Scan and View Documents
Table of Contents
UNDERSTANDING SCANNING AND IMPORTING DOCUMENTS ...................................................................... 3
What Documents Will I Scan? ..................................................................................................... 3
W
HO CAN PERFORM THIS FUNCTION? ................................................................................................... 3
M
ENU PATH ........................................................................................................................................3
Document Imaging and Archiving – POS Window ....................................................................... 4
Scanning Documents ............................................................................................................... 5
C
LINICAL DOCUMENT VIEWER ............................................................................................................... 7
W
HO CAN PERFORM THIS FUNCTION? ................................................................................................... 7
M
ENU PATH ........................................................................................................................................7
The Clinical Document Viewer Window ...................................................................................... 7
Forms Selection by Categories ..................................................................................................... 9
Clinical Document Viewer Search Results Window ................................................................... 10
Viewing and Printing a Scanned Document........................................................................... 11
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LESSON SCENARIO
Maria Montoya is an administrator at a BHRS clinic. She scans a client’s consent to
treatment into Avatar in order to maintain a complete electronic record for the client
and to ensure that the client’s signature is on file.
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Scan and View Documents
In this lesson you will learn to scan
documents into Avatar. The need to
scan documents relates to documents
that are available in paper form only,
such as a client’s driver’s license, pay
stub, proof of insurance, and so forth.
It also includes paper based
documents where a signature is
needed, such as consents and Payor
UMDAP reports.
You will also learn to view and print
scanned documents.
Lesson Objectives
•
Perform the steps needed to set up a
document for scanning
•
Use the document scanner to scan
documents into Avatar
•
Use the Clinical Document Viewer to view
and/or print documents
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UNDERSTANDING SCANNING DOCUMENTS
Avatar provides Point of Service (POS) scanning, which is scanning on demand. POS
indicates that you can easily scan documents into Avatar just at the time you need to.
Scanning client‐related documents into Avatar assures that key clinical information can
be electronically shared throughout the organization. It eliminates the cost of managing
and storing paper‐based records, and it improves client quality of care by providing
access to one comprehensive source of client information, the electronic health record.
WHAT DOCUMENTS WILL I SCAN?
The following list provides examples of documents that you would typically scan
into Avatar.
•
Assignment of Benefits
•
Insurance Cards
•
Driver’s Licenses
•
Signed Payor UMDAP Reports
•
Consent Forms
•
Signed Client Treatment Plans
WHO CAN PERFORM THIS FUNCTION?
Administrators scan documents into Avatar.
MENU PATH
Avatar CWS
Document Management
POS Scan
or
Avatar CWS
Document Management
POS Scan64 for 64 bit machines
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DOCUMENT IMAGING AND ARCHIVING – POS WINDOW
Use this window to describe the document you are scanning.
A
B
C
D
E
F
FIELD/BUTTON DESCRIPTION
A) Type Select Client from the dropdown list to view documents related to a
specific client or select Staff to view documents scanned for a particular
staff member.
B) Client Type the last name of the client whose record you are attaching the
scanned document to and tap [Enter] to retrieve the full client name. If
there is more than one client with the same last name, use the
dropdown list to select the correct client.
C) Episode
IMPORTANT
For Progress Notes and Treatment Plans, be sure that you select the
correct episode to scan these documents into.
For all other scanned documents select Non‐Episodic.
D)
Origination
Date
The Origination Date is the date of the document. If a document
requires signatures of both the clinician and the client and the client
signs at a later date than the clinician, the date of the clinician’s
signature is the document date.
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FIELD/BUTTON DESCRIPTION
E) Form
IMPORTANT
Select the category that matches the type of document you are
scanning. Choosing the correct form category is essential to allow others
to retrieve the document in the future.
F) Scan Click the Scan button to begin the scanning process
SCANNING DOCUMENTS
Clicking the Scan button in the Document Imaging and Archiving – POS window displays
the dialog box shown in the following illustration. Clicking the Scan button in this dialog
box begins the scan.
NOTE: The document should be face down in the scanner.
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When the scan is complete, you see the scanned document displayed in the Document
Imaging and Archiving – POS window. Verify that the quality of the scanned document
is readable, and the signature is legibly.
