ECR Vault User Guide

ECR Vault User Guide
ECR Vault User Guide
ECR Vault
Version 8.2
Copyright
Copyright 2003‐2016 Milner Technologies, Inc. . This manual and the software described in it are copyrighted with all rights reserved. Neither this documentation nor the software may be copied in whole or in part without the prior written consent of the copyright owner. All rights reserved.
Trademarks
ECR VaultTM is a trademark of Milner Technologies, Inc. . Other brand and product names are trademarks or registered trademarks of their respective holders.
Proprietary Notice
This documentation is proprietary information of Milner Technologies, Inc. . It may only be used under the terms and conditions of your ECR Vault license. It may not be shared, distributed, cop‐
ied, reproduced, or used for any purpose other than as specified without the written permission of Milner Technologies, Inc. .
Contents
CONTENTS
Contents ........................................................................................................... iii
1. Accessing ECR Vault Applications .................................................................. 7
1.1 Logging into ECR Vault ................................................................................................. 7
2. ECR Vault Retrieve: Finding and Viewing Documents..................................... 9
2.1 Launch ECR Vault Retrieve from OfficeMate ................................................................ 9
2.2 Temporarily Minimize the Patient Window ................................................................. 9
2.3 Sorting the Forms List ................................................................................................ 10
2.3.1 Sort the Forms List................................................................................................... 10
2.4 Filtering the Forms List .............................................................................................. 11
2.4.1 Custom Filters.......................................................................................................... 11
2.4.2 Filter Patient Forms List........................................................................................... 11
2.4.3 Clear Column Filters ................................................................................................ 12
2.4.4 Create a Custom Filter............................................................................................. 12
2.4.5 Edit a Custom Filter ................................................................................................. 13
2.4.5.1 Setting a Default Custom Filter.................................................................... 14
2.4.5.2 Clearing Default Custom Filters ................................................................... 15
2.4.6 Delete a Custom Filter ............................................................................................. 16
2.5 Index Searching ......................................................................................................... 16
2.5.1 Search for a Date or Value....................................................................................... 17
2.5.2 Search a Range of Dates .......................................................................................... 17
2.5.3 Multiple Search Criteria........................................................................................... 18
2.5.4 Perform an Index Search ......................................................................................... 18
2.6 Full Text Searching..................................................................................................... 18
2.6.1 Perform a Full Text Search....................................................................................... 19
2.6.1.1 Search for All Words .................................................................................... 19
2.6.1.2 Search for At Least One Word ..................................................................... 20
2.6.1.3 Search for Exact Phrase ............................................................................... 20
2.6.1.4 Search for Documents Without these Words.............................................. 20
2.6.1.5 Search for Documents with Words that are Similar .................................... 21
2.7 Viewing Forms and Documents.................................................................................. 21
2.7.1 View Forms and Documents.................................................................................... 22
2.7.1.1 Browse Forms or Documents ...................................................................... 22
2.7.2 View Multiple Documents Simultaneously.............................................................. 23
ECR Vault User Guide
iii
Contents
2.8 Editing Form Information........................................................................................... 23
2.8.1 Editing Text Values............................................................................................ 24
2.8.2 Selecting Values from a List............................................................................... 24
2.8.3 Selecting Date Values from a Calender .............................................................. 25
2.8.4 Saving Your Changes ......................................................................................... 26
2.8.5 Edit Forms Information ........................................................................................... 26
2.9 Print the Forms List.................................................................................................... 27
2.10HIPAA Compliance.................................................................................................... 28
2.10.1Set HIPAA Status..................................................................................................... 29
2.11Distributing Forms and Documents........................................................................... 30
2.11.1Email Forms and Documents.................................................................................. 30
2.11.2Print Forms and Documents................................................................................... 31
2.11.3Save Forms to a Folder ........................................................................................... 32
2.12Application Options.................................................................................................. 33
2.12.1Distribution Options ............................................................................................... 33
2.12.2Connectivity Options .............................................................................................. 34
2.12.3Security Options ..................................................................................................... 34
2.12.4Configure Email Settings ........................................................................................ 34
2.12.5Configure the ECR Vault Server Connection........................................................... 35
2.12.6Configure Security Settings .................................................................................... 36
3. ECR Vault Capture: Capturing Documents.................................................... 39
3.1 Launch ECR Vault Capture from OfficeMate............................................................... 40
3.2 Launch ECR Vault Capture as a Stand Alone Application ............................................ 40
3.3 Configuring your Workspace...................................................................................... 40
3.3.1 Change the Window Layout .................................................................................... 41
3.4 Scan Forms ................................................................................................................ 42
3.4.1 Change Scanner Settings ......................................................................................... 42
3.4.2 Import Forms........................................................................................................... 43
3.4.3 Change Page Order.................................................................................................. 44
3.4.4 Delete a Page........................................................................................................... 45
3.5 Current View and All Images View ............................................................................. 45
3.5.1 How to Switch between Current Image and All Images Views................................ 45
3.6 Viewing Forms and Documents.................................................................................. 46
3.6.1 View Images ............................................................................................................ 46
3.6.1.1 Zoom and Fit Page ....................................................................................... 47
3.6.1.2 Rotate Pages................................................................................................ 48
iv
ECR Vault User Guide
Contents
3.7 Redacting Documents................................................................................................ 48
3.7.1 Drawing Redactions................................................................................................. 50
3.7.2 Editing Redactions ................................................................................................... 52
3.7.2.1 Moving Redactions ...................................................................................... 52
3.7.2.2 Rotating Redactions..................................................................................... 52
3.7.2.2.1 Using / Resetting Control Points................................................... 53
3.7.2.3 Copying / Cutting and Pasting Redactions................................................... 54
3.7.2.4 Locking / Unlocking Redactions................................................................... 54
3.7.2.5 Deleting Redactions..................................................................................... 55
3.7.2.6 Redaction Properties ................................................................................... 56
3.8 Annotating Documents.............................................................................................. 56
3.8.1 Creating Annotations............................................................................................... 58
3.8.2 Editing Annotations ................................................................................................. 59
3.8.2.1 Resizing Annotations ................................................................................... 59
3.8.2.2 Moving Annotations .................................................................................... 60
3.8.2.3 Rotating Annotations................................................................................... 61
3.8.2.3.1 Using / Resetting Annotation Control Points................................ 61
3.8.2.4 Copying / Cutting and Pasting Annotations................................................. 62
3.8.2.5 Locking / Unlocking Annotations................................................................. 63
3.8.2.6 Deleting Annotations................................................................................... 64
3.8.2.7 Annotation (Note) Properties...................................................................... 64
3.9 Using the Auto‐Repeat Function ................................................................................ 65
3.10ECR Vault Capture Modes ......................................................................................... 68
3.10.1Change ECR Vault Capture Mode ........................................................................... 68
3.10.2Patient Records Mode ‐ Enter Patient Information................................................ 69
3.10.2.1Updating Patient Information using Optical Character Recognition.......... 72
3.10.2.1.1Patient Records Mode ‐ Update Patient Information using OCR 73
3.10.2.2Undo your Last Action ................................................................................ 75
3.10.2.3Clear Patient Information........................................................................... 75
3.10.3Explanation of Benefits Mode ‐ Add Multiple Patients .......................................... 75
3.10.3.1Explanation of Benefits Mode ‐ Add Form Types ....................................... 77
3.10.3.2Explanation of Benefits Mode ‐ Remove Form Types ................................ 78
3.10.4Accounts Payable Mode ‐ Enter Vendor and Form Information ............................ 78
3.10.5Abandon and Delete a Job ..................................................................................... 81
3.11Administering ECR Vault Capture.............................................................................. 82
3.11.1Accessing ECR Vault Capture's Settings Window ................................................... 82
3.11.2Restricting Access to ECR Vault Capture's Settings Window.................................. 82
ECR Vault User Guide
v
Contents
3.11.2.1Disabling the Administration Password Feature ........................................ 83
3.11.3Change Capture Application Settings ..................................................................... 83
3.11.3.1Enable Terminal Services/Remote Connection Mode................................ 85
3.11.3.2Enable Security ........................................................................................... 85
3.11.3.3Extract Data ................................................................................................ 86
3.11.3.4Set Form Type Button Size ......................................................................... 87
3.11.3.5Configure the ECR Vault Server Connection............................................... 88
3.11.3.6Manage Form Types ................................................................................... 90
3.11.3.6.1Add a New Form Type ................................................................. 92
3.11.3.6.2Delete a Form Type ..................................................................... 93
3.11.3.6.3Change the Order of Form Types ................................................ 94
3.11.3.7Configure Accounts Payable Status Options .............................................. 94
4. ECR Vault Print to Archive ........................................................................... 97
4.1 Print to Archive Capture Process................................................................................ 97
4.2 Capturing Documents Using ECR Vault Print to Archive ............................................. 97
4.2.1 Capturing Documents in ECR Vault Print................................................................. 98
4.2.2 Processing Captured Documents............................................................................. 99
5. Automatic Software Updates for ECR Vault ............................................... 101
5.1 Install Software Updates ......................................................................................... 101
Index................................................................................................................... i
vi
ECR Vault User Guide
Accessing ECR Vault Applications
1. Accessing ECR Vault Applications
You must log in to ECR Vault using your Office Mate user name and password before you can either capture forms or view forms.
If you have either ECR Vault Capture or the ECR Vault client open for a period of time without using it, the application will lock and display the Log In window. You will need to log in again to unlock it and continue working. The period of time that must expire before you must log in again is configured during installation and can only be changed by ECR Vault support personnel. By default, it is 10 minutes.
1.1
Logging into ECR Vault
If security is enabled on your system, the User Validation window will be displayed when you attempt to access ECR Vault or when the lock out is activated by leaving the application idle for a period of time.H1 Body
Figure 1‐1. Logging into ECR Vault
1. 1. Enter your Office Mate user name into the User Name field.
2. 2. Enter your Office Mate password into the Password field.
3. 3. Click the Log In button.
NOTE:
You can display the User Validation window by selecting “Log In.”
ECR Vault User Guide
7
Accessing ECR Vault Applications
8
ECR Vault User Guide
ECR Vault Retrieve: Finding and Viewing Documents
2. ECR Vault Retrieve: Finding and
Viewing Documents
ECR Vault Client allows you to view a patient's forms and documents. You can search for documents by document date, expiry date (if relevant), form type etc. You can also search for words and phrases that appear in the text of the form that you are searching for.
ECR Vault Client also allows you to distribute documents and forms to other people. You can print documents to any printer, send them out by email or save them to a folder on your local or network drive.
