete pages before you start to enter information. These functions all work in the same way as ECR Vault Capture for scanning and importing. Rearrange Pages Pages will be displayed in the order in which they were scanned. To move a page forward or back in the page order, use the Up and Down arrows. See Change Page Order on page 11 for more information. Delete Pages View Pages You can delete a page from the job completely by using the Delete button. The page is removed permanently and cannot be readded to the job. See Delete a Page on page 12 for more information. You can view each page of the document that you printed using the Image Viewer. Click on a page in the Image List to display it. In the Viewer, you can also zoom in and out and rotate pages. See Viewing Forms and Documents on page 14 for more information. 6. Select the processing mode (Patient Records, Explanation of Benefits or Accounts Payable) from the Mode menu. You must select the processing mode before you click Next. You will not be able to change it once you have begun entering information. See Change ECR Vault Capture Mode on page 17 for more information. 7. When you have completed reordering and deleting any pages that require it, click Next to proceed. ECR Vault Capture User Guide 41

Print to Archive The next stage is the Form Identification stage. During this stage, you will be asked to enter information about the form and to identify what type of form it is. The information requested depends on the processing mode that you selected during the Capture stage (Patient Records, Explanation of Benefits or Accounts Payable). Figure 34: Identifying Forms (Patient Records mode shown) 8. This stage is the same as in ECR Vault Capture for scanning and importing. See the following pages for detailed instructions on completing this step. Identifying Patient Forms in Patient Records mode. See Patient Records Mode - Enter Patient Information on page 18. Assign patients to an Explanation of Benefits form. See Explanation of Benefits Mode - Add Multiple Patients on page 26. Enter vendor information in Accounts Payable mode. See Accounts Payable Mode - Enter Vendor and Form Information on page 30. 9. If at any time during processing, you decide to abandon the job, you can delete it using the Delete option on the Job menu. See Abandon and Delete a Job on page 34 for more information. 10. If you print additional forms to the TIFF Printer while another job is in progress in ECR Vault, the new pages will not be added to the job in progress. Instead, when you complete the job, you will receive a message, informing you that new images have been found. Click Yes to start a new job with the new pages or No to abandon those pages. If you choose not to process those pages, you will need to reprint them to process them in the future. 42 ECR Vault Capture User Guide

Administering ECR Vault Capture Administering ECR Vault Capture Application settings can be modified by accessing the Settings window of ECR Vault Capture (see Figure 57). Access to the Settings window can also be restricted by enabling Administration Password feature of ECR Vault Capture. The Administration Password feature allows users to create a password that must be entered into a password prompt window before access to the ECR Vault Capture's Settings window permitted. Related Links Accessing ECR Vault Capture's Settings Window Restricting Access to ECR Vault Capture's Settings Window Change Capture Application Settings 1. To access the application settings, click the File drop-down menu on the Menu Bar, then click Settings... in the File drop-down menu. The Settings window displays. ECR Vault Capture User Guide 43

Administering ECR Vault Capture Figure 35: The Settings window and the General tab displayed 2. Change the settings as required. See the following topics for information on specific options: Change the Office Mate Database Path on page 45 Configure EoB Mode Form Type on page 46 Enable Terminal Services/Remote Connection Mode Enable Security Extract Data Set Form Type Button Size on page 48 Configure the ECR Vault Server Connection on page 48 Configuring Database Field Mapping on page 51 Manage Form Types on page 53 3. Click the Save button. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. 44 ECR Vault Capture User Guide

Administering ECR Vault Capture Change the Office Mate Database Path The ECR Vault Capture application needs to know the location of your OfficeMate database so that it can look up patient information. If you change the location where this is installed, you will need to enter the new location on the General Settings tab. If your Office Mate database is a Microsoft Access database, select the first option and enter the path to the database folder. If you are using a SQL Server database, select the second option and enter the server information. 1. Select Settings from the File menu. You will need to be logged in to the PC as an administrator to access some settings. The Settings window will display. Figure 36: General settings 2. The option you should use depends on the type of database that you are using with you Office Mate system. ECR Vault Capture User Guide 45

