Easy Scan allows HLC administrators and instructors to scan student badges to record class attendance directly into the HLC. A scanning device is used to extract the students’ information from their badge. Scanning can be accomplished by:

• Scanning attendee badges within the classroom setting.

• Scanning barcodes (corresponding with attendee names) on printed HLC class rosters.

• Scanning badges into a file that is imported at a later time (offline scanning).

Easy Scan will automatically mark student attendance and grading. Students that registered for the class but did not attend are marked as No Show. When the scanned badge information cannot be recorded in a class immediately, it is stored so that administrators or instructors can make corrections and resubmit the record.

Easy Scan follows the same rules as marking attendance manually in the HLC.

Attendance cannot be entered before the class date and start time arrive; therefore, scanned information collected prior to the class start date/time will be stored by Easy

Scan and can be resubmitted at the conclusion of class. If the scanned badge ID does not correspond to an existing student record in the HLC, Easy Scan will retain the scanned data until the student can be entered and the scanned record is resubmitted.

With Easy Scan enabled for your HLC account, every classroom activity created in the

HLC will include a Scan Students link. That link is visible from the Edit Class page or the Class Search return.

Badge ID Configuration 2

Badge ID Configuration

Prior to using Easy Scan, badge IDs must be configured so that the HLC can read the appropriate characters and match the ID to the student record. Only administrators set up with the Scan Administrator and Badge Administrator role can configure badges.

The badge ID configuration is unique to Easy Scan and may or may not include all characters within the student’s badge data. Each Easy Scan customer will determine the configuration of the Easy Scan badge IDs for their organization by initially consulting with your HealthStream Implementation Specialist.

Note: Badge configuration can be established at the Enterprise level, but overridden at the institution level by applying different configuration parameters from the institution login.

To configure badge IDs:

1. Click the Tools tab.

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Badge ID Configuration

2. Click Manage Badge Configuration under Institution Management. The Badge

Configuration page appears.

3. Check the This Badge format can be used by subsidiary affiliations checkbox if you are establishing badge configuration at the Enterprise level and want badge configurations to be the same for all institutions within the hierarchy.

This is strongly recommended if any events will be held at the Enterprise level.

4. Check the Badge Data contains only the Badge ID checkbox if the ID is the only information on the badge. Organizations that have variable length badge IDs will want to consider providing barcodes with only the badge ID.

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Badge ID Configuration 4

Note: When this box is checked, the options to establish starting and ending character positions, as well as badge data delimiters, are disabled.

5. Check the Badge ID is the same as HLC ID checkbox if the Easy Scan badge

ID will be the same as the student’s HLC user ID.

Note: When this box is checked, no student badge data import file is required. (See Student Badge ID Management in this document.)

6. Check the Badge ID is a fixed beginning and ending position within the

badge data if you only want a portion of the badge data to constitute the Easy

Scan User ID. a. Enter the Starting Column position. b. Enter the Ending Column position.

Note: You must first check the checkbox before the system will allow you to enter data into the Starting Column and Ending Column fields.

For example, the student’s badge data = 29204857001. The Easy Scan badge ID is to be 20485. Enter the number 3 into the Starting Column position (to represent the first character of the badge ID) and enter the number 7 into the

Ending Column position (to represent the last character of the badge ID). The system will now see the following: 29204857001. The highlighted characters represent the Easy Scan badge ID.

7. Check the The Badge ID is one of the fields that are separated by delimiters

in the badge data checkbox if the student badge data includes multiple fields that are separated by a defined delimiter. a. Enter the Badge Data Field Delimiter. b. Enter the Column Number containing badge ID

Note: You must first check the checkbox before the system will allow you to enter data into the Delimiter and Column Number fields.

For example, if the badge contains first name, last name, student ID, facility number, and department ID, and if all of these fields are separated by a comma

(,) delimiter, you would use the following settings:

• Badge ID is one of the fields that are separated by delimiters in the

badge data: checked.