ECR Vault Client is accessed from the Patient screen in OfficeMate by pressing F10.
NOTE:
The key used to launch ECR Vault can be reconfigured by an administrator. F10 is the default key.
2.1
Launch ECR Vault Retrieve from OfficeMate
From any Patient window in OfficeMate, press F10. ECR Vault Client will launch and display a complete list of forms and documents for the patient. From here you can view documents, filter the list or search for specific forms and documents.
NOTE:
2.2
The key used to launch ECR Vault\ Client can be reconfigured by an administrator. F10 is the default key.
Temporarily Minimize the Patient Window
If you need to minimize the window to the task bar, but do not want to close the application completely, you can use the Close Patient Record button. It is much faster to reopen the ECR Vault Patient window for the patient if you have used this method to close the window than if you exit the application completely and relaunch it from Office Mate.
1. Click the Close Patient Record button on the tool bar.
The ECR Vault Patient window will be minimized to the Windows Task Bar: 2. To display the Patient window again, click the ECR Retrieve button in Office Mate.
NOTE:
For security reasons, patient documents will not be shown if you display the Patient window again by clicking on the button on the Windows Task Bar. The window will be displayed, but no documents will be listed. To view them, click the ECR Retrieve button.
ECR Vault User Guide
9
ECR Vault Retrieve: Finding and Viewing Documents
2.3
Sorting the Forms List
The forms can be sorted by any of the columns that you can see in the list.
Figure 2‐1. The Forms List
For example, the list in the figure above is sorted by the Date Entered column. The small triangle on the column header indicates that the list is currently sorted by this column in ascending order.
NOTE:
The AMD button is available only when the selected patient has forms used by the AMD Manager module
2.3.1 Sort the Forms List
1. Click the header of the column that you want to sort by.
The list will be sorted in ascending order.
Figure 2‐2. Column Header
2. To sort in descending order, click the header again.
NOTE:
10
You can only sort by a single column. See Filtering the Forms List, Index Searching and Full Text Searching for additional ways to find individual items in the patient forms list
ECR Vault User Guide
ECR Vault Retrieve: Finding and Viewing Documents
2.4
Filtering the Forms List
Filtering allows you to only display only the patient's forms that have certain values in a specified column. For example, you could restrict the list to forms that were captured by one or more specific users by selecting those users from the 'Entered By' column filter list or you could filter out certain Form Types that you do not want to see.
Each column in the list can be used to filter forms and you can apply filters to multiple columns at once. Filters are applied in the order in which you set them. For example, you set a filter on the Form Type column to only display Insurance Authorizations, then you set a filter on Document Date to only display documents with a date of '11/16/2008'. The resulting list would only show Insurance Authorizations with a Document Date of '11/16/2008'.
2.4.1 Custom Filters
A custom filter allows you to save a set of filters under a name that you specify. You can then apply that filter by simply selecting its name from the Filters menu.
For example, if you often only need to see Patient Referrals and Lab Results, you can create a custom filter that shows forms that have the form type 'Patient Referral' and 'Lab Results'. You would then be able to filter the list by selecting your custom filter from the Filters menu.
Custom filters can also be set as the default display for columns of the Forms List. This is useful for filters that you use often.
2.4.2 Filter Patient Forms List
1. Right‐click on the column that you want to filter by.
For example, if you want to display all documents dated yesterday for this patient, you would right‐click on the Document Date column.
Figure 2‐3. Setting filters on a column
ECR Vault User Guide
11
ECR Vault Retrieve: Finding and Viewing Documents
2. Check the boxes next to the results that you want to display. Only documents with a value that matches one of the checked values in the filtered column will be listed.
If you checked the box next to '11/13/2008' in the example above, only documents with a Document Date of '11/13/2008' will be listed. If you checked '11/13/2008' and '11/19/2008', results from both dates will be displayed. See Index Searching for more information on the different column values.
2.4.3 Clear Column Filters
•
To clear filters that you have applied to a specific column, right‐click on the column header and click 'Clear column filters'.
•
To clear all filters, select Clear All Filters from the Filters menu.
2.4.4 Create a Custom Filter
1. Click the Filter button from the toolbar. A drop‐down menu will be displayed:
Figure 2‐4. The Filter Menu
2. Select Create New Custom Filter. The Create New Filter window is displayed.
Figure 2‐5. Creating a New Custom Filter
12
ECR Vault User Guide
ECR Vault Retrieve: Finding and Viewing Documents
3. Enter a name for the filter. This name will be displayed on the Filters menu so it should be `.
4. Select the column that you want to filter on from the Column drop‐down list.
5. Select the operator that you want to use for this filter from the middle drop‐
down list. The available operators are:
Table 2-1: Filter Operators
=
The value in the column must match exactly
>=
The value in the column must be less than or equal to the value that you enter.
<=
The value in the column must be greater than or equal to the value that you enter.
<
The value in the column must be greater than the value that you enter.
>
The value in the column must be less than the value that you enter.
!=
The value in the column must not be the same as the value that you enter.
between
The value in the column must fall between the two values that you enter.
NOTE:
If you select between, and extra value box will displayed so that you can enter a high and low value
6. Enter the value that you want to filter on into the value box. If you select the Form Type column to filter on, you will be able to select the value from a list instead of typing it.
For example, to create a filter that only displays the patients 'Lab Results' documents, select Form Type from the Column list and then select Lab Results from the list of form types.
7. Click the + button to add the filter. If you need to filter on more than one column, add the next filter in the same way. Make sure that you click the + button to add it.
NOTE:
If you want to remove a column that you have already added, click the ‐ button next to it
8. When you have added all the columns, click Save.
2.4.5 Edit a Custom Filter
1. Click the Filters button to display the Custom Filters menu.
2. Select Manage Custom Filters.
ECR Vault User Guide
13
ECR Vault Retrieve: Finding and Viewing Documents
Figure 2‐6. Editing Custom Filters
3. Select the filter that you want to edit from the Select Existing Filter drop‐down list.
4. Configure the columns and values for the filter.
For more information on setting up columns and values to filter on, see Create a Custom Filter.
5. Click the Save button.
2.4.5.1 Setting a Default Custom Filter
Custom filters can be set as the default display for a column in the Forms List using the Default Filter function in the Manage Custom Filters window.
To set a custom filter as the default display for columns, do the following:
1. Click the Filter button from the toolbar to display the Custom Filter drop‐down menu
2. Click the Manage Custom Filter option from the Custom Filter drop‐down menu to open the Manage Custom Filters window
3. In the Existing Filters tab, click the Select Existing Filter drop‐down menu and select from the drop‐down menu the custom filter that will be set as the default filter
4. Click the Set as Default button to set the filter displayed in the Select Existing Filter drop‐down menu as the default display for the column; the name of the filter will display in the Default Filter field.
14
ECR Vault User Guide
ECR Vault Retrieve: Finding and Viewing Documents
Figure 2‐7. Setting a Default Custom Filter
5. Click the Save button.
NOTE:
Default custom filters can be cleared by: (1) selecting the custom filter from the Select Existing Filter drop‐down menu of the Manage Custom Filters window, and (2) clicking the Clear Default button in the Manage Custom Filters window.
2.4.5.2 Clearing Default Custom Filters
Columns of the Forms List set with default custom filters can be cleared. Once cleared, columns will display all information available without filtering properties.
To clear columns of a default custom filter, do the following:
1. Click the Filter button from the toolbar to display the Custom Filter drop‐down menu
2. Click the Manage Custom Filter option from the Custom Filter drop‐down menu to open the Manage Custom Filters window
3. In the Existing Filters tab, click the Select Existing Filter drop‐down menu and select from the drop‐down menu the custom filter that is set as the current default filter for a columns
4. Click the Clear Default button to clear the filter displayed in the Select Existing Filter drop‐down menu as the default filter
ECR Vault User Guide
15
ECR Vault Retrieve: Finding and Viewing Documents
Figure 2‐8. Clearing a Default Custom Filter
5. Click the Save button.
2.4.6 Delete a Custom Filter
1. Click the Filters button to display the Custom Filters menu.
2. Select Manage Custom Filters.
Figure 2‐9. Deleting a Custom Filters
3. Select the filter that you want to delete from the Select Existing Filter drop‐down list.
4. Click the Delete Custom Filter button. You will be asked to confirm that you want to delete the selected filter.
5. Click the Yes button.
2.5
Index Searching
Index searches allow you to search for documents using the information that was entered when the document was captured. The criteria you can search by are:
16
ECR Vault User Guide
ECR Vault Retrieve: Finding and Viewing Documents
•
Document Date:This is a date that is assigned to the document when it is captured. In most cases, this is the date on which the form was received by your practice.
•
Expires On:Some forms may only be valid for a limited amount of time. Those forms will have their expiry date stored in the archive so that you can search for those that expire on or between certain dates.
•
Captured Date:This is the date on which the form was scanned or imported into ECR Vault.
•
Entered By: The windows user who captured the form.
•
Form Type: The type of form i.e. Insurance Authorization, Biometry
NOTE:
Any note that was entered for this form when it was captured
2.5.1 Search for a Date or Value
If you want to search for a single date, enter the date in the From box.
Example:To search for documents that were captured on 9/15/2008 enter '9/15/2008' in the From box for Captured date.
Example: To search for all Biometry forms, enter 'Biometry' in the Form Type box.
NOTE:
Index searches will match any value that starts with the text that you enter. For example, entering 'bio' in the Form Type box will match 'biometry', 'biometrics' and 'biographical data
2.5.2 Search a Range of Dates
To search on a range of dates, enter the earlier date in the From box and the later date in the To box.
Example: To search for all forms captured in November 2008, enter '11/1/2008' into the Captured Date From box and '11/30/2008' into the Captured Date To box.
To search all dates before a certain date, enter it in the To box.
Example: To search for all forms captured before 15th November 2008, enter '11/15/2008' into the Captured Date To box.
To search all dates after a certain date, enter it in the From and the To box.
Example: To search for all forms captured after 15th November 2008, enter '11/15/2008' into the Captured Date From and the Captured Date Tobox.
ECR Vault User Guide
17
ECR Vault Retrieve: Finding and Viewing Documents
2.5.3 Multiple Search Criteria
You can also combine multiple index searches.
Example: To search for all Biometry forms captured in November 2008, enter 'Biometry' into the Form Type box then enter '11/1/2008' into the Captured Date From box and '11/30/2008' into the Captured Date To box.
2.5.4 Perform an Index Search
1. Click the Index Search tab.
2. Enter your search criteria in the boxes provided.
If you are entering a date, click the down arrow to the right of the box to display a calender. Click on a date to select it or use the left and right arrows at the top of the calender to display the previous or next month.