Administering ECR Vault Capture If you are using a Microsoft Access database with your Office Mate system, select 'Microsoft Access OfficeMate database'. If you are using a Sql Server database with your Office Mate system, select 'Microsoft Sql Server OfficeMate database'. 3. Enter the information needed to connect to the database. For MS Access databases, edit the path in the OfficeMate Database Path box or click the >> button to browse for the database folder. For SQL Server databases, enter the Server Name and Authentication mode for the database server. If you are using SQL Server authentication, enter the username and password of the account that ECR Vault should use to access the SQL Server. If you use Windows Authentication, you will not need to enter an account; the currently logged in Windows user will be used to authenticate on the database server. 4. Click Save to save the changes. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. Configure EoB Mode Form Type In EoB mode, a single default form type is configured. This is usually 'Explanation of Benefits' but this can be edited to suit your needs.you can also allow users to manually edit the form type name each time they capture forms in EoB mode. If you do not enable editing, the form type will always be set to the default that you specify for every EoB form captured. 1. To change the default form type, click Settings on the File menu. You will need to be logged in to the PC as an administrator to access some settings. The Settings window will open. 46 ECR Vault Capture User Guide

Administering ECR Vault Capture Figure 37: Setting the EoB Form Type 2. In the 'EOB default Form Type value' box, enter the default form type that you want to use. Note: This setting is only available if you are currently in EoB mode. See Change ECR Vault Capture Mode on page 17 for information about switching modes. 3. To allow users to manually edit this value during document capture, select the Enable EOB Form Type Edit option. 4. Click the Save button. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. ECR Vault Capture User Guide 47

Administering ECR Vault Capture Set Form Type Button Size On the Form Controls settings tab, you can specify the height and width of the Form Type buttons displayed in Patient Records or Accounts Payable mode. For example, you may want to specify larger buttons if you only have a few form types. 1. Select Settings from the File menu. The Settings window will open. 2. Select the Form Controls tab. 3. Enter the desired height and width of the buttons in pixels in the 'Form Type button height' and 'Form Type button width' boxes. 4. Click the Save button. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. Configure the ECR Vault Server Connection ECR Vault Capture must be able to connect to the ECR Vault Content Server in order to store completed documents. The name of the server and the application to use to store documents can be set on the ECR Vault Server tab in the Settings window. 1. Select Settings from the File menu. The Settings window will open. 2. Select the ECR Vault Server tab. 48 ECR Vault Capture User Guide

Administering ECR Vault Capture Figure 38: ECR Vault Server settings 3. Type the address of the ECR Vault server in the Server Name box. ECR Vault Capture must provide the server with an authorized user account to store documents to the archive. You can configure ECR Vault Capture to automatically provide the currently logged in Windows user for this purpose. If you need to provide a different user account for ECR Vaultserver access, you can supply the user name and password here. Note: If you add new users to the ECR Vaultsystem using ImageDirector, you must ensure that the new users have access to the PatientRecords and AP applications. 4. To use the currently logged in Windows user, select the 'Use default credentials' option. 5. To provide a user account, unselect the 'Use default credentials' option and enter the User Name and Password in the boxes provided. 6. Uncheck 'Use Default Credentials' in the Capture Credentials section to use the same credentials in the PTA Credentials section. Note: This box can only be checked if the 'Use Default Credentials' checkbox in the Capture Credentials section is not checked. ECR Vault Capture User Guide 49

Administering ECR Vault Capture 7. If the 'Use Capture Credentials' in the PTA Credentials section is unchecked, enter the User Name and Password in the boxes provided. Note: These are the Windows account name and password to use when 'Use Capture Credentials' is not checked. The user must have rights to access the content server applications. PTA will prompt the user for their credentials on startup if 'Use Capture Credentials' is not checked and User Name is left blank. 8. Click Test Connection to ensure that a connection can be made to the ECR Vault server. If the test fails, verify the settings in this tab and try again. 9. Select the document transmission mode. Direct Connect Delayed transmission, standard Delayed transmisson, custom Documents are sent directly to the content server. This mode use ZipQ to perform transfers of.zip bundles. No additional configuration is required. Documents are bundled into.zip batches which are passed directly over the network to the document import service. ZipQ Monitor is used to select a variety of transfer options such as when to transfer, who to notify regarding problems, and how and where to keep completed transfers. Documents are bundled into.zip batches and placed into a folder specified on the settings dialog. This option requires the administrator to decide how to get.zip document batches to the content server for loading by the document import service. Note: The Test Connection button is disabled if the 'Enable delayed transmission' option is selected. 10. (Optional) Set the password for delayed transmission batches by entering the password in the Password for delayed transmission batches box and again in the Confirm password for delayed transmission batches box. WARNING: This password must match the password configured in the content server s Document Import service. The password may be up to 65 characters in length. If the password used on the batches does not match the Document Import (a.k.a. ID Loader) service s batch password then the batches will not be loadable. 11. Browse to the delayed transmission output directory. 50 ECR Vault Capture User Guide