• Badge Data Field Delimiter: (,)

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Badge ID Configuration 5

• Column Number: 3

8. Enter a prefix into the Append this prefix to the Badge ID field if there is additional information that should be appended to the beginning of the badge data to create a complete ID. This option is used rarely and should only be used in consultation with your HealthStream Implementation Specialist.

9. Enter a suffix into the Append this suffix to the Badge ID field if there is additional information that should be appended to the end of the badge data to create a complete ID. This option is used rarely and should only be used in consultation with your HealthStream Implementation Specialist.

10. Check the Mask displayed scanned IDs checkbox if you do not wish to have students’ full Easy Scan badge IDs appear onscreen when scanning takes place.

With this box checked, the badge ID will appear onscreen with only the first and last characters visible (Example: 2******7).

11. Check the Mask displayed student names checkbox if you do not wish to have students’ full names appear on the screen when scanning takes place. With this box checked, the student’s name will appear on screen with only the first and last letters of the first and last name visible (Example: j**n s***h).

12. Scan a sample badge or manually type in an Easy Scan badge ID to preview the badge ID configuration.

13. Click Test. A sample of the badge ID configuration based upon the parameters chosen above will appear.

14. Click Save to apply the badge ID configuration parameters you have chosen.

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Student Badge ID Management

Once Easy Scan is implemented for your organization, student records in the HLC will contain a Badge link in the navigation tree on the left of the Manage a Student page.

Clicking the Badge link reveals the badge ID, the Last Modified date, and Last

Modified By information. Badge information may be manually changed, but if the student information is in a future import file the data will be overwritten.

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Student Badge ID Management

Badge IDs may be the same or different from students’ HLC user IDs. If the IDs on the badges are different than the HLC user ID, then a separate import file must be created and uploaded to the HLC. If the badge ID is the same as the HLC user ID, no separate import file is necessary.

For the file layout of the Easy Scan badge ID import file, please refer to the section of this document titled Easy Scan Badge Import Specification. For instructions on how to submit this file for routine import by HealthStream, please consult with your

HealthStream Implementation Specialist or HealthStream Customer Support service.

If the badge ID is the same as the HLC user ID, no import file is required and the badge

ID field will not need to be maintained.

If the student badge ID has not yet been imported but the student attended a class, you may want to manually edit a badge ID. By manually entering the ID, the student can be processed immediately rather than waiting until after the badge ID import.

Editing a Badge ID

To edit a badge ID:

1. Click the Badge link in the navigation tree on the left of the Manage a Student page. The Edit Badge page appears.

2. Edit the badge ID in the Badge ID field.

3. Click Save.

Note: When manually editing badge information, remember that this data may be overwritten when the next badge ID import is performed.

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Student Badge ID Management

Deleting a badge ID

Note: It is rare that a badge ID would need to be deleted manually.

Typically, the data will be re-entered if the student is still in the import file the next time the badge import file is run. However, a badge ID can be deleted manually if the need arises.

To delete a badge ID:

1. Click the Badge link in the navigation tree on the left of the Manage a

Student page. The Edit Badge page appears.

2. Click Delete. A warning window appears.

3. Click OK.

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Using Easy Scan

During your Easy Scan implementation, the administrators you choose are given the applicable Easy Scan Administrator roles, badge IDs are configured. Once implementation is complete and a scanning device has been obtained, you can begin using Easy Scan.

The step-by-step procedure for normal processing with Easy Scan follows. To understand this process, it is important to understand the options on the Scan Students menu.

To access to the Scan Students Menu, click Scan Students. The Scan Students page appears.

The Scan Students page has four options:

• Scan Students: This option allows instructors to set up a PC and scanner so that students may scan their badges for attendance recording in attended or unattended mode. It is the normal option chosen for scanning class attendance.

• Scan Students from Roster: This option allows instructors to scan students from barcodes on HLC-generated class rosters rather than from student badges.

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Using Easy Scan 10

• Upload and Import Scanned Students: This option is used when the instructor has a file of previously scanned students (either by a smart scanner or by scanning directly into a Windows text file) and wishes to process the file with

Easy Scan. This option allows the use of Easy Scan when an Internet connection is not available.