Figure 2‐10. Selecting a date from a calender
3. Click the Search button at the top of the Index Search panel: 2.6
Full Text Searching
When you perform a full text search, all text and words in a form or document are searched. There are five different search types available for full text searches. You can use one or more of these to narrow down the number of search results you get.
18
ECR Vault User Guide
ECR Vault Retrieve: Finding and Viewing Documents
2.6.1 Perform a Full Text Search
1. Click the Full Text Search tab.
Figure 2‐11. Full Text Search panel
2. Enter your full text search criteria.
3. Click the Search button at the top of the Index Search panel: 2.6.1.1 Search for All Words
Only documents that contain all of the words that you enter will be returned in the search results list.
Example Search: Enter 'bright blue sky' into the All Words box.
Figure 2‐12. With all words searching
Results: All documents that contain the word 'bright' and the word 'blue' and the word 'sky' anywhere in the document. The words do not need to be together or in any particular order, but all words must be present.
ECR Vault User Guide
19
ECR Vault Retrieve: Finding and Viewing Documents
2.6.1.2 Search for At Least One Word
Only documents that contain one or more of the words that you enter will be returned in the search results list.
Example Search: Enter 'blue green purple' into the At Least One Word box. Figure 2‐13. At least one word searching
Results: All documents that contain the word blue or the word green or the word purple. It will also return documents that contain two or three of those words.
2.6.1.3 Search for Exact Phrase
Only documents that contain the exact phrase that you enter will be returned in the search results list.
Example Search: Enter 'bright blue sky' into the Exact Phrase box. Figure 2‐14. Exact phrase searching
Results: All documents that contain the phrase 'bright blue sky'. The exact phrase must appear as entered.
2.6.1.4 Search for Documents Without these Words
Only documents that do not contain the words that you entered will be returned in the search results list.
20
ECR Vault User Guide
ECR Vault Retrieve: Finding and Viewing Documents
Example Search: Enter 'red' into the All Words box and 'blue' into the Without these Words box:
Figure 2‐15. With / without searching
Result: All documents that contain the word 'red' but do not contain the word 'blue'.
2.6.1.5 Search for Documents with Words that are Similar
Only documents that contain words that are similar to the words that you enter in the box will be returned in the search results list.
Example Search: Enter 'bright blue sky' into the Exact Phrase box and enter 'red' into the All Words box.
Figure 2‐16. With similar words searching
Results: All documents that contain the phrase 'bright blue sky' and the word 'red'. The exact phrase 'bright blue sky' and the word 'red' can be anywhere in the document but both must be present at least once.
2.7
Viewing Forms and Documents
Documents and forms are displayed on ‐screen using the Adobe Reader PDF viewer. The viewer has functions built in that allow you to zoom, print, email and browse pages of the document that you are currently viewing. Information about the document is displayed in a panel to the left.
ECR Vault User Guide
21
ECR Vault Retrieve: Finding and Viewing Documents
2.7.1 View Forms and Documents
1. There are two methods that you can use to open a form for viewing:
•
Double‐click on the form in the list.
•
Click the 'eye' icon next to the form that you want to view: The form will display in the Image Viewer.
Figure 2‐17. Viewing forms and images
2. In the viewer, you can browse the document using Adobe Reader functions.
3. You can also browse through the patient's forms and documents from the Image Viewer using the Next and Previous buttons. These buttons will browse through the forms in the order in which they were listed in the Main window (see Browse Forms or Documents).
2.7.1.1 Browse Forms or Documents
1. Open a document or form in the Viewer (see Viewing Forms and Documents).
2. Click the Next button to view the next form in the list:
.
22
ECR Vault User Guide
ECR Vault Retrieve: Finding and Viewing Documents
3. Click the Previous button to view the previous form:
The current form number and total number of forms is displayed at the top right of the Form Information panel:
4. Click the Close All button to close all open documents: .
2.7.2 View Multiple Documents Simultaneously
1. In the list of forms, check the box next to each form that you want to view.
2. To display the documents, do one of the following:
•
Click the View Checked Documents button on the toolbar: •
Right click on the list and select Open then Multiple Viewers from the popup menu:
Figure 2‐18. An Image Viewer will display for each selected document
2.8
Editing Form Information
You can edit form information directly in the Forms List by switching to Edit Mode. once in Edit Mode, you will be able to select values in the list and change them, either by typing or by selecting a new value from a menu or calender. The method used to edit the information depends on the type of information.
While you are in Edit Mode, you can edit as many values as you need. But you must save the edited Forms List before your changes become permanent and visible to other users.
When you have edited any information for a particular form. That form's row will be highlighted in Blue. This allows you to see where you have changed information and also alerts yo uto the fact that you have made changes that you have not yet saved. When you save the changes, the highlighting will be removed.
ECR Vault User Guide
23
ECR Vault Retrieve: Finding and Viewing Documents
Figure 2‐19. Edited rows highlighted in blue
2.8.1 Editing Text Values
Most values in the Forms List are text values. These are edited by typing a new value into the box or by changing the existing value.
Click on the box containing the value that you want to edit. The entire box will be highlighted. You can start typing to replace the value with a new one.:
If you want to edit the existing value instead of replace it, click on the box again to display a cursor. Now, when you start to type, text will be inserted at the cursor. Or you can press the Delete key to delete some or all of the existing value.
After editing a value you must press the Tab or Enter key to commit the change. If you save the list without doing this, the change will not be made. You can also commit the change by clicking on another box. After the change has been committed, the cursor will no longer be visible.
2.8.2 Selecting Values from a List
If you want to edit the Form Type for any given form, you can select a new type from a drop down list. When the Forms Listis in Edit Mode, you will see a down arrow displayed to the right of the Form Type. Click on the box to select it for editing. Once the box is selected, click on the arrow button to display the menu as shown below.
When you select an option from the menu, the menu will close but the box will remain highlighted.
24
ECR Vault User Guide
ECR Vault Retrieve: Finding and Viewing Documents
Figure 2‐20. Listed selection
Figure 2‐21. Selected item
As with text values, you must commit the change by pressing Tab or Enter, or by clicking on another box.
2.8.3 Selecting Date Values from a Calender
Date Values, such as Document Date can be edited by selecting a new date from a calender. This works in a similar way to the drop down list.
First, click on the box that contains the date to select it. The box will be highlighted. At this point, you can begin typing the date manually if you want to.
To display a calender, click on the box again. An arrow button will appear in the box. Click the arrow button to display the calender as shown below.
ECR Vault User Guide
25
ECR Vault Retrieve: Finding and Viewing Documents
Figure 2‐22. Calender drop‐down menu
Click on a date to select it. You can change the month by clicking on the left and right arrows at the top of the calender. When you select a date, the calender will close but the data value in the box will remain selected. You must commit the change by pressing Tab or Enter, or by clicking on another box.
2.8.4 Saving Your Changes
To permanently save your changes and to make them visible to other ECR Vault users, you need to select Save from the Edit menu. If you do not do this, your changes will be lost. Highlighted rows will be reset when you save, so if you see any blue rows, you know that you have unsaved changes.
WARNING:
Only committed changes will be saved. So, for example, if you have selected a new form type, but you have not pressed Tab or Enter or clicked on a different box to commit the change, and then you select Save, the new form type will not be saved
2.8.5 Edit Forms Information
1. Click the arrow to the right of the Save Changes button on the tool bar.
2. Select Mode. A second menu will display.
Figure 2‐23. Selecting Edit Mode
26
ECR Vault User Guide
ECR Vault Retrieve: Finding and Viewing Documents
3. Select Edit. When you are in edit mode, a notification will be displayed in the status bar.
4. Edit the information as required.
NOTE:
You cannot use filters or sort the forms list while you are in Edit mode. Any filters or sorting that were applied when you entered Edit mode will be removed. You can reduce the size of the list by using an Index Search. See Index Searching for more information on performing index searches.
5. Click the Save Changes button or select Save from the drop down menu.
After saving or canceling, you will be placed back in Read‐Only mode. If you need to edit more forms, you will need to re‐enter Edit mode as described in steps 1 and 2.
NOTE:
You can also select Cancel to reset your changes without saving them
If you attempt to close the ECR Vault window without saving your changes, you will be prompted to do so with the following message:
6. Click Yes to save your changes. If you click No, your changes will be lost.
2.9
Print the Forms List
You can print the current forms list from the main tool bar. Only the forms currently displayed will be printed, with any filters or searches that you have performed applied to the final output.
1. Click the Print Document List button.
The document list will be displayed in a viewer for you to preview: 2. Click the Print button on the Viewer tool bar to print the list: ECR Vault User Guide
27
ECR Vault Retrieve: Finding and Viewing Documents
2.10 HIPAA Compliance
The HIPAA button on the main toolbar is color‐coded to reflect the current status of HIPAA compliance for the current patient.
If the button is colored green, the 'Patient has read and understood notice' option has been checked and the 'Patient has a modified form on file' box is not checked.
Figure 2‐24. HIPAA 'Green' Status
If the button is colored yellow, then the 'Patient has read and understood notice' option has been checked and the 'Patient has a modified form on file' box is also checked.
Figure 2‐25. HIPAA 'Yellow' Status
If the button is colored red, both options are unchecked. You will not see additional options until you have checked the 'Patient has read and understood notice' option.
28
ECR Vault User Guide
ECR Vault Retrieve: Finding and Viewing Documents
Figure 2‐26. HIPAA 'Red' Status
2.10.1Set HIPAA Status
1. Click the HIPAA button on the toolbar to open the HIPAA Status window
2. Check or uncheck the 'Patient has read and understood notice' and 'Patient has a modified form on file' options as appropriate for the patient.
The color of the button will change to reflect the new status. See HIPAA Compliance for a full explanation:
Figure 2‐27. Setting the Patient's HIPAA Status
3. The 'Date Recorded' box will update with the current date and time when you change the selected options.
4. The 'Recorded By' box will be populated with your Office Mate user name.
ECR Vault User Guide
29
ECR Vault Retrieve: Finding and Viewing Documents
2.11 Distributing Forms and Documents
ECR Vault allows you to distribute a patient's forms by email, by printing out a hard copy or by saving an electronic copy to a folder on your local drive or network drive.
Multiple forms can be distributed at once. When emailing or saving multiple files, you can combine them into a single PDF file or leave them as separate files. Folder and email distribution can also bundle forms into password‐protected ZIP files.
