Bulk Document Import

Bulk Document Import
How do I use "Bulk Document Import" with Best Practice Software?
This FAQ is intended to answer common questions about using the Bulk Document Import utility
within Best Practice. Now includes scanning to the Inbox as well as importing from a
camera.
Note: 'Bulk Document Import' can be found in the following path: Start > All Programs > Best
Practice Software > Best Practice > Bulk Document Import
Features of the ‘Bulk Document Import’ facility:o Import from file - Import documents scanned via 3rd party applications, photos, images,
PDF documents, Microsoft word, RTF or text documents and HTML files.
o Import from scanner - Scanning of documents using a local or network scanner
o Import from camera - Import photos directly from a camera
Benefits of the ‘Bulk Document Import’ facility:o Users do not need to have access to the patient’s clinical records.
o Documents / images can be stored in the Inbox or directly into the patient's record.
o Multiple documents can be scanned and stored in the system until the practice is ready to
allocate them to a patient. This is a practice wide holding area, not user specific therefore all documents scanned to inbox will be visible until processed.
When opening the ‘Bulk Document Import’ utility, users are presented with the login screen.
Select a user name and enter the password to login. The 'Bulk Document Import' Screen will
appear:-
Configuring the system ready for use
Before using the utility for the first time, it is recommended that the relevant defaults settings
are configured for the practice. These settings are stored per user.
Select File > Options. The 'Bulk document import
options' will be displayed. You can configure settings
for the following features.
 Mode: select either Twain or WIA
 Source: select the scanner you wish to use
 Interface: select the interface to be used. Select
either 'Simple windows interface' or 'Manufacturer's
interface'. The later provides more options. (i.e –
Scan type, quality, size etc.)
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 Format: The file format for the scans e.g. PDF, JPG etc. Maximum allowable file size in
megabytes
 File size: A file size warning and limit can be set in megabytes. When set, the bulk
document import utility will prompt you if a scan reaches this size.
 Image resizing: The settings here are used in conjunction with the 'File size' setting.
Image Quality
This setting specifies the level of compression for an image. The lower
the number specified, the higher the compression and therefore the
lower the quality of the image. Zero would give you the lowest quality
image and 100 the highest.
Image size
This is the image size in pixels.
When scanning, if these File size settings are exceeded a message will be displayed. If you
choose ‘Adjust Size’, it will resize the image using the settings under image resizing.
Import from File
It is possible to import documents that are saved or scanned externally to Best Practice. The
image types that can be imported include JPG, TIF, TIFF, BMP, PNG, EXIF, RAW, JFIF, GIF, PMP,
PDF, RTF, DOC, DOCX, TXT and HTML file.
Click the ‘Import document’ button
or File > Import from File
A file browser screen will be displayed. Browse to the folder containing the scanned documents.
The ‘Files of type’ drop down box may need to be changed if the scanned document does not
appear. Highlight the document to be imported and click the ‘Open’ button.
It is possible to import multiple files are the same time by selecting each document to be
imported before clicking the 'Open' button.
The ‘Import new files’ screen will appear.
On the left is the image preview area where you can view each image imported. There are a
series of icons across the top of this screen that will allow you to manipulate the view of the
image. There is also a drop down box showing the number of pages imported which allows you
to move between pages.
On the top right, there is a count of the number of pages imported. By default this is ticked, if
you untick a certain image number then this image will ignored when you select the 'Import'
button.
Store in: Imported images can be stored in the ‘Inbox’ or in the ‘Patient file’. By default
‘Store in’ is set to the Inbox.
Store in Inbox
Patient:
To allocate to a patient, click the
‘Search’ button. The ‘Open patient’
screen will be displayed. Type the
patient’s surname, first name.
Highlight the required patient and click
the ‘Open’ button. This will now show
the patient’s name and address.
(NOTE: this field can be left blank and
allocated later)
Important: Documents do not appear in
the Inbox until they are allocated to a patient.
This prevents bulk scans from being stored in
the inbox without patient allocation.
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Date:
The ‘Date’ of the document will default to today’s date. This can be changed by using
the drop down calendar.
Subject: The ‘Subject’ of the document may be entered but is an optional field.