• Review Import Results: This option is used to see the results of the all scanning done for the class using one of the first three options.

Note: Easy Scan uses the term import to refer to scanned records that are placed into Easy Scan using either a scanner or by importing a file of previously scanned students. The Review Import Results menu option shows the status of all Easy Scan records imported to the class, regardless of the method chosen.

Scanning Student Badges for a Class:

The following shows the typical process of using Easy Scan to scan a class:

1. Attach the scanning device to the computer you wish to use.

2. Log into the HLC using your administrator login.

3. Search for the class you wish to scan.

4. Click Scan Students. The Scan Students page appears.

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Using Easy Scan

5. Select Scan Students.

6. Click Continue. The scanning window appears as an overlay to the HLC administrator login which is faded (disabled) in the background.

Note: If you wish to return to the HLC administrator login by clicking

Cancel, you will be prompted to enter your administrator password and click Continue. This is a feature of Easy Scan that prevents students from using an administrator’s login to perform unauthorized tasks in the

HLC.

7. Scan students’ badges as they enter the classroom venue using your scanning device. As students are scanned, their names and student User IDs will appear in the scanning window. Note that the scan action is In.

If a scanned badge ID is not recognized, the scanning window will display the following error:

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Using Easy Scan 12

This may occur if the student’s badge ID has not yet been imported into the HLC

(for example, a new employee attending orientation prior to a data import file upload). Once the badge ID is entered into the system, the student will be recognized by the HLC and the information may be resubmitted.

Note: If a student badge cannot be read by the scanner, you may also enter badge IDs into the open text field using your keyboard and click

Scan. The data entered in this case should be the exact data that appears on the badge, whether that data is the student’s HLC user ID or not.

8. Do not scan the badges of students as they leave the classroom venue unless the student’s attendance in the class should not be recorded. For example, if a student must leave after 5 minutes, he/she should swipe the badge on the way out. This will change the attendance status to Out rather than In on the Easy

Scan page.

Note: The status of attendance on the Easy Scan page is either In, Out, or Error. If the status is In, the student’s attendance will be recorded. If the status is Out, the student’s attendance will not be recorded. If the status is Error, the attendance will not be recorded until the error condition is fixed and the student attendance record is resubmitted.

9. Click Save after all students have been scanned out of the classroom event.

You will be prompted to enter your password to return to the HLC. The Scan

Students page appears.

10. Select Review Import Results to display the student records that were imported into Easy Scan for the class. The Scan Results page appears.

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Reviewing Scan Results 13

Reviewing Scan Results

The Scan Results page shows all of the badges scanned, whether they can be matched to HLC students or not, and as the date and time that they were scanned.

In the example below, note that some of the names in this show *Not Available* for the student name and the Result column shows the badge data that was read. This feature prevents the loss of class attendance when students attend class prior to being entered into the HLC.

Note: For large classes, it can be helpful to sort and filter the entries to show only Completed or Failed records. This can be done by selecting the desired status in the Status drop down box at the top right.

Additionally, you may sort the results by clicking any column header. This is helpful when you need the results sorted by name, time scanned, etc.

Scan Status Options

The following options may appear in the Scan Status column:

• Staged: The user only sees this when they have scanned students and not clicked Save or clicked Cancel. If the user lost internet connection the status would be staged for all records that were scanned before it went down. Staged means the scan was recorded but the user has not chosen to submit it for processing. Resubmitting scanned entries will generally move them out of the

Staged status.

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Reviewing Scan Results 14

• Ready: The scan is now ready to be processed and will be processed by the background processor. This status follows Staged. If a user resubmits a Staged record it is moved to Ready. If a Failed record is resubmitted the status is moved to Ready. When a users clicks Save on the Scan Students page the scans are moved to Ready.

• Started: This status follows Ready. The background processor has started processing the records. Records cannot be changed in this status.

• Completed: This status follows Started. The HLC has finished processing the record and the user can verify this in the result column. No further action needs to be taken for these students.

• Failed: This status follows Started, and indicates that the HLC failed to process the scan. The result column will have actions the user can take to resolve the issue.

