Chart Prep & Scan. Create a Document Retention Plan and Policy Backing Up Your Data Chart...
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Transcript of Chart Prep & Scan. Create a Document Retention Plan and Policy Backing Up Your Data Chart...
• Create a Document Retention Plan and Policy
• Backing Up Your Data• Chart Preparation & Work
Area Setup• Barcode Cover Pages• Printing then Scanning
with Barcode Cover Sheets– Using Multiple
Barcode Cover Sheets (to the Filing Center )
– Using One Barcode Cover Sheet (Only Archive Tab)
• Scanning• Scanner Settings
– Default Scan– Custom Scan-Color
• Checking File Sizes of Scanned Documents• Re-Dating Documents• Abstracting from Archive• Scanner Maintenance & Troubleshooting
Tips
Today’s Topics
• Create a Document Retention Plan and Policy• simplifyMD’s recommendation– maintain records for 60-90 days
• Know where scanned paper charts will be stored• Know the practice’s established document retention plan & policy
Document Retention Plan & Policy
• 2 backup USB hard drives (pictured bottom left).
• 1 is connected to server via a USB Cable (pictured bottom right) and a power outlet via a UPS unit
• Swap out the drives everyday – same time – store the one not connected to the
server offsite or in a locked fireproof safe.
• Label each drive– Backup 1 & Backup 2– Backup A & Backup B
• Database server back up– nightly at 1:00 A.M. local time.
• Swap out and plug in each day
Backing Up Your Data Digitally
• Pull charts beginning with the “Go Live” date and forward.
• Document items on chart jacket• Remove any staples & tape down loose items• Divide out any color documents • Mark the chart once scanned• Do NOT file documents into a chart that has been
scanned until the document itself has been scanned.
• Set up a scanning area to include:• Computer with
scanner attached• Staple remover, tape,
& markers• Workstation• Basket
• Work area near a printer, copier & scanner
Chart Prep and Work Area
Barcode Cover Sheets
• Barcode cover sheets direct documents in patient’s chart
• 3 places to find barcode cover sheets:– The Face Sheet– Patient Finder– Schedule Page
• Select the cover sheets needed– “Select All” if you’d like to print one for
each tab OR– Click the box next to the individual tab
cover sheet you desire• Press print• Select the printer you wish to print from
Printing Barcode Cover Pages
A Quick Recap• Set up scanning work area(s) in the practice
– If the scanning area can be near a printer and a copier it is ideal• Prep charts to scan
– Remove any items such as staples and paperclips– “Flag” any documents that are color– Either make copies of two-sided documents or “flag” them as well
• Print barcode cover sheet(s)– Choose “archive” if you prefer to scan into one tab, then extract documents
later– Choose “select all” if you prefer to print off for all document tabs– Choose individual tabs by checking the box next to each
• Now you’re ready to scan
• Place the Barcode Cover Pages on top of each chart section
• Set the documents on the scanner top down & face down
• Click the Filing Center tab• Select Filing Center functions drop down
(upper right-hand corner of screen)– Default Scan is for single-sided black
& white documents only– Custom Scan is for color or double-
sided documents
Basic Scanning Steps Overview
Default Scan Setting• Select “Default Scan”
• scanning single & double sided documents
• black & white documents• Your scanner settings
associated with default include:• 200x200 Resolution• ADF Front Side• Black & White
Confirming File Size of a Scan• Locate the document in document index• Right click on the document • Select “Properties” from the menu that
appears• Look at the # of Bytes
• 1Kilobyte (KB) = 1000 Bytes
Custom Scan Setting: Color• Select “Custom Scan”
• scanning color documents • For Color Documents:
• Scan no more than 3 pages per file
• Select 200x200 resolution• Select 24 Bit Color• Select ADF Front Side
• Recommendation:• confirm the file size
Custom Scan Setting: Double-Sided
• Select “Custom Scan”• color documents
• For Double-Sided Documents:• Scan no more than 20
pages per document• Select 200x200
resolution• Select Black & White• Select Duplex
• Click “options” & select either “book” or “fan-fold”
• Press Scan & Confirm File Size
Duplex
Difference Between Book & Fanfold
Duplex
• Specify “Book” or “Fanfold” • Book: Outputs scanned
image for both sides as is – “bound” on the left or right
• Fanfold: Outputs scanned image of the backside rotated 180 degrees – “bound” on the top or bottom
• Press the “Help” button within the options menu for a definition of these options
The Document Tab Scan Result
LEE ADAMS
• Scans take approx. 30-60 secs to appear
• Barcode cover page• pre-populates document
info• Directs the document
• Click “save”
Re-dating Documents• THE CHOICE IS YOURS
• Electing NOT to re-date• May view the date of
document in document index• Timeline will not function as
designed.• Electing to re-date
• more work on the front end• able to utilize both the
Timeline and document index t with full functionality
Timeline NOT re-dated vs. a re-dated one
Scanning to the Archive Tab via the Filing Center
• Scanning to the archive tab • Quick• Printing off one
barcode• Abstract items from
archive into the correct tab
LEE ADAMS
• Navigate to the patient’s chart & click on the yellow archive tab• Using the document description area, input the page numbers of the document
in the viewing pane, which tab, a display name, and a display date which you want to abstract from archive and click “submit”
• You have the option to remove these items from archive when you click submit.
Abstracting from Archive
A Quick Recap• Set up scanning work area(s) in
the practice–Scanning area; near a printer
& copier• Prep charts to scan –Remove staples and
paperclips–“Flag” any color documents
• Print barcode cover page (s)– Archive tab for extracting
documents later–Select all for all document
tabs–Choose individual tabs
• Now you’re ready to scan
• Select “default” or “custom” scan from filing center function as needed• Default; single-sided, black &
white• Custom if color
• Adjust scanner settings for a custom scan
• File documents from the Filing Center into chart:• “Save” documents individually• “Process All Barcoded” to file all
at once• Re-date if desired• Retain scanned documents for 60-90
days
• Clean the scanner parts regularly
• See the scanner product guide for instructions
• Contact Vendor to order scanner cleaning kits or replacement parts.
Scanner Maintenance
• Thoughtfully construct your plan and stick to it.• Decide if you will scan to the archive tab, or if you will scan to several tabs. Will you re-date the
files, or not, and where your scanned charts will be filed. Also, decide where items that need to be scanned into already scanned charts will be placed to scan before re-filed.
• Sorting the documents into reverse chronological order will make it easier for locating documents that have been bulk scanned.
• Keep in mind that the number of pages you put in the scanner per chart section will result in a document of the same number of pages. When re-dating, each page could potentially need a new date.
• If the scanner is connected to one person’s computer, perhaps create a scanning assembly line in which one person preps the chart and prints barcodes, then another scans.
• Don’t forget to mark the charts that have been scanned!• Monitor those scanning charts until they have a comfort level with the scan process. Perhaps
have employees initial the cover of the charts that they have scanned.• Remember that once you’ve scanned in the chart, it is in! You will never have to pull that paper
chart again!
General Scanning Tips
simplifyMD Customer Support
• Support is available Mon-Fri 8:00am – 8:00pm EDT via phone• 678-578-6187
• via email • [email protected]
• Check online & simplifyMD University for regular updates• www.simplifymd.com• Use your login name &
password to access simplifyMD University