Chart Prep & Scan

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 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 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 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 via Check online & simplifyMD University for regular updates Use your login name & password to access simplifyMD University