There are multiple reasons why the scan status may show as failed. In all cases, the badge data and/or error information is shown so that the entry can be researched. The most common reason is Student is unavailable, which indicates that Easy Scan could not find a student that matched the badge data read. This could occur because: a. The student has not yet been entered in the HLC (i.e., the student is new and the routine HR import to HealthStream that would create this new student record has not yet occurred). b. The student is from another facility. c. The data does not correspond to any existing student for any reason.

Note: The HLC queues Easy Scan entry processing just as it does scheduled reports and other processing jobs. If there is an issue with the

HealthStream server, records may remain in the Staged, Ready, or

Started statuses for a long period of time. If records are hung in one of these statuses for more than 20 minutes, even after resubmitting, contact your HealthStream Customer Support service to report the problem.

Resubmitting Entries:

Records that are not in a status of Started can be resubmitted. From the Scan Results page:

1. Select entries to resubmit by clicking the checkboxes to the left of each entry.

Clicking the check box at the column header will select all entries.

2. Click the Resubmit button.

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Reviewing Scan Results 15

Note: It is possible that records not in a status of Started are due to new students attending a class before their records are imported into the HLC.

In this case, resubmitting will not resolve these issues until the student data import runs and the student records are created.

Uploading and Importing Scanned Students:

Click the Upload and Import Scanned Students link at the top of the Review Import

Results page to quickly add an external file of scanned entries to a file of collected student badge scans for the class. See the Uploading and Importing Scanned Students section of this guide for more information.

Grading Entries:

Click the Grade link at the top of the Review Import Results page to go to the grading page for the class. This function is identical to the grading function in the HLC. For more information on class grading, please refer to the HLC Help system.

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Uploading and Importing Scanned Students 16

Uploading and Importing Scanned Students

You may need to scan student badges into files that can be imported into Easy Scan at a later time. For example:

• The class is assembling in a remote section of the hospital parking lot to attend a class demonstration on the use of fire extinguishers. If the organization has purchased a portable scanner, the instructor may collect badges in the scanner and then upload the file later into Easy Scan.

• The class is assembling, but suddenly there is a problem with accessing the

Internet (and therefore, the HLC). The instructor can quickly open up a Windows text file using Notepad or Wordpad, scan the badges into the file, then upload the file later when connectivity is restored.

Note: When saving badge data files for import at a later time, be sure to title the file so that you can easily identify the class name, date, and time to which it corresponds.

The Upload and Import Scanned Students feature allows instructors to browse for the scanned file, select it, and import the entries into Easy Scan just as if they had been scanned normally.

1. Click the Upload and Import Scanned Students link on the main Easy Scan page or the Scanned Results page. The Upload Scanned Students page appears.

2. Click the Browse button on the page below the instruction line. Once the file is selected, it will display in the text box.

3. Click the Upload button to import the records from the file into Easy Scan.

4. When the import is completed, Easy Scan will automatically open the Scan

Results page and display the records and current status of all Easy Scan entries for the class.

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When the Scanning is Complete

Once all Easy Scan entries have been successfully submitted to the class, click Grade, make any last changes (for example, the entry of numeric grades), then complete the class normally in the HLC.

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Easy Scan Best Practices

Use Easy Scan at multiple organizational levels:

Whenever possible, it is best to align the badge approach throughout the entire organization, so that all institutions use badge IDs in the same manner. You can create the same badge configurations across all systems within the Enterprise, which allows badges and rosters to be scanned at any level. The following steps will create badge configurations at the enterprise level, which can also be used at subsidiary levels:

1. Log in to the HLC at the Enterprise Level

2. Under the Tools tab, click the Manage Badge Configuration link.

3. Enable the This Badge can be used by subsidiary affiliations checkbox.

4. Enable the Badge data contains only a Badge ID checkbox.

5. Follow steps 1 through 4 at each subsidiary institution to ensure that the This

Badge can be used by subsidiary affiliations and Badge data contains only

a Badge ID checkboxes are not enabled. If these options are enabled at subsidiary institutions, they will conflict with the Enterprise Level configurations.