Administering ECR Vault Capture This is a local directory in which the files will be temporarily stored until they are transmitted. 12. Click the Save button. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. Configuring Database Field Mapping The field mapping settings detemine how patient and form information entered in ECR Vault Capture is stored in the ECR Vault database. Fields used to store this data are configured in the application and must be correctly mapped to the appropriate information in ECR Vault Capture. Figure 39: Mapping patient and form information to the ECR Vault content server database Field indicates the name of the information field in ECR Vault Capture. ID Field indicates the name of the corresponding field in the application. Note: The application used is the one indicated in the Application Name box at the top of the tab. Display Name indicates the name that will be displayed to users in ECR Vault Capture. Length indicates the maximum number of characters that can be entered into this field. You also have the option to automatically store the date and time at which the form was captured and the user name of the person who captured it. This information will be stored without prompting the ECR Vault Capture user. 1. To edit a field mapping, double-click on the mapping in the list. The Edit window will be displayed. ECR Vault Capture User Guide 51

Administering ECR Vault Capture Figure 40: Editing field mapping information 2. To map this field to a different database field, enter the name of the database field in the Server Field box. It must match the name defined in the application exactly. 3. To change the name displayed to users in ECR Vault Capture for this field, edit the value in the Display Name box. 4. To change the maximum number of characters that can be entered into this field, edit the value in the Length box. The field mapping will be updated. 5. Click Select. 6. To store the capture date, select the 'Include capture date' option and enter the name of the database field in which to store it in the Capture Date Field box. 7. To store the user name of the capture user, select the 'Include captured by' option and enter the name of the database field in which to store it in the Capture By Field box. 8. Click the Save button. Enable Delayed Transmission If your ECR Vault Server is located remotely, you can delay transmission of forms to the archive until a time when your bandwidth use is low. This can help avoid excessive network traffic. If your server is located in your office, you will probably not need to use this option. 1. Select Settings from the File menu. The Settings window will open. 52 ECR Vault Capture User Guide

Administering ECR Vault Capture 2. Select the ECR Vault Server tab. Figure 41: ECR Vault Server settings 3. Check the 'Enable delayed transmission' option. 4. Click the... button to select the directory where forms will be stored while waiting to be transferred. This is the directory that was configured for this purpose when your system was installed. Manage Form Types You can change the labels displayed to users on the Form Type buttons in Patient Records mode. You can also change the order in which buttons are displayed. For example, you can move more commonly used Form Types to the top of the list. The actual list of form types is obtained from your OfficeMate system. 1. Select Settings from the File menu. The Settings window will open. 2. Select the Form Type tab. Note: If you change the display name for the FormType field on the ECR Vault Server tab, the name of this tab will reflect that change. ECR Vault Capture User Guide 53

Administering ECR Vault Capture Figure 42: Form Type settings 3. To edit a form type, click on it in the list or select it and click the Edit button. The Edit window will be displayed. Figure 43: Edit button Figure 44: Editing a Form Type label 4. Change the value in the Label box to the text that you want to display on the button. Note: You cannot add a form type if a form type with the same name already exists. 5. Select the Show In Exam option if you want forms of this type to be available in Exam Writer. This option is not available when configuring form types in AP mode. 54 ECR Vault Capture User Guide

Administering ECR Vault Capture 6. Select the Trigger Alert option if you would like this form type to trigger an alert in Exam Writer when unviewed forms of that type are available. This option is not available when configuring form types in AP mode. 7. Click the Save button. 8. To Refresh the list of form types, click the Refresh button at the bottom right. Form Types can also be edited in Office Mate. Any changes made to form types in Office Mate will only show up here if you click Refresh or if you restart the ECR Vault Capture application. Note: This button is not available in Accounts Payable Mode because data is not retrieved from Office Mate in this mode. 9. Click the Save button to save all the changes that you have made to form types. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. Add a New Form Type Form Types can be added via ECR Vault. Note that forms types are added to your Office Mate database. 1. Select the Form Type tab. Note: If you change the display name for the Form Type field on the ECR Vault Server tab, the name of this tab will reflect that change. ECR Vault Capture User Guide 55