2.11.1Email Forms and Documents
1. Check the boxes next to each form in the list that you want to email.
Figure 2‐28. Marking documents to distribute
2. Click the Email button:
The Email window will be displayed. You will also notice a download window indicating that the forms are being downloaded from the server, ready to be emailed.
NOTE:
You can also right click on the list and select Distribute To... then Email or select Email from the Distribute menu
Figure 2‐29. Emailing a patient's forms
30
ECR Vault User Guide
ECR Vault Retrieve: Finding and Viewing Documents
3. Enter your email address or the email address of the sender into the From box.
4. Enter the email address of the recipient in the To box. You can specify multiple email addresses by separating them with a semi‐colon (;).
5. Enter a subject line into the Subject box and a message to be sent with the forms into the large box.
6. If you want to merge multiple forms into a single PDF file, select the Merge PDFs check box. If you do not select this option, each form that you selected to email will be sent as a separate file inside a Zip file.
7. If you would prefer to use Microsoft Outlook to email your forms, select the Use Outlook option. If you select this option, Outlook will be launched when you click Email.
8. Click the Email button. The Email Attachment Password window will be displayed:
Figure 2‐30. Email Attachment Password window
9. Enter a password for the attachment. The password must be between 8 and 65 characters in length.
10. Click the OK button. A confirmation window will appear once the distribution is complete.
2.11.2Print Forms and Documents
1. Check the boxes next to each form in the list that you want to print.
Figure 2‐31. Marking documents to distribute
ECR Vault User Guide
31
ECR Vault Retrieve: Finding and Viewing Documents
2. Click the Print button:
The form or forms will display in the viewer for you to preview.
NOTE:
You can also right click on the list and select Distribute To... then Print or select Folder from the Print menu
3. Click the Print button on the Adobe Reader toolbar to print the forms.
2.11.3Save Forms to a Folder
1. Check the boxes next to each form in the list that you want to save.
Figure 2‐32. Marking documents to distribute
2. Click the Folder button:
The Folders window will be displayed. You will also notice a download window indicating that the forms are being downloaded from the server, ready to be saved to disk.
NOTE:
32
You can also right click on the list and select Distribute To... then Folder or select Folder from the Distribute menu
ECR Vault User Guide
ECR Vault Retrieve: Finding and Viewing Documents
Figure 2‐33. Saving a patient's forms
3. Click the Browser button.
A file browser window will open. Locate the folder where you would like to save your files and click Open.
4. (Optional) Enter a new name for the Zip file containing the records you are saving.
NOTE:
ECR Vault automatically generates a file name. You can keep the default name or change it to better suit your needs
5. Enter a password for the file.
The password must be between 8 and 65 characters in length.
6. If you selected to save multiple forms, you can select the Merge PDFs option to merge them into a single PDF file. If you do not select this option, the forms will be saved as separate files inside a Zip file.
7. Click the Save button.
A confirmation window will appear once the file has been saved.
2.12 Application Options
ECR Vault Retriever options allow you to configure distributions settings and configure the connection to the ImageDirector archive.
2.12.1Distribution Options
In the email options, you must enter the outgoing email server and port to use to send emails from ECR Vault Retriever. This information is required if you want to send forms by email.
ECR Vault User Guide
33
ECR Vault Retrieve: Finding and Viewing Documents
2.12.2Connectivity Options
In the event that your ImageDirector server is moved or the URL to the server is changed for any reason, you can update it here.
2.12.3Security Options
Enabling security will require users to log in with their OfficeMate user name and password, in order to access ECR Vault Capture. You must restart ECR Vault after making any changes to the Application options before the changes will take effect.
2.12.4Configure Email Settings
1. Select Options from the Tools menu.
2. Click the Distribution tab. Email setup information is displayed:
Figure 2‐34. Email Setup screen
3. Place a check in the Use OutLook box if you are using Microsoft Outlook as your email client.
4. Type in the IP address or network location of your email server in the Outgoing mail server box located in the Server Information section of the window.
34
ECR Vault User Guide
ECR Vault Retrieve: Finding and Viewing Documents
5. Type in the outgoing server port in the Outgoing mail server port box (if different from the default setting).
6. Place a check in the This server requires an encrypted connection (SSL) check box if your server requires all email messages to be sent with SSL encryption.
7. The Use Default Credentials box is checked by default. This setting uses your initial login information to access your email account. Uncheck this box to provide a different user name and password.
If unchecked, enter the user name and password associated with the email account listed in step 4.
8. Click the Test button to test the email settings.
NOTE:
This button is only available when the Use Outlook box is unchecked
9. Click the OK button to save your changes.
2.12.5Configure the ECR Vault Server Connection
ECR Vault Capture must be able to connect to the ECR Vault Content Server in order to store completed documents. The name of the server and the application to use to store documents can be set on the ECR Vault Server tab in the Settings window.
1. Select Options from the Tools menu. The Options window will open.
2. Select the Connectivity tab.
Figure 2‐35. ECR Vault Server Connection settings
ECR Vault User Guide
35
ECR Vault Retrieve: Finding and Viewing Documents
3. Type the address of the ECR Vault server in the ECR Content Server box.
If a connection can be made using the address that you entered, a green check mark will be displayed.
NOTE:
Both HTTP and HTTPS are supported if a URL is typed into this box.
4. To use the currently logged in Windows user, select the 'Use default credentials' option.
5. To provide a user account, unselect the 'Use default credentials' option and enter the User Name and Password in the boxes provided.
6. Click the OK button.
2.12.6Configure Security Settings
1. Select Options from the Tools menu. You will need to be logged in to the PC as an administrator to access some settings.
The Options window will display:
Figure 2‐36. Security options
2. Select the Security tab.
3. Select Enable Security.
36
ECR Vault User Guide
ECR Vault Retrieve: Finding and Viewing Documents
4. Click Save to save the changes.
A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so.
ECR Vault User Guide
37
ECR Vault Retrieve: Finding and Viewing Documents
38
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
3. ECR Vault Capture: Capturing
Documents
The ECR Vault Capture application allows you to scan or import patient forms and other documents and store them permanently to a document archive. Stored documents can be retrieved from the archive as needed.
The Capture application can be launched directly from the Patient window in your OfficeMate application. This allows you to scan or import documents for that patient. It can also be launched independently of OfficeMate to scan documents for any patient that you specify or to scan an Explanation of Benefits document for multiple patients. You can also use ECR Vault Capture to capture and store Accounts Payable documents.
The capture process has two main stages:
•
NOTE:
•
Scan/Import: Paper forms and documents are captured using a scanner device. After scanning, on‐screen images are created ready for storage to the archive. If you have forms or documents that are already in electronic format, you can import these by browsing for the files on your local or network drives. ECR Vault Capture can import any type of file that you can view on your computer.
If you import a type of file for which you have no viewer installed, you will be able to import the file but you will not be able to view it. For example, if you import a Word document and Word is not installed on the Capture and Client computers, you will not be able to view the document
Enter Information: Enter information about the patient and the form or document. If you launched Capture from the OfficeMate Patient window, the appropriate Patient ID will be entered for you. You can search your patient database by last name and first name to locate the correct patient information or you can enter it manually. If you are scanning Explanation of Benefits documents that apply to multiple patients, you can search for multiple patients in the patient database and associate them with the document. Once information has been entered, the form is stored in the document archive. If you are using the Accounts Payable mode, you will enter information about the vendor and the invoice.
ECR Vault User Guide
39
ECR Vault Capture: Capturing Documents
3.1
Launch ECR Vault Capture from OfficeMate
1. Display a patient record in the OfficeMate Patient window.
2. Press F9 to launch ECR Vault Capture for that patient.
NOTE:
The ECR Vault Capture launch key can be configured to a different key by your administrator. F9 is the default key.
After you have scanned or imported the patient's forms, the Enter Patient panel will display with the patient information already filled in. You can enter a Document Date, Expired Date and Notes and you will need to specify a Form Type. You can also edit the patient information as needed (see Patient Records Mode ‐ Enter Patient Information).
3.2
Launch ECR Vault Capture as a Stand Alone
Application
You must launch ECR Vault Capture as a stand alone application to use Explanations of Benefits mode or Accounts Payable mode. Patient Records mode can also be used when the application is launched in this way (see ECR Vault Capture Modes).
To launch Capture as a stand‐alone application, double‐click the ECR Vault Capture shortcut on your desktop.
3.3
Configuring your Workspace
ECR Vault Capture allows you to resize areas of the main window according to your preference. The borders of most panels can be dragged with the mouse and moved to a new position. These settings will be remembered between sessions for each individual Windows user.
To prevent the layout being changed accidentally, you must uncheck the Layout option on the File menu befoe you can drag borders. Once you have configured your workspace to your liking, check the Layout option again to lock it.
Figure 3‐1. When the Layout option is checked, areas of the main window cannot be resized
40
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
3.3.1 Change the Window Layout
You can change the size of the various panes in the ECR Vault Capture window by dragging the edge of the pane with the mouse. You must unlock the layout before you can do this.
1. Select the File menu, if the Layout option is checked and the word 'Locked' is displayed, click the option to unlock the layout:
Figure 3‐2. Layout is Locked
Figure 3‐3. Layout is Unlocked
2. Place the mouse cursor over the edge of the pane that you want to resize. If the area can be resized, the cursor will change:
Figure 3‐4. Resize cursor
3. Hold down the left mouse button and drag the edge of the pane to resize it.
4. When the pane is the size that you want, release the mouse button.
5. When you have resized all panes to your liking, select the Layout option from the File menu to lock the layout again. This prevents panes from being resized accidentally.
ECR Vault User Guide
41
ECR Vault Capture: Capturing Documents
3.4
Scan Forms
1. Place the forms into the scanner.
NOTE:
You can scan multiple forms at once in General mode. In EoB mode you can only scan a single form or document per job.
2. If you need to select a scan device to use, choose Select from the Source menu.
3. Click the Scan button:
The forms will be scanned and an image of each page will be listed in the Image List box.
Figure 3‐5. Scanned pages in the Image List
4. Click on a page in the Image List to view it on‐screen.
If you need to scan additional forms, repeat steps 1 and 2 with the new forms.
3.4.1 Change Scanner Settings
If you need to change the scan device configuration, you can display the scanner's own settings window before you scan your forms.
1. Select the 'Display scanner settings window' option:
Figure 3‐6. Display scanner setting window option
42
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
2. Scan your forms as usual (see Scan Forms).
Before the forms are scanned, the device settings window will be displayed. This window is provided by your scanner driver. Consult your scanner documentation for more information on individual options.
3. Click the Scan button in the scanner's settings window when you have made your configuration changes. See Scan Forms.
Your forms will be scanned and added to the Image List.