Note: This best practice is also a solution for the Object reference not

set to an instance to an object error.

When scanning rosters:

Administrators must print rosters in portrait orientation, not landscape orientation. If printed in landscape orientation, the barcode may not appear on the class roster or sign in report.

Maintain reliable student rosters:

After students have been scanned into a classroom session, the administrator should check the grading field to ensure that all students present in the classroom appear on the Grade List as Passed. If a Failed status appears with the Student’s name, that student was not processed.

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Easy Scan Best Practices 19

Determine and assign appropriate roles:

Instructors should be designated the Easy Scan Administrator role. The primary administrator responsible for managing the badge configurations should be designated the Easy Scan Administrator and Badge Administrator role.

Choosing the best swipe style readers:

If your badge supports swipe style readers, select the longer readers. The longer readers typically allow cards to be read in just one swipe, which can save time if there is a line to enter the classroom.

Selecting a barcode reader to read printed rosters:

Purchase a standard barcode reader in addition to the other reader style you may need

(infrared, magnetic stripe, or other style reader). This ensures that barcodes on

HealthStream reports and rosters can be scanned, giving you more flexibility for your classroom attendance management.

Determining how many scanners to order:

Determine the number of classes being conducted simultaneously and when the badges will be scanned (before or after class). It is also best to purchase one reader and test it before committing to more.

Class attendance records stuck on “ready” status error:

To overcome this error, reset the Status of the record to help the records get processed.

If this does not correct the error, contact your HealthStream Customer Support service.

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Frequently Asked Questions 20

Frequently Asked Questions

How do scanners work?

There are many kinds of scanners. Some common types of badges/cards include visible-light barcodes (this is the common barcode), infrared barcodes (looks like a barcode with a colored stripe across it that is typically gray or maroon), magnetic stripe

(just like your credit card), and RFID. The important thing is to get the right scanner for the right badge type.

No matter what type of scanner you need, they all perform the same function with Easy

Scan: they extract the data off of the badge so that Easy Scan can use it. Think of a scanner as another data input device, like a keyboard or mouse.

Why would I use the Upload and Import Scanned Students option?

This option exists for customers that buy portable scanning devices. These devices allow badges to be scanned into a file, then the portable scanner can be connected to a

PC and the file can be downloaded. Once on the PC, the Upload and Import Scanned

Students option will allow the data to be imported into an Easy Scan class, just as if each student used the Scan Students feature. All offline scanning into files must provide each badge scan on a separate line followed by a carriage-return/line-feed. If the file is tampered with in any way, it may fail.

Also, be aware that a file being imported is treated the same way as if each student scanned into class. If a student is scanned twice into the file, they will be scanned in on the first line, then scanned back out of class on the second one.

Where can I buy scanners? Does HealthStream provide them?

HealthStream does not carry or sell scanners and does not do badge testing. There are many vendors that sell this equipment.

How do I determine which scanners to buy?

Review the Choosing Your Badge or Barcode Reader section of this guide

20 HealthStream Easy Scan Administrator User Guide TR-006.1-EA

Frequently Asked Questions

What roles are required to use Easy Scan?

How are my badges configured?

Administrators with the Easy Scan Administrator and Badge Administrator role will configure and test the badges. Badge configuration is described in detail in the Badge ID

Configuration section of this guide.

What if the ID on a badge is not the same as the HLC ID?

HealthStream provides the Easy Scan import file specification for customers that have this need. The badge ID in the student screen of the HLC is updated by this import. The administrator with the Easy Scan Administrator and Badge Administrator role will set up the configuration so that the import file is used to translate the badge ID to the HLC

ID.

Scan Students and Scan Student from Roster looks exactly the same. What is the difference?

The Scan Students option reads badges and processes that data based on the Easy

Scan badge configuration. The Scan Student from Roster option reads barcodes that are generated by the HLC, and so these barcodes always represent the HLC user ID.

No configuration processing is needed.

