1. VistA Imaging Capture via Scanning

2. October 20072 VistA Imaging Capture via Scanning The information in this documentation includes only new and updated functionality of the software after the installation of patch MAG*3.0*59. Users who have questions about the VistA Imaging software may send an e-mail to the VistA Imaging Education Project Managers at: VHAOIHSITESNTEOVistAImaging@va.gov

3. October 20073 To select a specific topic, click the corresponding link: Configuration Buttons Scanning to an existing note or creating an addendumScanning to an existing note or creating an addendum Progress Note List Options Creating a new Progress Note Scanning Documents New Functionality To view all information, press ENTER to continue.

4. October 20074 VistA Imaging Capture via Scanning Login by clicking the VistA Imaging Capture icon on your desktop or by clicking Start Programs VistA Imaging Programs and VistA Imaging Capture.

5. October 20075 VistA Imaging Capture via Scanning Or, you can open CPRS select a patient and click Tools, VistA Imaging Capture.

6. October 20076 VistA Imaging Capture via Scanning After entering a valid VistA Access and Verify code, the Image Capture window will be displayed. This is an example of a “generic” workstation configuration. It is suggested that Configuration Buttons be created for the workstation, which will ensure accuracy, consistency, and efficiency in the document scanning process.

7. October 20077 VistA Imaging Capture via Scanning To create a Configuration button for scanned documents select Configurations, Configuration Settings, All Settings. More information on Configuration buttons is available in the VistA Imaging Workstation Configuration document.

8. October 20078 VistA Imaging Capture via Scanning Make the appropriate selections in the Workstation Configuration Window, for Source, Format, Mode, Association, and Images Saved as. Select the Save Settings As option to give the Configuration button a name.

9. October 20079 VistA Imaging Capture via Scanning To begin the Capture process click a Configuration Button if applicable, and then the Select Patient button. Follow the instructions at the top of the Patient Lookup window.

10. October 200710 VistA Imaging Capture via Scanning If the Select Progress Note button is clicked before the Select Patient button, the Patient Lookup window will display. A patient must be selected before the capture process can continue.

11. October 200711 VistA Imaging Capture via Scanning There are three ways to attach scanned documents to a Progress Note: Select an existing Progress Note Create an Addendum Create a new Progress Note from within VistA Imaging.

12. October 200712 VistA Imaging Capture via Scanning To attach a scanned document to an existing note, click the Select Note tab, choose a Progress Note from the list, and click OK.

13. October 200713 VistA Imaging Capture via Scanning To make an Addendum, select a note from the list and check the Make Addendum box. The Addendum Status options will be displayed next to the text entry area. The Electronically Filed option requires the MAG NOTE E-FILE security key. The creation of an Addendum should be done in accordance with the local HIMS policy.

14. October 200714 VistA Imaging Capture via Scanning The user can customize the Progress Notes List Options such as the number and date range of notes to retrieve, and whether or not to use status icons in the notes listing in the main Capture window. The List Options can be accessed by clicking Options and List Options, or by choosing the Select Note tab and clicking the List Options button. The List Options functionality is only available when selecting existing notes or when creating an addendum.

15. October 200715 VistA Imaging Capture via Scanning The default Progress Note List Options are seen here. Customize your selections and click OK.

16. October 200716 VistA Imaging Capture via Scanning The Note-Status-Location field displays the Progress Note List Option choices.

17. October 200717 VistA Imaging Capture via Scanning To create a Progress Note from within VistA Imaging click the Create New Note tab.

18. October 200718 VistA Imaging Capture via Scanning Select the Visit Location by typing in the first few characters of the name of the location as shown here. Select the note title from the list and select the New Note Status.

19. October 200719 VistA Imaging Capture via Scanning After selecting a note, creating an addendum, or creating a new note, the Capture window will be displayed again. There is a new field called Doc/Image Date, which, along with the Note Date field, can be edited if the dates are not the same.

20. October 200720 VistA Imaging Capture via Scanning When selecting the Note Date or Doc/Image Date you can type a date in the field or click the button to display a calendar and select the date. Choosing a time is not required.