4. If you want to prevent the scanner setting window from displaying for subsequent scans, uncheck the 'Display scanner settings window' option. You can always re‐enable it again if you need to change the scanner configuration later.
3.4.2 Import Forms
You can import any type of document into ECR Vault, for example images (tiff, gif, jpeg, bitmap etc), Word documents and other Microsoft Office documents, text files etc.
If this is a document that you would normally be able to view in your browser, the document will be displayed in the ECR Vault Capture viewer in the same way as a scanned document. This includes most image files, Microsoft Office files (.doc, .docx, .xls, .ppt etc) if you have Microsoft Office installed on the machine, PDF files if you have Adobe Reader installed and any other types of files where you have software installed that is capable of viewing the files.
You can import other types of files but you may be asked to select a program to use to view the file and the fie will open in a separate window.
1. Click the Import button:
A file browser window will display. Browse to the image files that you want to import and select them.
NOTE:
To import multiple files, hold down the CTRL key in the file browser window click on each file that you want to import.
ECR Vault User Guide
43
ECR Vault Capture: Capturing Documents
2. Click Open in the file browser window to import the files.
The pages from the files that you import will be added to the Image List box.
NOTE:
In All Images view, some files may display a placeholder thumbnail image. This occurs if the software is unable to generate a thumbnail view automatically. The actual form will be displayed in the Viewer where possible (see above).
3.4.3 Change Page Order
You can re‐order the pages during the capture stage (scanning , importing or printing using the ECRV TIFF Printer) by moving pages up or down in the Image List. The order of pages in the Image List when you click Next is the order in which they will be processed.
Figure 3‐7. The Image List
1. To move a page up in the Image List, you can either:
•
Select it and click the Up button:
•
Right click on the page's thumbnail in the All Images view and select Up. See Current View and All Images View for more information on the All Images view.
2. To move a page down in the Image List, select it and click the Down button.
44
•
Select it and click the Down button:
•
Right click on the page's thumbnail in the All Images view and select Down. See Current View and All Images View for more information on All Images view.
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
3.4.4 Delete a Page
Pages can be deleted from the Image List during the capture stage. Once you begin to enter information and identify forms, pages can no longer be deleted.
1. Select the page that you want to delete in the Image List.
2. Click the Delete button:
3.5
Current View and All Images View
There are two views available in ECR Vault Capture. You can use these views during scanning and document identification.
The Current Image view displays only the image that you are currently working on. During scanning (i.e. before you click the Next button), you can change the current image by clicking on it in the Image List. After scanning, the current image is the one that you are currently identifying. You must identify forms in the order in which they were scanned therefore you cannot change the Current Image, except by completing identification and moving on to the next or by undo‐ing the last action and going back to the previous form.
See Patient Records Mode ‐ Enter Patient Information for more information on identifying forms. See Undo your Last Action for more information on undoing your last action.
The All Images view displays a list of thumbnails to the left of the viewer. Each thumbnail represents one of the images. To view an image, click on its thumbnail. During form identification, you can use this to view an image other than the one that you are working on. However, it is important to remember that you are still identifying the current image, not necessarily the one that is shown in the Viewer. To see which form is the current one, switch back to the Current Image view. During scanning, you can also use the All Images view to re‐
order the pages by right‐clicking on a thumbnail and selecting Up or Down to move the image in the list.
3.5.1 How to Switch between Current Image and All
Images Views.
1. To switch to All Images view, select the All Images tab at the top of the Image Viewer.
2. To switch to Current Image view, select the Current Image tab at the top of the Image Viewer. Current Image is the default view.
ECR Vault User Guide
45
ECR Vault Capture: Capturing Documents
3.6
Viewing Forms and Documents
Once forms have been captured, they are viewed on‐screen in the Image Viewer. You can zoom in and out of the image or rotate them in increments of 90 degrees. You can also save the image so that the rotated image is stored in the archive instead of the original. This is useful if a document is accidentally scanned upside‐down.
The All Images tab allows you to view a list of small thumbnail images of each page you have captured. You can display a page in the Image Viewer by clicking on it's thumbnail.
The Current Image tab displays only the page currently being processed. During the capture stage, this is the page currently selected in the Image List. In the Patient Information Entry stage (General Mode only), the last page added is the current page. The Current Image tab is unavailable during data entry for EoB mode, because the data entered always applies to the entire document.
3.6.1 View Images
1. Click a page in the Image List to display that page as the current image.
2. To view only the current image, click the Current Image tab.
Figure 3‐8. Viewing the current image
3. To view thumbnail (reduced size) versions of all the captured images, click the All Images tab. The current image will be displayed at full size in the main area of the Image Viewer.
46
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
Figure 3‐9. Viewing all images
4. Click a thumbnail to select that image as the current image.
NOTE:
Image functions, like zoom and rotate, operate on the current image. See Zoom and Fit Page and Rotate Pages for more information.
3.6.1.1 Zoom and Fit Page
•
To Zoom In on the current page image, click the Zoom In button:
•
To Zoom Out on the current page image, click the Zoom Out button:
ECR Vault User Guide
47
ECR Vault Capture: Capturing Documents
•
To fit the current page image into the available space on the screen, click the Fit Page button:
3.6.1.2 Rotate Pages
3.7
•
To rotate the current page clockwise by 90 degrees, click the Rotate button.:
•
To save the document to the ECR Vault in its rotated form, click the Save button. If you do not click Save, the document will be stored to the archive in it's original orientation:
Redacting Documents
The redaction feature allows users to redact (i.e., omit by blacking out text) information from patient forms and documents.
The redaction feature is found in the ECR Vault Capture application and can be used to redact information from documents after a document has been scanned or imported into ECR Vault Capture.
Click the redaction icon and then click and drag redaction frames over the text to be redacted:
Redaction frames can be resized, moved, rotated, copied and pasted to another pages of documents, deleted, and properties edited in a variety ways.
Users must finish processing the document in ECR Vault Capture then save the document(s) to the database in order for the redaction to be embedded in the document(s).
48
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
Retrieving the document in the ECR Vault Retrieve application (accessible by retrieving a customer record in OfficeMate) or ImageDirector Find Documents will display the document with the selected text redacted:
WARNING:
Once a document that has been redacted is saved to the database, the redaction becomes permanently part of the document. Ensure all redactions are final before saving documents!
Figure 3‐10. Text highlighted framed for redaction in ECR Vault Capture (in yellow); once the document is saved to the database, the highlight text will be redacted
ECR Vault User Guide
49
ECR Vault Capture: Capturing Documents
Figure 3‐11. Document with text redacted in ECR Vault Retrieve, accessed from OfficeMate
3.7.1 Drawing Redactions
Do the following to draw redaction frames around text in documents in ECR Vault Capture; once frames are in place, documents can be edited, saved to the database, and retrieved/viewed from ECR Vault Retrieve in OfficeMate or ImageDirector Find Documents:
1. Launch ECR Vault Capture from OfficeMate after looking up a patient record or from the desktop using the ECR Vault Capture shortcut icon (see Launch ECR Vault Capture from OfficeMate and Launch ECR Vault Capture as a Stand Alone Application)
2. Scan or Import a document into ECR Vault Capture. If necessary, scan or import additional documents into ECR Vault Capture by repeating this step (see Scan Forms)
3. Click the Redaction button above the document display in ECR Vault Capture:
50
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
4. Click and drag a redaction frame over the text that needs to be redacted; Ensure the All Images tab is selected above the document display.
The color of transparent frames can be set by right‐clicking the frame and clicking Hilite Properties from the drop‐down menu.
NOTE:
By default, redaction frames display as a transparent color (yellow) over the text. Once the document is saved to the database, the entire area of the redaction frame will be converted to black.
Figure 3‐12. Redaction frame drawn around text; note the Redaction button (in red)
5. If necessary, edit the redaction frame (see Editing Redactions)
6. To draw additional redaction frames on the page, click the Redaction button again and click and drag a frame over text on the page:
If necessary, click another page in the Image List panel to navigate to that page and repeat the steps above to draw redaction frame on those pages
7. After all redaction frames have been drawn, click the Next button fill in patient information fields and save the redacted document to the database:
WARNING:
Once a document that has been redacted is saved to the database, the redaction becomes permanently part of the document. Ensure all redactions are final before saving documents!
ECR Vault User Guide
51
ECR Vault Capture: Capturing Documents
3.7.2 Editing Redactions
Once a redaction frame has been drawn on a document, it can be edited a variety of ways (see Drawing Redactions). After editing is complete the document can be saved to the database with the redaction frame in place.
WARNING:
Once a document that has been redacted is saved to the database, the redaction becomes permanently part of the document. Ensure all redactions are final before saving documents!
See the following sub‐sections for instruction and information on different ways to edit redaction frames.
3.7.2.1 Moving Redactions
To move redaction frames drawn to a different location on a document in ECR Vault Capture, do the following:
1. Click the redaction frame so that it is selected; resizing points will appear on the edges and corners of the redaction frame
2. Click and drag anywhere inside of the redaction frame; the redaction frame will move in the direction the mouse is moved on the document:
Figure 3‐13. A redaction frame being moved; note the directional arrow cursor that appears while moving frame
NOTE:
Redaction frames can be locked in place (see Locking / Unlocking Redactions).
3.7.2.2 Rotating Redactions
Redaction frames can be rotated using the green rotation points on a selected redaction frame. The green rotation point outside of the frame rotates the frame. The green rotation point inside of the frame (i.e., control point) determines the pivot point on the frame in which the frame will be rotated.
52
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
To rotate redaction frames on a document in ECR Vault Capture, do the following:
1. Click the redaction frame so that it is selected; two green rotation points will appear on the inside and outside of the redaction frame
2. Do one of the following:
•
To rotate the redaction frame from its center pivot point: click and drag the green rotation point outside of the frame and in the direction the redaction frame needs to be rotated
•
To rotate the redaction frame using a different location in the redaction frame as a pivot point: use the green control points in the center of the redaction frame (see Using / Resetting Control Points).
Figure 3‐14. A redaction frame being rotated using the green rotation point outside of the frame; note the green control point in the redaction frame is at it's default position (center of frame)
3.7.2.2.1 Using / Resetting Control Points
To rotate redaction frames using a different location within the redaction frame as a pivot point, do the following:
1. Click the redaction frame so that it is selected; two green rotation points will appear on the inside and outside of the redaction frame
2. Click and drag the green control point inside of the redaction frame to a different location within the redaction frame:
Figure 3‐15. Control point of a redaction frame moved to a different location within the frame
ECR Vault User Guide
53
ECR Vault Capture: Capturing Documents
Figure 3‐16. Redaction being rotated, pivoting on the new control point
3. Use the green rotation point outside of the redaction frame to rotate the redaction frame.
3.7.2.3 Copying / Cutting and Pasting Redactions
To copy/cut and paste redaction frames from one location on a document to another or from one page of a document to a different page of a document, do the following:
1. Click the redaction frame so that it is selected
2. Do one of the following to copy the redaction frame:
•
Press Ctrl + C
•
Right‐click the redaction frame and select Copy from the drop‐down menu.