Administering ECR Vault Capture Figure 45: Form Type settings 2. To add a form type, click the Add Form button. The Add window will be displayed. Figure 46: Adding a Form Type 3. Enter the Value and Label for the new form type. The Value is the value that will be stored in the database.the Label will be displayed on the button. Note: You cannot add a form type if a form type with the same name already exists. 4. Click the Save button. 5. Click the Save button in the Settings window. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. 56 ECR Vault Capture User Guide

Administering ECR Vault Capture Delete a Form Type 1. Select the Form Type tab. Note: If you change the display name for the FormType field on the ECR VAult Server tab, the name of this tab will reflect that change. Figure 47: Form Type settings 2. Click on the form type that you want to delete to select it. 3. Click the Delete button. You will be asked to confirm that you want to delete the form type. 4. Click the Yes button. The form type will be deleted from the list. Note: If there are forms in your archive that use this form type, you will not be able to delete it. A message will display to inform you if this is the case. 5. Click Save to confirm your changes. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. ECR Vault Capture User Guide 57

Administering ECR Vault Capture Configure Accounts Payable Status Options The Status menu for Accounts Payable forms contains two settings by default. these are PAID and UNPAID. These are the different statuses that a user can set for an Accounts Payable document. The Status is searchable, so you could easily search for all PAID or all UNPAID documents.you can change the available statuses or add new ones if needed. The Status tab is only available in Accounts Payable mode. See Change ECR Vault Capture Mode on page 17 for information about switching modes. 1. To change the Status menu options, click Settings on the File menu. You will need to be logged in to the PC as an administrator to access some settings. The Settings window will open. Figure 48: Configuring status options for Accounts Payable mode 2. Click the Status tab. If the Status tab is not present, you are not currently in Accounts Payable mode. Close the Settings window and change the mode, then try again. 3. Enter the new status option in the Status box. 4. Click Add to add the new status to the menu options. 5. To remove a menu option from the Status menu, select the option in the list, then click Remove. 6. Click Save to confirm your changes. 58 ECR Vault Capture User Guide

Administering ECR Vault Capture A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so. ECR Vault Capture User Guide 59

Automatic Software Updates for ECR Vault Automatic Software Updates for ECR Vault By default, ECR Vault applications will automatically detect and download any software updates. If an update has been downloaded, the application will ask you if you want to install the update when you launch it. You will see the following message: Install Software Updates 1. If an update is ready to be installed, you will see the Check for Updates window when you launch an ECR Vault application. To install the updates, click the Update button. Note: If you want to continue without installing the update, click the Cancel button. The installation wizard will launch. 2. Click the Install button to install the updates. 3. If you want to disable software updates, select the 'Do not ask again' option in the Check For Updates window. You will no longer be notified about available updates and no updates will be installed. You can check for updates by selecting Check For Updates from the Help menu. This will also re-enable the automatic warning when the application launches. 60 ECR Vault Capture User Guide

Main Window - Capture Stage Main Window - Capture Stage Related Links Figure 49: Main window in scan/import stage ECR Vault Capture User Guide 61

Main Window - Capture Stage Scan Forms on page 8 Import Forms on page 10 View Images on page 14 62 ECR Vault Capture User Guide

Main Window - Patient Information Main Window - Patient Information Figure 50: ECR Vault Main Window in Patient Information stage Related Links Patient Records Mode - Enter Patient Information on page 18 View Images on page 14 ECR Vault Capture User Guide 63

Main Window - Explanation of Benefits Main Window - Explanation of Benefits Figure 51: Main window during data entry for Explanation of Benefits mode Related Links Explanation of Benefits Mode - Add Multiple Patients on page 26 View Images on page 14 64 ECR Vault Capture User Guide

General Settings General Settings Figure 52: General Settings tab The General tab of the Settings window contains options that allow you to set the path or connection to the Office Mate database, configure the default form type in EoB mode and define the size of Form Type buttons in General mode. You can also enable Command Redirect mode. This option is only for Terminal Server/Remote Desktop environments and allows the Capture application to launch on the remote client instead of the server. Related Links ECR Vault Capture User Guide 65

General Settings Change the Office Mate Database Path on page 45 Configure EoB Mode Form Type on page 46 Set Form Type Button Size on page 48 66 ECR Vault Capture User Guide

ECR Vault Server Settings ECR Vault Server Settings Figure 53: ImageDirector Settings tab The ECR Vault Server tab of the Settings window contains options that allow you to set the path to the ImageDirector server, determine how users will be autheticated on the ECR Vault Content server and define database field mappings. Related Links Configure the ECR Vault Server Connection on page 48 Configuring Database Field Mapping on page 51 Enable Delayed Transmission ECR Vault Capture User Guide 67