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Easy Scan Badge Import Specification

The Student Badge Import file should be a tab delimited text file placed in the same location as the common HR import. Here are the fields on the file in order as they must be on the file. Required fields are in Bold.

Position

Field

Institution

User Id

Badge

Identifier

Remove

Type

Required

Length

Description

Must match the HLC’s code for an institution in the customer’s organization. This value is defined by

HealthStream with the customer when the institution is defined.

Required 255

Required

Optional

100

This is the user ID that a student uses to access the HLC. User IDs must be in the

HLC prior to an import of historical data.

This is the specific portion of the student’s card identifier that will be used to recognize them in the system.

HSTM Internal use only

Here are the conventions for File Name:

• Student Demographics: o

Name: ClientName_ExtId_DateComments.txt o

Example: MUNSON_353_20070628.txt

• Student Education History: o

Name: T2-ClientName_ExtIdT_DateComments.txt o

Example: T2-MUNSON_353T_20070628.txt

• Student Job Functions: o

Name: J1-ClientName_ExtIdJ_DateComments.txt o

Example: J1-MUNSON_353J_20070628Update.txt

• Student Job Title to Job Category:

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Easy Scan Badge Import Specification o

Name: P1-ClientName_ExtIdP_DateComments.txt o

Example: P1-MUNSON_353P_20070628.txt

• Student Badge Imports – Easy Scan: o

Name: E1-ClientName_ExtIdE_DateComments.txt o

Example: E1-MUNSON_353E_20070628.txt

• Student License Imports – Discipline: o

Name: L1-ClientName_ExtIdL_DateComments.txt o

Example: L1-MUNSON_353L_20070628.txt

Note: ExtId – External Id will be provided by HealthStream during

Implementation

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Choosing Your Badge or Barcode Reader 24

Choosing Your Badge or Barcode Reader

It is very important that you consult with your IT and HR departments when selecting a scanner or barcode reader. HealthStream does not make recommendations of badge scanner types as the needs of each organization can vary significantly.

When selecting a badge or barcode reader, follow these best practices:

• Make sure you are getting the right configuration to match your needs and your computer configurations.

• Buy one scanner and test it before buying several. Ensure that your vendor has a return policy in the event the scanner does not meet your needs.

• Remember to use the Easy Scan Badge Configuration utility to test your badges and your scanner.

• Test the hardware (and your understanding of what scanners do) by opening

Windows Notepad, position the cursor in the application, and start scanning badges. You can see all of the data stored on the badge.

Since a scanner is an input device like a keyboard or mouse, there are many options provided by many companies and vendors. The information below outlines some of the common badge or barcode reader types:

Gun-style / wand-style visible-light barcode scanners:

All organizations should have at least one gun style visible-light (normal) barcode reader. This is because you cannot swipe a page with many barcodes printed on it (i.e., the HLC barcode roster).

Gun and wand-style scanners can be used on your badges also if they employ visiblelight barcode technology, but they are harder to use for employees because you have to focus the gun beam on the card to make it read. For larger classes where there are many students scanning in, we recommend using swipe style scanners.

Swipe style readers (barcode, infrared barcode, magnetic stripe):

Swipe style readers are best for classrooms, particularly where Easy Scan will be setup to be used unattended, when the instructor is not manning the scanning station.)

Swipe style readers can read barcode, infrared barcode, or magnetic stripe badges.

Some can read more than one type of technology. Be sure to purchase the type of reader that matches the type of badge technology that you are using.

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Choosing Your Badge or Barcode Reader 25

HealthStream recommends 6 inch swipe-style readers over 4 inch readers. With 6 inch readers, swipes by employees tend to take in one attempt, whereas the 4 inch readers can slow down the line of attendees because they sometimes require more than one swipe to read the barcode.

Portable scanners

These are electronic devices that can scan badge data into a text file on the device itself.

Later, when a computer is available, the scanner can be connected to the PC. The administrator can download the file and import it into Easy Scan using the Upload and

Import Scanned Students option.

Many organizations now use portable scanners because they can be used in environments where Internet access is not possible, and because they are lightweight and easy to move between classes.

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