3. Move mouse to a different location on the page, or click a different page thumbnail in viewer and then place mouse cursor on a location that page; do one of the following to paste the redaction frame:
NOTE:
•
Press Ctrl + V
•
Right‐click the redaction frame and select Paste from the drop‐down menu.
Redaction frames can be cut and pasted similarly to copying and pasting frames.
Do the following in Step 2 instead of copying: Press Ctrl + X, or right‐click the redaction frame and select “Cut” from the drop‐down menu, then paste the redaction frame.
3.7.2.4 Locking / Unlocking Redactions
To lock a redaction frame in place so it cannot be moved on a document in ECR Vault Capture (see Moving Redactions), do the following:
1. Click the redaction frame so that it is selected
2. Rick‐click on the redaction frame then select Lock drop the drop‐down menu; the Lock prompt will display
54
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
3. Enter a password in the Lock prompt then click OK; the redaction frame cannot be moved from it's current location unless a user right‐clicks the redaction frame, clicks Unlock in the drop‐down menu and enters the correct password in the Unlock prompt:
CAUTION:
Keep passwords in a secure location. Passwords are not retrievable in ECR Vault Capture; losing the password for the locked redaction will result in having to re‐processing the documents.
Figure 3‐17. The Lock prompt; enter a password in the prompt to lock a redaction frame in place
Figure 3‐18. The Unlock prompt; enter a password in the prompt to unlock a redaction frame so it can be moved; note the lock symbol in the upper left‐hand corner denoting the redaction as locked (in red)
3.7.2.5 Deleting Redactions
To deleted redaction frames on a document in ECR Vault Capture, do the following:
1. Click the redaction frame so that it is selected
2. Do one of the following:
ECR Vault User Guide
•
Press Delete
•
Right‐click the redaction frame then select Delete drop‐down menu.
55
ECR Vault Capture: Capturing Documents
3.7.2.6 Redaction Properties
Properties of redaction frames can be edited at anytime before the document is saved and sent to the database.
To access the properties of redaction frames drawn on documents: click the redaction frame to select it, right‐click the frame then select Hilite Properties from the drop‐down menu. The Hilite Properties window will display.
Figure 3‐19. Hilite Properties
3.8
Annotating Documents
The annotation feature allows users to annotate (i.e., create notes) on forms and documents.
The annotation feature is found in the ECR Vault Capture application and can be used to create notes on documents that has been scanned or imported into ECR Vault Capture.
Click the annotation icon and then click and drag note boxes on pages of the documents:
Annotation note boxes can be resized, moved, rotated, copied and pasted to another pages of documents, deleted, and properties edited in a variety ways.
Users must finish processing the document in ECR Vault Capture then save the document(s) to the database in order for the annotation to be embedded in the document(s).
Retrieving the document in the ECR Vault Retrieve application (accessible by retrieving a customer record in OfficeMate) or ImageDirector Find Documents will display the document with the annotation.
56
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
WARNING:
Once a document that has been annotated is saved to the database, the redaction becomes permanently part of the document. Ensure all annotations are final before saving documents!
Figure 3‐20. An annotation note box in ECR Vault Capture; once the document has been saved to the database, the annotation will permanently be embedded in the document
Figure 3‐21. Document with an annotation in ECR Vault Retrieve, accessed from OfficeMate
ECR Vault User Guide
57
ECR Vault Capture: Capturing Documents
3.8.1 Creating Annotations
Do the following to create annotations in documents in ECR Vault Capture; once annotations are in place, documents can be edited, saved to the database, and retrieved/viewed from ECR Vault Retrieve in OfficeMate or ImageDirector Find Documents:
1. Launch ECR Vault Capture from OfficeMate after looking up a patient record or from the desktop using the ECR Vault Capture shortcut icon (see Launch ECR Vault Capture from OfficeMate and Launch ECR Vault Capture as a Stand Alone Application)
2. Scan or import a document into ECR Vault Capture. If necessary, scan or import additional documents into ECR Vault Capture by repeating this step (see Scan Forms)
3. Click the Annotate button above the document display in ECR Vault Capture:
4. Click and drag an annotation note box on a page of a document; Ensure the All Images tab is selected above the document display
5. Click anywhere outside of the annotation note box on the page of the document to revert the annotation back to it's default style.
NOTE:
When an annotation text box is first drawn, the text may appear small and embedded in a white text box. This will revert back to a default style of the annotation box when the user presses Enter or clicks any where outside of the note box
By default, annotation note boxes are styled as a transparent color (yellow) with red Arial 36 pt font. This look can be changed by right clicking and selecting Note Properties from the drop‐down menu (see Annotation (Note) Properties):
Figure 3‐22. Annotation note box with its default style; note the Annotation button (in red)
58
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
6. If necessary, edit the Annotation (see Editing Annotations)
7. To draw additional annotations on the page, click the Annotation button again and click and drag an annotation box on the page:
8. If necessary, click another page in the Image List panel to navigate to that page and repeat the steps above to draw annotation box on those pages
9. Press Enter or click anywhere on the document pages outside of the annotation to unselect the annotation box: Annotation boxes must be deselected before saving the document to the database, or the annotation selection frame will on the annotation on the saved version of the document.
10. After all annotation frames have been drawn, click the Next button, fill in patient information fields and save the annotated document to the database:
WARNING:
Once a document that has been annotated is saved to the database, the redaction becomes permanently part of the document. Ensure all annotations are final before saving documents!
3.8.2 Editing Annotations
Once an annotation has been created, it can be edited a variety of ways (see Creating Annotations). After editing is complete the document can be saved to the database with the annotation in place
WARNING:
Once a document that has been annotated is saved to the database, the redaction becomes permanently part of the document. Ensure all annotations are final before saving documents!
See the following sub‐sections for instruction and information on different ways to edit annotations.
3.8.2.1 Resizing Annotations
To resize annotations on documents in ECR Vault Capture, do the following:
1. Click the annotation so that it is selected; resizing points will appear on the edges and corners of the annotation note box
2. Click and drag one of the resizing points on the edge of the annotation to resize.
ECR Vault User Guide
59
ECR Vault Capture: Capturing Documents
Figure 3‐23. An annotation being resized; note the directional arrow cursor that appears while resizing
3.8.2.2 Moving Annotations
To move annotations to a different location on a document in ECR Vault Capture, do the following:
1. Click the annotation so that it is selected; resizing points will appear on the edges and corners of the annotation
2. Click and drag anywhere inside of the annotation; the annotation will move in the direction the mouse is moved on the document.
Figure 3‐24. A annotation being moved; note the directional arrow cursor that appears while moving
NOTE:
Annotations can be locked in place (see Locking / Unlocking Annotations).
60
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
3.8.2.3 Rotating Annotations
Annotations can be rotated using the green rotation points on a selected redaction frame annotation note box. The green rotation point outside of the annotation frame rotates the annotation note box. The green rotation point inside of the annotation frame (i.e., control points) determines the pivot point on the frame in which the frame will be rotated.
To rotate annotation note boxes on a document in ECR Vault Capture, do the following:
1. Click the annotation so that it is selected; two green rotation points will appear on the inside and outside of the annotation
2. Do one of the following:
•
To rotate the annotation from its center pivot point: click and drag the green rotation point outside of the frame and in the direction the annotation needs to be rotated
•
To rotate the annotation using a different location in the annotation as a pivot point, use the green control points in the center of the redaction frame (see Using / Resetting Annotation Control Points).
Figure 3‐25. An annotation being rotated using the green rotation point outside of the frame; note the green control point in the annotation is at it's default position (center of frame)
3.8.2.3.1 Using / Resetting Annotation Control Points
To rotate annotation using a different location within the annotation frame as a pivot point, do the following:
1. Click the annotation so that it is selected; two green rotation points will appear on the inside and outside of the annotation frame
ECR Vault User Guide
61
ECR Vault Capture: Capturing Documents
2. Click and drag the green control point inside of the annotation to a different location within the annotation frame
3. Use the green rotation point outside of the annotation frame to rotate the annotation.
Figure 3‐26. Control point of an annotation moved to a different location within the frame
Figure 3‐27. Annotation being rotated, pivoting on the new control point
3.8.2.4 Copying / Cutting and Pasting Annotations
To copy/cut and paste annotations from one location on a document to another or from one page of a document to a different page of a document, do the following:
1. Click the annotation so that it is selected
2. Do one of the following to copy the annotation:
62
•
Press Ctrl + C
•
Right‐click the annotation and select Copy from the drop‐down menu
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
3. Move mouse to a different location on the page, or click a different page thumbnail in viewer and then place mouse cursor on a location that page; do one of the following to paste the annotation:
•
Press Ctrl + V
•
Right‐click the redaction frame and select Paste from the drop‐down menu.
Annotations can be cut and pasted similarly to copying and pasting annotations.
NOTE:
Do the following in Step 2 instead of copying: Press Ctrl + X, or right‐click the annotation and select “Cut” from the drop‐down menu then paste the annotation.
3.8.2.5 Locking / Unlocking Annotations
To lock a annotation in place so it cannot be moved on a document in ECR Vault Capture (see Moving Annotations), do the following:
1. Click the annotation so that it is selected
2. Rick‐click on the annotation then select Lock drop the drop‐down menu; the Lock prompt will display
3. Enter a password in the Lock prompt then click OK; the annotation cannot be moved from it's current location unless a user right‐clicks the annotation, clicks Unlock in the drop‐down menu and enters the correct password in the Unlock prompt.
CAUTION:
Keep passwords in a secure location. Passwords are not retrievable in ECR Vault Capture; losing the password for the locked annotation will result in having to re‐processing the documents.
Figure 3‐28. The Lock prompt; enter a password in the prompt to lock an annotation in place
ECR Vault User Guide
63
ECR Vault Capture: Capturing Documents
Figure 3‐29. The Unlock prompt; enter a password in the prompt to unlock a annotation so it can be moved; note the lock symbol in the upper left‐hand corner denoting the annotation as locked (in red)
3.8.2.6 Deleting Annotations
To deleted annotations on a document in ECR Vault Capture, do the following:
1. Click the annotation so that it is selected
2. Do one of the following:
•
Press Delete
•
Right‐click the annotation then select Delete drop‐down menu.
