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Scanning a New Document

Version 20.6

Overview

This article teaches you how to scan a new document into OP, label the document to save it to a patient's chart, and send a document to a patient's active portal account. Documents can only be sent to the portal by practice staff who have an associated user account on the InteliChart Practice Portal.

Scanning a New Document 

  1. Navigate to the Manage Documents window: 
  • Clinical or Practice Management tab > Document Mgmt button
  • Clinical, Practice Management, or Billing tab > Patient Chart button > Documents
  1. Click the New Document button.
  2. Place the document onto the document scanner.
  3. Click the Page Scanner button.  Note: The Twain interface must be enabled by selecting the Use radio button in the Twain Use/Hide field below the device icon buttons. The scanner activates and the Scan Options window is displayed.
  4. Click the Scan button. The document is scanned. 
  5. Repeat these steps with reverse side of the page (if needed, some scanners have a duplex scan option).The image(s) are displayed in the Sketch panel. 
  6. Select the Image(s) in the Sketch panel.
  7. Drag the Page(s) to the Thumbnail panel.

Labeling the Document

  1. In the Document Details Panel, under Patient Information, search for and select the Patient in the Patient ID field.
  2. Under Review Details, select the appropriate Item Type.
  3. Select the appropriate Item Category.

Note: Item Category is required when sharing a document to the Patient Portal. When an Item Category is left blank the following message will display: The Item Category must be specified when sharing a document to the portal.

  1. Select the Reviewed checkbox if the item does not need to be reviewed by anyone else, or leave it blank, and ensure that the Addressed To field is populated with the intended reviewers name.
  2. (If needed) Complete the following steps to send the document to the patient's active portal account:
  1. Select the Shared to Portal checkbox.
  2. Click in the Portal Exp Date field and enter or edit the default date, as needed.
  3. Proceed with the remaining steps.
  1. Select the appropriate Privacy level for the document.
  2. (Optional) Enter notes in the Notes field. Notes entered here are not sent to the portal.
  3. Select the appropriate Status (optional) of Original option. 
  4. Click the Save button. 

Note: If the steps to share the document to the portal (step 5) were completed, once the Save button is clicked, the document is sent to the portal as a PDF and is available until the expiration date. If the portal user attempts to view the document after it has expired, they receive a message advising them to contact the practice.

Version 20.5

Overview

This article teaches you how to scan a new document into OP, label the document to save it to a patient's chart, and send a document to a patient's active portal account. Documents can only be sent to the portal by practice staff who have an associated user account on the InteliChart Practice Portal.

Scanning a New Document 

  1. Navigate to the Manage Documents window: 
  • Clinical or Practice Management tab > Document Mgmt button
  • Clinical, Practice Management, or Billing tab > Patient Chart button > Documents
  1. Click the New Document button.
  2. Place the document onto the document scanner.
  3. Click the Page Scanner button.  Note: The Twain interface must be enabled by selecting the Use radio button in the Twain Use/Hide field below the device icon buttons. The scanner activates and the Scan Options window is displayed.
  4. Click the Scan button. The document is scanned. 
  5. Repeat these steps with reverse side of the page (if needed, some scanners have a duplex scan option).The image(s) are displayed in the Sketch panel. 
  6. Select the Image(s) in the Sketch panel.
  7. Drag the Page(s) to the Thumbnail panel.

Labeling the Document

  1. In the Document Details Panel, under Patient Information, search for and select the Patient in the Patient ID field.
  2. Under Review Details, select the appropriate Item Type.
  3. Select the appropriate Item Category.
  4. Select the Reviewed checkbox if the item does not need to be reviewed by anyone else, or leave it blank, and ensure that the Addressed To field is populated with the intended reviewers name.
  5. (If needed) Complete the following steps to send the document to the patient's active portal account:
  1. Select the Shared to Portal checkbox.
  2. Click in the Portal Exp Date field and enter or edit the default date, as needed.
  3. Proceed with the remaining steps.
  1. Select the appropriate Privacy level for the document.
  2. (Optional) Enter notes in the Notes field. Notes entered here are not sent to the portal.
  3. Select the appropriate Status (optional) of Original option. 
  4. Click the Save button. 

Note: If the steps to share the document to the portal (step 5) were completed, once the Save button is clicked, the document is sent to the portal as a PDF and is available until the expiration date. If the portal user attempts to view the document after it has expired, they receive a message advising them to contact the practice.