Chart Prep & Scan. Create a Document Retention Plan and Policy Backing Up Your Data Chart Preparation & Work Area Setup Barcode Cover Pages Printing then.

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 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