3.8.2.7 Annotation (Note) Properties
Properties of annotations can be edited at anytime before the document is saved and sent to the database.
To access the properties of annotations drawn on documents: click the annotation to select it, right‐click the frame then select Note Properties from the drop‐down menu. The Note Properties window will display.
Figure 3‐30. Note Properties Tab
64
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
3.9
Using the Auto-Repeat Function
ECR Vault version 8.0.2.0 and later contains the auto‐repeat feature that allows users to copy redactions and annotations to multiple patient EOB documents while in EOB mode in ECR Vault Capture (see Redacting Documents and Annotating Documents)..
NOTE:
To find out your version of ECR Vault, click the “Help” button from the menu bar at the top of the ECR Vault window, then click About from the Help drop‐down menu.
The auto‐repeat is useful in order to redact or annotate different sections of EOB documents for multiple patients records. The result of this feature is: a single type of document being processed in ECR Vault Capture then saved to the database under multiple patients; each patient's copy of that EOB document only contains redactions or annotation relevant to that patient.
Do the following to use the auto‐repeat function in ECR Vault Capture:
1. Access the auto‐repeat feature, open ECR Vault Capture from OfficeMate by accessing a patient record in OfficeMate (see Launch ECR Vault Capture from OfficeMate)
2. Click Mode in the menu bar at the top of the ECR Vault Capture window, then select EOB from the drop‐down menu
3. Scan or import an EOB document into ECR Vault Capture (see Scan Forms), and click the Next button to display access the auto‐repeat feature: The Auto‐Repeat button will display at the top of the document display area of ECR Vault Capture in EOB mode:
ECR Vault User Guide
65
ECR Vault Capture: Capturing Documents
Figure 3‐31. Auto‐repeat button in EOB mode of ECR Capture
4. Search for all patient records that need to have the EOB document(s) that was scanned or imported added to their record (see Explanation of Benefits Mode ‐ Add Multiple Patients)
Figure 3‐32. Two patients added to the EOB tab; "Jane Carter" is selected. Documents in the document display will be applied to the patient selected in the Patients List panel
5. Click a patient listed in the Patient List to select that patients; whatever changes made to the EOB document in the document display will only apply to the patient select in the list
6. Draw redaction frames and/or create annotations on the document(s) related to the patient selected in the Patient List
7. Click anywhere outside of the redaction annotation frames to apply them to the document (i.e., ensure the resizing controls are not around the redactions or annotations)
66
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
8. Click the Auto‐Repeat button to apply to automatically apply the redaction frames and annotations to each patient's set of EOB documents: Click on a patient listed in the Patient List to see that patient's copy of the document(s) with the copied redaction/annotation frames.
NOTE:
If the document has multiple pages, redaction frame and annotation on more than one page will be applied to their respective pages of each patient's copy of the document.
WARNING:
Redactions and Annotations can be edited once auto‐repeat has been used, but auto‐
repeat can only be applied once. Ensure that all redactions and annotations have been made before clicking Auto‐Repeat to avoid having to redo the job to add more redactions or annotations.
Figure 3‐33. The Auto‐Repeat feature has applied the redactions of "Jane Carter" to "John Doe's" copy of the EOB documents to be saved to the database
9. If necessary, add additional patients to the patients list. Redactions and annotations will be applied to their documents
10. Click a patient listed in the Patient List and adjust redactions and annotations as related to information needed for that's EOB document(s); repeat this step for all patients in the Patient List
11. Complete any other option in the EOB tab (i.e., Document Date, Notes, Form Type) and then click Save: to save the patient record's and their EOB documents to database:
ECR Vault User Guide
67
ECR Vault Capture: Capturing Documents
3.10 ECR Vault Capture Modes
ECR Vault Capture operates in one of three modes:
Patient Records Mode
This mode is used to scan forms and documents that relate to a single patient. Examples include lab results, insurance authorization and biometry. You will be asked to enter information about the associated patient (or search for it in the patient database) and a document date. You can also enter an expiry date for the document. This is the only mode that is available if you launch Capture directly from your OfficeMate Patient window. See Launch ECR Vault Capture from OfficeMate.
Explanation of Benefits (EoB) Mode
This mode is used to capture documents that apply to more than one patient. An example is a daily Explanation of Benefits document that lists benefits for several patients. You will be asked to search for each patient in the patients database and add them to a list of patients for that document. You will be able to retrieve the document from the archive later by searching on any of the listed patients. This mode is only available if you launch Capture as a stand‐alone application. See Launch ECR Vault Capture as a Stand Alone Application.
Accounts Payable Mode
Accounts Payable mode allows you to scan invoices, credit memos, statements etc from your vendors. When you scan these documents, you will need to look up the correct vendor to assign to each one after you have scanned it. You can also include the invoice number and check number if you want to be able to search for Accounts Payable documents by these records. This mode is only available if you launch Capture as a stand‐alone application. See Launch ECR Vault Capture as a Stand Alone Application.
3.10.1Change ECR Vault Capture Mode
NOTE:
68
•
To switch to Patient Records mode, select Patient Records from the Mode menu.
•
To switch to Accounts Payable mode, select Accounts Payable from the Mode menu.
•
To switch to Explanation of Benefits mode, select EoB from the Mode menu.
If you are scanning or importing forms, you cannot change mode after you have started to scan or import. If you are printing forms using ECR Vault Print to Archive you can change processing mode until you click Next on the first screen.
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
3.10.2Patient Records Mode - Enter Patient Information
1. If you did not launch Capture from OfficeMate, you will need to enter or search for the patient details. If you did launch from OfficeMate, the information will be entered for you. You can edit it if necessary.
For each patient, the last name, first name, and date of birth can be entered. First and last name are required. You can look up most patients by their last name and/or first name and the extra details will be inserted for you.
2. To search for a patient, enter the first letter or first few letters of the patient's last name. You can also enter the first or first few letters of the patient's first name. This can be useful if the patient has a common last name such as 'Smith'.
3. Press F2 or click the Find button:
If only a single patient record matches your search, the information will be inserted automatically. If more than one patient matches your search, the Select a Patient window will be displayed.
Figure 3‐34. Selecting a patient from multiple search results
4. Click on a patient to select it.
NOTE:
By default, patients marked as 'inactive' in OfficeMate will not be shown in the list. To show inactive patients, select the 'Show Inactive Patients' check box.
5. Click Select. The patient information will be inserted.
ECR Vault User Guide
69
ECR Vault Capture: Capturing Documents
Figure 3‐35. Patient information inserted
NOTE:
Press the CTRL key to fade out the Select Patient window. Use this feature if you need to view the form while the window is over it. Release CTRL to fade the window back in.
6. You can also enter the patient's last name, first name, and date of birth manually.
7. Capture will automatically populate some patient information if a driver's license is scanned. See Updating Patient Information using Optical Character Recognition for more information.
8. Enter a date for this form in the Document Date box. This would usually be the date on which the form was completed.
The date can be typed manually or you can click the down arrow to the right of the box and select a date using an on‐screen calender:
Figure 3‐36. Selecting a date using the on‐screen calender
9. Click on a date to select it or use the left and right arrows at the top of the calender to display the previous or next month.
10. In the Expires On box, enter the date on which this form expires, if relevant.
11. Enter the Exam number that applies to this form in the Exam # box if relevant.
12. If you want to use the same value that you enter for Document Date, Expires On, Notes or Exam # on the next form automatically, check the box next to it to make it 'sticky'. The value will be used for all subsequent forms in the job until you uncheck the box again.
70
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
13. Once all the necessary information has been entered, click on the appropriate Form Type to create it. The current page will be the first page of the form.
14. If the form is a HIPAA form, click the HIPAAMate tab, then click on the appropriate HIPAA form type.
Figure 3‐37. Identifying a HIPAA form
15. If the form has additional pages, click the Append button to add them after the current page. You can click Append multiple times to add multiple pages to the form if necessary or you can click the Append All button to add all remaining pages. Pages will be added in the order in which they were listed in the Image List during the capture stage. You can see this order by clicking on the All Images tab. The pages will be shown in order in the thumbnails area:
Figure 3‐38. Append button
Figure 3‐39. Append All button
16. Once all the pages have been added to the form, you can create a new form by repeating steps 1 through 8. A new form is created each time patient information is entered and a Form Type selected.
The forms that you have created and their pages are shown in the Status box:
Figure 3‐40. Forms in the Status box
ECR Vault User Guide
71
ECR Vault Capture: Capturing Documents
When all pages have been processed and included in a form, the job will automatically close.
3.10.2.1 Updating Patient Information using Optical Character
Recognition
Captureuses Optical Character Recognition (OCR) technology to update patient information records in the OfficeMate patient database. This process is designed to limit the amount of manual data entry performed by the Capture user to save time and reduce clerical errors.
After a patient's drivers license is scanned or imported into Capture the application recognizes any alphanumeric characters on the driver's license image. These characters are highlighted in the Default Image window. A box is drawn around each word or number. The OCR process will look for and highlight the patient's first name, last name, address, date of birth, and any other text on the image. The patient's first name and last name are automatically recognized and entered into the corresponding boxes in the Patient Information window. You click in another box in the Patient Information window followed by the corresponding piece of information highlighted on the driver's license image to automatically enter that information into the patient record.
NOTE:
This feature can be activated automatically or manually. See Extract Data for more information.
Figure 3‐41. Optical Character Recognition
72
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
3.10.2.1.1 Patient Records Mode ‐ Update Patient Information using OCR
1. Click the Scan or Import button to scan or import images into Capture. A list of images is displayed in the Image List window.
2. Select the image(s) to attach to the patient's record by clicking the page(s) in the Image List window.
3. Click the Next button to continue.
4. The ERC Vault Capture ‐ Patient window opens displaying the scanned or imported images and the Patient Information window.
NOTE:
All alphanumeric characters on the driver's license image are recognized by Capture using Optical Character Recognition (OCR) technology. These characters are highlighted in the Default Image window by boxes drawn around each word or number sequence.
Figure 3‐42. Default Image with Optical Character Recognition
The patient's first name and last name are automatically recognized by Capture and entered into the corresponding boxes in the Patient Information window.
5. Enter the patient's date of birth.
6. Click the DOB box in the Patient Information window.
7. Click the box highlighting the corresponding piece of information in the Default Image window.
The patient's date of birth appears in the Patient Information window.
