Scan Documents

You can add scanned documents to a patient's record and timeline.

Before you begin

Permissions: View Scanned Documents

Before you can scan documents into Helix, ensure you have installed the Helix Agent.

Procedure

To scan a document:
  1. To access the Message Centre, in the Helix main menu, select Message Centre iconMessage Centre.
  2. Click DMS.
    Helix panel menu with Message Centre > DMS selected
  3. Locate the scan settings section.
    Scan option
  4. Select the type of scan you want to perform:
    Single scan option Scans one or more pages into a single document. If your scanner can scan multiple pages, for example, via a sheet feeder, you can combine multiple pages into a single document.
    Batch option

    Scans one or more pages into multiple documents.

    For example, suppose you have two specialist letters for your patient, and each letter has three pages. Set the page indicator to Page indicator and then click Scan button The first three pages (letter 1) will be scanned into a document, and then the last three pages (letter 2) will be scanned into a second document.
  5. Click Scan.
    A progress window shows when the scan is underway...
    Scan progress message
    ...and then completed.
    Scan completed message
  6. You can continue to scan documents if desired. Do not click Save until you have scanned all the documents you want to for this session.

    From this point you can:

    Save button Save the scan. Continue now to Scan Documents.
    Cancel button Cancel the scan.
    Scan queue button

    Examine the scan queue.

    Scan queue

  7. When the scan has completed, all the documents you scanned are added to a list on the left-hand side of the panel. In this example, we have scanned nine documents.

    Inbox icon showing nine documents

    Document Management Screen showing nine uploaded documents
  8. Select one document at a time and add the following information:
    • Patient - patient in whose record you want to file the documents
    • HCP - assign to the patient's practitioner for review, such as follow up or recall.
    • Assign to HCP - file a copy of the document in the selected practitioner's Message Centre iconMessage Centre > Inbox.
    • Document type - classify the document as a specific type, so that the document can be easily found in a patient’s timeline using the History filter iconHistory filter.
    • Document source - the name of the uploaded document.
    • Document date - the date on which you received the document. The date on which it was uploaded is populated automatically. Update the date if required.
    • Flag the document if required.
      Optional flag selections
      Table 1. Optional document flags
      Flag Description
      Bad scan icon Flag as a bad scan.
      Example bad scan flag
      Patient not found icon Indicate that the associated patient could not be found in the system.
      Example patient not found flag
      Documents flagged in this way can be left in the system until you have created a record for the patient.
      Custom reason icon Add a custom flag.
      Example custom reason flag
      Delete icon Delete the selected document.
  9. When you are ready to save the selected document to the patient's record, click File & Next.

Results

After a scanned document has been assigned to a patient, it is added to the patient's Timeline.

In this example, we scanned a document, recorded its source as Fax, and assigned it to the patient. Fax now appears in the patient's timeline. Example document in Patient Timeline

Click on the entry in the Timeline to view the scan. View of example document in Paient Timeline