21. October 200721 VistA Imaging Capture via Scanning Time Saving Tips To change the month click the name of the month instead of the left and right arrows. To change the year click the year and use the up and down arrows.

22. October 200722 VistA Imaging Capture via Scanning To scan a document, fill in the Index Fields or select a Configuration button.

23. October 200723 VistA Imaging Capture via Scanning In this example, each of the Index fields have been filled in.

24. October 200724 VistA Imaging Capture via Scanning The ‘Hold Value’ option is used to retain the settings of the Index Fields. To add a ‘Hold Value’, right-click the name of an Index Field and left-click the push-pin, or click the Configurations menu option and Select ‘Hold’ Values. Place a check-mark next to the fields to have a ‘Hold Value’.

25. October 200725 VistA Imaging Capture via Scanning This is an example of the Index Fields with ‘Hold Values’.

26. October 200726 VistA Imaging Capture via Scanning The Long Description text box can be expanded or collapsed in the Capture window by clicking the blue double arrow.

27. October 200727 VistA Imaging Capture via Scanning After the Index fields have been filled in, place the document in the scanner and click the Capture button.

28. October 200728 VistA Imaging Capture via Scanning This is an example of a document in the Capture window after it has been scanned. The quality of the image should be verified before saving it to the patients’ record.

29. October 200729 VistA Imaging Capture via Scanning Image manipulation tools are located above the Capture window and can also be accessed by clicking the Image menu option, or by right-clicking in the Capture window.

30. October 200730 VistA Imaging Capture via Scanning After verifying the quality of the image click the Image OK button to save it to the patients’ record, or click Cancel to restart the capture process.

31. October 200731 VistA Imaging Capture via Scanning If the Image OK button is selected a confirmation message will display. This is the last chance to cancel the capture process before saving the image to the patients’ record.

32. October 200732 VistA Imaging Capture via Scanning After saving the scanned document to the patients’ record, the Capture window will be displayed as seen here. Note that the Hold Values are still in place but the patient information has been cleared from the screen.

33. October 200733 VistA Imaging Capture via Scanning To scan another document to the same patient, click File and select the patient from the list as seen here. If Imaging was launched from CPRS, only the currently selected patient will appear in the list.

34. October 200734 VistA Imaging Capture via Scanning If the Note Title selected is Advance Directive, the Doc/Image Type field must also be Advance Directive.

35. October 200735 VistA Imaging Capture via Scanning If a Consult note title is selected, there must be an associated consult which the note will complete.

36. October 200736 VistA Imaging Capture via Scanning If Vista Imaging Capture is started from the CPRS Tools option and there is an image displayed in the Capture window, and then a patient change is made in CPRS, VistA Imaging Capture will automatically change patients to match. A warning panel will be displayed that overlays the ‘Image OK’ button as seen here.

37. October 200737 VistA Imaging Capture via Scanning There are several new icons displayed in the Capture window. Click Options, Icon/Shortcut Key Legend, and select the appropriate tab to view the icons and their meanings.

38. October 200738 VistA Imaging Capture via Scanning In order to comply with Section 508, which is a Federal law that requires Government documents be accessible to individuals with disabilities, the Menu Options now have shortcut key combinations.

39. October 200739 VistA Imaging Capture via Scanning The Contents option will redirect the user to an on-line Help program. For additional information select the Help menu.

40. October 200740 VistA Imaging Capture via Scanning Users may also select Use Internet Explorer for help to view the HELP files. Click Contents after selecting the Internet Explorer option.

41. October 200741 VistA Imaging Capture via Scanning Additional information resources related to VistA Imaging: VistA Imaging Training Home Page: http://vaww.VistAU.Med.VA.Gov/VI Health Systems Design & Development Imaging System Home Page: http://vaww.va.gov/imaging http://vaww.va.gov/imaging Health Information Management Scanning Home Page: http://vaww.vhaco.va.gov/him/scanning.asp