Contact: Click the ‘Search’ button to find the sender of the document. The ‘Select contact’
screen will be displayed. Type the contact’s surname and/or category. Highlight the
required contact and click the ‘Select’ button.
User:
This can be used assign the document to the relevant user. Select a User and then
tick the ‘Default’ tick box if you want the user drop down to default to the selected
Doctor. (NOTE: this field can be left blank and allocated later)
Messages and other functions:- Copy the above settings to all the files currently in this wizard:
Click the 'Copy to all files' button to move the details shown to
each of the documents / images imported.
'Add to selected image as a new page':- Tick this box to add this image to the document
currently highlighted in the 'Imported document list'.
Merge all images in a single file with multiple pages:- Click the 'Merge images' button to merge
all the images into one single file.
Click the 'Next' button to view the next image. Complete any document details as required.
When all images have been reviewed, click the ‘Import’ button
to save the image/s to the Bulk Document Import screen and
also in the user's inbox if they have been allocated to a user. A
dialog box will appear showing how many documents were
imported to patient files and / or the inbox.
Click the ‘Cancel’ button to clear all the images imported and
start again.
Store in Patient file
Patient:
To allocate to a patient, click the ‘Search’ button. The ‘Open patient’ screen will be
displayed. Type the patient’s surname, first name. Highlight the required patient and
click the ‘Open’ button. This will now show the patient’s name and address. (NOTE:
this field can be left blank and
allocated later)
Date:
The ‘Date’ of the document will
default to today’s date. This can
be changed by using the drop
down calendar.
Subject:
The ‘Subject’ of the document
may be entered but is an
optional field.
Contact:
Click the ‘Search’ button to find
the sender of the document. The
‘Select contact’ screen will be
displayed. Type the contact’s
surname and/or category.
Highlight the required contact and click the ‘Select’ button.
Category: Select the document category that best describes this document. New document
categories can be added via Setup > Configuration > Lists > Document Type.
Detail:
Enter a more detailed description for this document.
User ref:
Enter a user reference if one is used within the practice.
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Confidential: Tick this box if the document is confidential. The document will only be visible for
the doctor marked as 'Usual doctor' in the patient's record.
Messages and other functions:- Copy the above settings to all the files currently in this wizard:
Click the 'Copy to all files' button to move the details shown to
each of the documents /
images imported.
Click the 'Next' button to view the next image. Complete
any document details as required.
When all images have been reviewed, click the ‘Import’
button to save the image/s to the Bulk Document Import
screen and also in the user's inbox if they have been allocated
to a user. A dialog box will appear showing how many documents were imported to patient files
and / or the inbox.
This documents/s will appear in the Correspondence In section of the patient's record.
Click the ‘Cancel’ button to clear all the images imported and start again.
Note: It is not necessary to allocate all imported/scanned documents to a patient or a user
at this time. If these fields are left blank the documents/images will remain in the 'Import
document list' waiting to be allocated. This is useful if you are going to scan a large amount of
information and don’t want to allocate each document on the run.
Import from Scanner
Ensure the scanner is installed and is working in the Windows environment.
Click the ‘Scan document’ button
to display the scanning screen.
Depending on the settings saved in the File > Options area either the Simple scanning interface
or the manufacturers interface screen will appear. If you are using the Manufacturers interface
option please refer to the documentation provided with the scanner for further details.
Below are details of the 'Simple Interface' screen.
o
o
o
o
o
o
Select the scan source from the drop down
Choose the colour depth from the drop down (B/W, Colour
etc)
Choose the resolution. By default it is 100 dots per inch
Choose the paper size
If you are scanning through a document feeder and want
the pages to be merged to a single document, tick the
‘Autofeed sheets as single document’ tick
box.
Click scan and the document will be scanned
and ready to be allocated to a patient / user.
The ‘Import new files’ screen will appear.
Scanned images can be stored in the ‘Inbox’ or in
the ‘Patient file’. By default ‘Store in’ is set to
the Doctors inbox.
Refer to the relevant section above under
‘Importing files’ for details of how to use this
screen.
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Import frrom Cam
mera
Ensure the camera is connected to
o the PC and
d can be acc
cessed within the Windows
environmen
nt.
Click the ‘I
Import doc
cument fro
om camera’ button
to displlay the sca
anning scre
een.