A
B
C
BUTTON DESCRIPTION
A) Add Page to
Current Document
Use this feature if a page is missing from a document, if a page is
damaged during the scanning process, or if the scanned image of
a page is poor quality.
B) Save File to
Avatar
Use this button to save the scanned document into Avatar.
C) Close Document If the scanned document quality is poor, click the Close
Document button and re‐scan the document.
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CLINICAL DOCUMENT VIEWER
Administrators use the Clinical Document Viewer to view documents scanned into
Avatar, such as consents, scanned insurance documents, and so forth.
WHO CAN PERFORM THIS FUNCTION?
Administrators and clinicians have the ability to view, print and void scanned documents.
The
documents you can view depend on your level of permissions in Avatar. For
example,
documents indicating HIV status are restricted to specific staff members.
MENU PATH
Avatar CWS
Document Management
Clinical Document Viewer
THE CLINICAL DOCUMENT VIEWER WINDOW
Use this window to view documents that were scanned into Avatar.
A
B
H
C
D
I
E
F
J
G
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FIELD/BUTTON DESCRIPTION
A) Select Type Select Client to search for documents related to a specific client or
choose Staff to locate documents that were scanned for a particular
staff member.
B) Select All or
Individual Client
Normally you will select Individual.
C) Select Client Type all or part of a client’s name and tap [Enter]. If more than one
name appears, select the desired name from the list.
D) User Choose yourself as the user.
E) Document Status BHRS does not use this field.
F) Document
Origination Date
(Start/End)
Enter dates here to select a date range for documents you want to
view.
G) Form Selection If you wish to narrow your search, choose By Categories/Forms and
click the Select button to display a list of document categories
including, Restricted, Correspondence, Consent, Financial,
Emergencies, and Assessments, as shown in the figure following this
table.
NOTE: If you need to print a restricted document, contact Quality
Management.
H) Episode To search for documents related to a particular episode, choose the
episode from this list.
I) Document Source POS Scan/Import is the only category BHRS uses.
J) Form Restrictions Choose either Include or Exclude to narrow your search. Archived
Documents is not used by BHRS at this time.
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FORMS SELECTION BY CATEGORIES
Choosing By Categories/Forms in the Form Selection area and clicking the Select button
displays the following window, which lists document categories. Clicking the
Expand/Collapse button to the left of the category name expands or collapses the
category listing. Clicking a checkbox defines which documents the viewer will retrieve.
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CLINICAL DOCUMENT VIEWER SEARCH RESULTS WINDOW
This window displays a list of all documents that qualify based on the criteria chosen in
the Clinical Document Viewer window.
A
B
C
ITEM DESCRIPTION
A) Search Tab Click this tab to conduct another search or to return to the Search
window where you can close the window.
B) Lock Icon
If a lock icon appears in this column, it means that the document is
restricted, based on your Avatar permissions and you cannot print or
view the document.
NOTE: If you need to print a locked document, contact Quality
Management.
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ITEM DESCRIPTION
C) Buttons
•
View—View the selected document.
•
Print—Print the selected document. If the Print button is grayed
out when you select a document, it means the document is
restricted and you do not have rights to print it. If you must print
the document, contact the ISD Help Desk at 573‐3400 or Quality
Management.
•
Void—Void the selected document. (Not everyone has rights to
void scanned documents. Administrators have the rights to void
documents.)
•
Close All Documents—Close all documents you opened during
this session.
VIEWING AND PRINTING A SCANNED DOCUMENT
The following figure displays a document view. You can print the document, if needed,
from this window.
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CONCEPT REVIEW
See appendix for answers.
1.
When scanning a document that is not related to a specific episode, what do you
choose in the Episode dropdown list?
a.
Episode #1
b.
Non‐Episodic
c.
The most recent episode
2.
When scanning a document, what do you enter as the Origination Date?
a.
The date of the document
b.
The current date
c.
The client’s admission date
3.
Should you place a document you want to scan face up or face down in the scanner?
a.
Face up
b.
Face down
4.
If you are using the Clinical Document Viewer, what do you do if you need to print a
restricted document?
a.
Find someone in your office who has access to the document and have them
print it.
b.
Forget about it.
c.
Contact Quality Management.
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APPENDIX—CONCEPT REVIEW ANSWERS
1.
b
2.
a
3.
b
4.
c