Scanning Documents

Letters and results can be scanned into My Practice and stored in the patient’s Clinical Notes.

Click on the Scanned Reports button at the top of the screen or select Scan Documents from the View menu.

Place the document in the scanner and press [Scan].

If your computer is set up using Microsoft Office Document Scanning, use the following instructions, otherwise consult the manual for the scanning program that you use:

• Highlight Black and White on the list of options and press [Scan].
• When it has finished scanning that document, place another document on the scanner and press [Continue].
• When you have scanned all of your documents, press [Done] which saves the files.

Quit out of all scanning programs and viewers, saving the documents if prompted to do so. 
In My Practice, back in the Scanned Letter tab, press [Get Scanned Files]. If there is more than one document, a list of all documents will appear at the left hand side. When a document in that list is highlighted, the scanned document is visible and information regarding that document can be entered.

To delete an unwanted document, highlight it in the list and press [Delete].

If the document has been scanned in the wrong way up, use the [Rotate] button on the right hand side (just above the scroll bar) to correct it.

• For each document, highlight it in the list and enter the information in the fields at the top.
• In Document Title insert the name of the sender.
• Date refers to the date the letter was written. Use the drop-down calendar and click on the date required or highlight the field and type in the date.
• The Regarding Patient field operates in the same way as the search patient screen, allowing you to enter part or all of the name and then select the correct patient from the results list.
• Chose the patient’s preferred practitioner from the To Be Checked By drop-down menu.

Note: If there is more than one page in the same letter, each will have been scanned separately and will show up as separate entries in the list. Fill in the fields for each one separately.

Once the details have been entered, click [Move to Mail] to send the letter to the practitioner’s Mail Box, where they can view the letter. If the practitioner has already seen the letter, instead click [File Into Notes] to send the letter straight into the patient’s notes.

·         Letters that have been Filed into Notes can be seen in the Clinical Notes (letters will be listed in the Notes tab if Show Mail has been ticked at the right hand side of that tab).

·         Letters that have been moved to Mail may not appear in the patient’s Clinical Notes. 

If the program has matched the Mail to the particular patient using the lab’s patient codes, the mail item will show up in the patient’s Clinical Notes in the Results table. This will have a yellow background to indicate that this mail has not been read yet. 

The practitioner can read the letters by clicking on the [Mail] button at the top of the screen. Any unread letters will appear in the list on the left. Once read, the practitioner can click [File] in the Actions menu on the right or [F10]. The letter will then move into the Clinical Notes.