Form Controls Form Controls Figure 54: Form Controls The Form Controls tab allows you to configure the height and width of each form type button that is displayed in Patient Records or Accounts Payable Mode. Changing button size allows you to fit more buttons into the panel at the same time or allows you to make buttons larger and easier to see. 68 ECR Vault Capture User Guide

Status Status Figure 55: Status tab the Status settings tab is only available in Accounts Payable mode. On this tab you can configure which status options a user can assign to an Accounts Payable form. The options that you specify will be available in the Status menu when the user is entering vendor and form information. ECR Vault Capture User Guide 69

Form Type Settings Form Type Settings Figure 56: Form Type Settings tab The Form Type tab of the Settings window contains options that allow you to configure labels for Form Type buttons in General mode.you can also change the order of the buttons. The list of form types is retrieved from your OfficeMate database. Related Links Manage Form Types on page 53 Set Form Type Button Size on page 48 70 ECR Vault Capture User Guide

Select Patient Select Patient Figure 57: Select Patient window This window allows you select a single patient from multiple search results. Related Links Patient Records Mode - Enter Patient Information on page 18 Explanation of Benefits Mode - Add Multiple Patients on page 26 ECR Vault Capture User Guide 71

Index A accounts payable mode 17, 30, 58 add form types 28 adding patients 26, 28 administration 43 All Images tab 14, 15 Append All button 21, 32 Append button 21, 32 appending all pages 21, 32 appending pages 21, 32 application name 48 automatic software updates 60 B button labels 53 button size 48 C calendar 28 calender 20, 32 capture date 48 capture process 5 captured by 48 capturing documents 39 capturing forms 5 changing page order 11 changing settings 43 Clear button 26 clear patient information 26 closing jobs 22, 33 completing jobs 22, 33 configuring scanner 9 credentials 48 Current Image tab 14 D deleting jobs 34 deleting pages 12 device settings 9 display name 51 displaying scanner settings 9 document date 20, 32 Down button 11 E ECR Vault Server 48 application name 48 connection 48 server 48 ECRV TIFF Printer 39, 40 entering patient information 18, 22, 35 entering vendor information 30 eob form type 46 eob mode 7, 17, 26, 28 launching 7 exam number 20, 32 expires on 20, 32 explanation of benefits mode 17 F field mapping 51 finding patients 18, 22, 26, 35 finding vedors 30 first name 18, 22, 30, 35 fit page 16 form type button labels 53 form type buttons 48, 53 form type buttons order 53 form types 21, 32 forms 8, 14, 16 rotating 14, 16 saving 14, 16 scanning 8 viewing 14 zooming 14 G general mode 17 general settings 48 H HIPAAMate 20

I ID fields 51 Image List 9, 10, 11 ImageDirector 48, 51 credentials 48 field mapping 51 Import Button 10 J jobs 22, 33, 34 closing 22, 33 deleting 34 L last name 18, 22, 30, 35 launching Capture 6, 7 eob mode 7 stand alone 7 logging in 5 M moving pages down 11 moving pages up 11 O OCR 22, 23, 35, 36 Office Mate 6 launching Capture 6 OfficeMate database 45 optical character recognition 20, 22, 23, 35, 36 updating patient information 22, 35 ordering buttons 53 P page order 11 pages 12, 21, 32 appending 21, 32 deleting 12 patient information 18, 22, 35 patient records mode 18, 22, 35 patients 18, 22, 26, 27, 35 finding 18, 22, 26, 35 selecting 18, 27 printing documents 39 printing forms 40 printing toarchive 39 PTA 39, 40 R re-ordering pages 11 rotate 14 rotating forms 16 S saving forms 16 scanner 8 selecting 8 scanner settings 9 scanning 8 searching for patients 18, 22, 35 searching for vendors 30 security 5 Select a Patient window 18, 27 Select a Vendor window 30 selecting a scanner 8 selecting patients 18, 27 selecting vendors 30 settings 9, 43, 48, 53 scanner 9 status 58 configuring 58 Status box 21, 33 status menu options 58 sticky fields 20, 32 T thumbnails 15 time out 5 U undo 26 Up button 11 updating ECR Vault 60 V vendor information 30 vendors 30 finding 30 selecting 30 viewing forms 14

Z zoom in 14, 15 zoom out 14, 15