All
A images that
t
are currently store
ed on the
camera will be display a 'Get pictu
ure' screen.
By default the
t
'Thumbn
nails' icon will
w be
selected and
d thumbnails of each im
mage will
be visible.
To
T show an image in a larger view
w, click the
'Detail' icon.
To
T delete an
n image from the came
era, click
the
t
'Delete' icon.
To
T import th
he image, high
h
the ima
age and
click 'Get piicture'.
The
T
‘Import new files’ screen will
w appearr.
Import phottos can be stored
s
in the
e ‘Inbox’ or in the ‘Patie
ent file’. By
y default ‘Store in’ is se
et to
the
t
Doctors
s inbox.
Refer to the
e relevant se
ection above
e under ‘Im
mporting filles’ for deta
ails of how to
t use this
screen.
Working
W
with the
e Importe
ed Docum
ment List
Imported Document
D
List (for In
nbox)
The
T
‘Importted document list’ displays all docu
uments impo
orted or sca
anned that have
h
not bee
en
saved directtly to a patient’s file an
nd where the
e allocated User has no
ot yet action
ned them in their
inbox. This
s also includ
des all documents that have not be
een allocate
ed to a patie
ent or a User.
Important: Documents do not appear in
n the Inbox until they a
are allocated
d to a patien
nt.
This prevents bulk sca
ans from being stored in the inbox without pattient allocattion.
The
T
allocate
ed User, pattient and da
ate is display
yed for each
h document. As you highlight each
h
document itt will display
y the 'File allocation' de
etails includiing Subject,, Contact, Date,
D
User and
Patient thatt were alloca
ated when reviewing
r
th
he document.
This
T
screen can be used to allocate
e the Subject, Contact, Date, Userr and Patient details if they
have not be
een allocated
d earlier. You
Y
can also
o allocate the
e same deta
ails to multiple files by
holding dow
wn the Ctrl key
k
and click
king on each documentt. Once sele
ected the im
mage will change
to
t 'Multiple files selecte
ed' and any changes ma
ade in the 'F
File Allocatio
on' area will be applied to all
selected doc
cuments.
Documents can be dele
eted by high
hlighting a d
document an
nd pressing ‘Deleted’ on
n the keybo
oard.
Appending to a document in the imported document list
You are able to attach a scanned/imported image to one that is already sitting in the imported
document list.
Select a document from the ‘imported document list’ before importing or scanning. On the
'Import New Files' screen there will be a tick box ‘Add to selected image as a new page’.
Tick this to append this current image to the one highlighted in the 'Imported documents list'.
This feature will only work if the highlight document is an image file.
Note: When two files have been merged, the icon on the 'Imported document list' will change
from a single page to a nested page to indicate that there are multiple pages.
View
Image details are displayed at the bottom of the screen when a document is highlighted. These
image dimensions include the height, width and file size.
The view of the currently highlighted document can be changed by clicking on the buttons at the
top of the ‘Bulk document import’ utility.
 ‘Full screen’ opens the document in the document viewer.
 Zoom allows the view to be changed to preset percentages
 ‘Zoom in’ and ‘Zoom out’ change the viewable size of the document.
 ‘Marquee selection’ allows a section to be highlighted with the mouse. The selected
section is then expanded to fit on the page.
 The ‘Pan image’ tool can be used to move the image around the screen if it is too big to
fit on the page.
 ‘100%’ views the document at full size.
 ‘Fit to window’ zooms the image so that the entire image is visible on the screen.
 ‘Fit width’ zooms the image so that the entire width of the image is visible on the screen.
 ‘Fit height’ zooms the image so that the entire height of the image is visible on the
screen.
 ‘Rotate left’ and ‘Rotate right’ will rotate the image respectively.
 ‘Previous page’ and ‘Next page’ moves between the pages of a multi page document.
 ‘Delete image page’ will delete the current page of a multi-page document.
 ‘Change File Order’ will allow you to change the page order within the document
MORE INFORMATION
For more information consult the Best Practice Help Library or contact us via our
07 4155 8800
http://forum.bpsoftware.com.au
07 4153 2093
http://www.bpsoftware.com.au
support@bpsoftware.com.au
Last Reviewed:
sales@bpsoftware.com.au
07/03/2012
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