ECR Vault User Guide
73
ECR Vault Capture: Capturing Documents
8. Enter the patient's address (number, street, city, state, and Zip code).
The patient information is complete.
Figure 3‐43. Completed Patient Information
9. Click the Eraser button at the top of the Patient Information window to clear all the patient information boxes.
10. Click the Magnifying Glass button at the top of the Patient Information window (or the Search button at the bottom of the window) to search the existing patient list. All patient information boxes must be cleared in order to use this feature.
A list of existing patients opens in a new window.
11. Click the Notecard button at the top of the Patient Information window (or the Create button at the bottom of the window) to create a new patient record using this information.
12. Click the Close button at the bottom of the window to return to the Patient Record window in Capture.
74
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
3.10.2.2 Undo your Last Action
Actions that can be undone are creating a new document and appending a page. The last page that you appended will be removed from the form. If the last action was to create a form, it will be deleted. Click the Undo button:
3.10.2.3 Clear Patient Information
To clear the patient information form and reset all boxes, click the Clear button:
All patient information will be cleared.
3.10.3Explanation of Benefits Mode - Add Multiple
Patients
In EoB mode, you can assign multiple patients to a single form. All assigned patients will be associated with that form when it is stored in the archive. This mode is designed primarily to handle daily Explanation of Benefits documents from insurance companies which may include information for multiple patients.
NOTE:
You cannot create multiple documents in EoB mode. All pages scanned or imported in the job will be included in a single form.
1. To search for a patient in the OfficeMate database and add it to the form, enter the first few letters of the last and or first name and press F2 or click the Find button:
If only a single patient record matches your search, the patient will be added automatically. If more than one patient matches your search, the Select a Patient window will be displayed.
ECR Vault User Guide
75
ECR Vault Capture: Capturing Documents
Figure 3‐44. Selecting a patient from multiple search results
2. Click on a patient to select it.
NOTE:
By default, patients marked as 'inactive' in OfficeMate will not be shown in the list. To show inactive patients, select the 'Show Inactive Patients' check box
3. Click Select. The patient will be added to the Patient List:
Figure 3‐45. Patients added to the list
NOTE:
Press the CTRL key to fade out the Select Patient window. Use this feature if you need to view the form while the window is over it. Release CTRL to fade the window back in.
4. Enter a date for this form in the Document Date box. This would usually be the date on which the form was completed.
The date can be typed manually or you can click the down arrow to the right of the box and select a date using an on‐screen calendar.
76
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
Figure 3‐46. Selecting a date using the on‐screen calendar
5. Click on a date to select it or use the left and right arrows at the top of the calender to display the previous or next month.
6. [Optional] Enter note information in the Notes box. Any information entered here will be visible for all patients linked to this EoB.
7. Your system may be configured to allow you to edit the default Form Type value if necessary. If this ability is disabled, the background of the box will be colored gray. The form type may also be changed. See Explanation of Benefits Mode ‐ Add Form Typesfor more information.
8. Click the Save button. A prompt will display asking you if you want to save. Click Yes to close the job and save the form and patient information to the ImageDirector archive.
3.10.3.1 Explanation of Benefits Mode - Add Form Types
In EoB mode, you can assign multiple patients to a single form. This mode is designed primarily to handle daily Explanation of Benefits documents from insurance companies which may include information for multiple patients. However, this form type can be changed to any other type of form available in the ECR Vault.
1. Click the Add DocType button located next to the Form Type drop‐down menu:
Figure 3‐47. The Add Doc Types window is displayed.
ECR Vault User Guide
77
ECR Vault Capture: Capturing Documents
2. Click the check box next to the form type(s) you would like to have available for the form being scanned.
3. Click the OK button to continue.
4. Click the Form Type menu button to expand the list of available form types. Please see Explanation of Benefits Mode ‐ Remove Form Types for information on removing form types from this list.
Figure 3‐48. The Form Type menu has been updated to show the Doc Types that were just made available.
5. Click the form type you would like to assign to this document.
6. Click the Save button.
3.10.3.2 Explanation of Benefits Mode - Remove Form Types
1. Click the AddDocType button located next to the Form Type drop‐down menu: The Add Doc Types window is displayed.
2. Click the check box next to any previously selected form type(s) to remove them from the list.
3. Click the OK button to continue.
4. Click the Form Type menu button to expand the list of available form types. The Form Type menu has been updated to show the updated list of available Doc Types.
3.10.4Accounts Payable Mode - Enter Vendor and
Form Information
1. If you are using Accounts Payable mode, you will need to enter or search for the vendor details.
NOTE:
78
For each vendor, vendor number, vendor name and vendor account number are required. You must search for the vendor by name and the extra details will be inserted for you.
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
2. To search for a vendor, enter the first letter or first few letters of the vendor name.
3. Press F2 or click the Find button:
NOTE:
If only a single vendor matches your search, the information will be inserted automatically. If more than one vendor matches your search, the Select a Vendor window will be displayed.
Figure 3‐49. Selecting a vendor from multiple search results
4. Click on a vendor to select it.
5. Click Select. The vendor information will be inserted.
Figure 3‐50. Vendor information inserted and invoice number entered
ECR Vault User Guide
79
ECR Vault Capture: Capturing Documents
NOTE:
Press the CTRL key to fade out the Select Vendorwindow. Use this feature if you need to view the form while the window is over it. Release CTRL to fade the window back in
6. You can also enter the invoice number manually.
7. You can also enter the check number manually.
8. [Optional] Enter a date for this form in the Document Date box. This would usually be the date on which the form was completed.
The date can be typed manually or you can click the down arrow to the right of the box and select a date using an on‐screen calender:
Figure 3‐51. Selecting a date using the on‐screen calender
Click on a date to select it or use the left and right arrows at the top of the calender to display the previous or next month.
9. [Optional] In the Due Date box, enter the date on which this form expires, if relevant.
10. Select a Status for the form from the Status drop down list.
11. Enter any notes that you would like to be displayed to the viewer when they retrieve this form. Notes will also be searchable
12. If you want to use the same value that you entered in one or more boxes automatically on the next form, check the box next to it to make it 'sticky'. The value will be used for all subsequent forms in the job until you uncheck the box again.
13. Once all the necessary information has been entered, click on the appropriate Form Type to create it. The current page will be the first page of the form.
14. If the form has additional pages, click the Append button to add them after the current page. You can click Append multiple times to add multiple pages to the form if necessary or you can click the Append All button to add all remaining pages. Pages will be added in the order in which they were listed in the Image List during the capture stage. You can see this order by clicking on the All Images tab. The pages will be shown in order in the thumbnails area.
80
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
Figure 3‐52. Append button
Figure 3‐53. Append All button
15. Once all the pages have been added to the form, you can create a new form by repeating steps 1 through 8. A new form is created each time a Form Type selected.
The forms that you have created and their pages are shown in the Status box.
Figure 3‐54. Forms in the Status box
When all pages have been processed and included in a form, the job will automatically close.
3.10.5Abandon and Delete a Job
If you want to abandon a job before completing it, follow these steps to abandon and delete the current job.
1. Select Delete from the Job menu. A prompt will display, asking you to confirm that you want to delete the current job.
2. Select Yes to confirm that you want to delete the job.
Any forms that you have scanned and patient information that you have entered in the current job will be lost.
ECR Vault User Guide
81
ECR Vault Capture: Capturing Documents
3.11 Administering ECR Vault Capture
Application settings can be modified by accessing the Settings window of ECR Vault Capture.
Access to the Settings window can also be restricted by enabling Administration Password feature of ECR Vault Capture. The Administration Password feature allows users to create a password that must be entered into a password prompt window before access to the ECR Vault Capture's Settings window permitted.
3.11.1Accessing ECR Vault Capture's Settings Window
To access the ECR Vault Capture's Settings window, do the following:
1. Access or return to the ECR Vault Capture's main window display
2. Click the File drop‐down menu on the Menu Bar. The File drop‐down menu displays.
3. Click Settings... in the File drop‐down menu. The Settings window displays.
3.11.2Restricting Access to ECR Vault Capture's
Settings Window
To restrict access to the Settings window in ECR Vault Capture, do the following:
1. Access or return to the ECR Vault Capture's main window display.
2. Click the File drop‐down menu on the Menu Bar The File drop‐down menu displays.
3. Click Settings... in the File drop‐down menu. The Settings window displays.
4. Click the General tab within the Settings window. The General tab displays in the Settings window.
5. Click in the Password field of the Administration Password panel of the General tab, and type a new password that will be prompted when users attempt to access the Settings window.
6. Click in the Confirm field of the Administration Password panel of the General tab, and re‐type the new password that will be prompted when users attempt to access the Settings window.
7. Click the Save button in the Settings window. Changes made in the Settings window are saved and settings window closes.
After completing the steps of this sub‐section, users will be able to access the Settings window of ECR Vault Capture upon entering in the password created in the Administration Password panel. To give a user access to the restricted Settings window, give them the password created in this sub‐section.
82
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
3.11.2.1 Disabling the Administration Password Feature
To disable password protection to the Settings window in ECR Vault Capture, do the following:
1. Access or return to the ECR Vault Capture's main window display.
2. Click the File drop‐down menu on the Menu Bar. The File drop‐down menu displays.
3. Click Settings... in the File drop‐down menu.
4. Do one of the following:
•
If prompted to enter a password, enter the correct administration password that was set up in the Administration Password panel of the Settings window. The Settings window displays.
•
If not prompted to enter a password, proceed to the next step in this sub‐
section.
5. Click the General tab within the Settings window. The General tab of the settings window displays.
6. Click in the Password field of the Administration Password panel of the General tab, and delete the password
7. Click in the Confirm field of the Administration Password panel of the General tab, and delete the text in the field
8. Click the Save button in the Settings window. Changes made in the Settings window are saved and the Settings window closes.
After completing the steps of this sub‐section, the Administration Password feature will be disabled, and users will have access to the Settings window of ECR Vault Capture without being prompted to enter a password.
3.11.3Change Capture Application Settings
1. To access the application settings, click the File drop‐down menu on the Menu Bar, then click Settings... in the File drop‐down menu. The Settings window displays:
ECR Vault User Guide
83
ECR Vault Capture: Capturing Documents
Figure 3‐55. The Settings window and the General tab displayed
2. Change the settings as required. See the following topics for information on specific options:
•
Enable Terminal Services/Remote Connection Mode
•
Enable Security
•
Extract Data
•
Set Form Type Button Size
•
Configure the ECR Vault Server Connection
•
Manage Form Types.
3. Click the Save button.
A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so.
84
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
3.11.3.1 Enable Terminal Services/Remote Connection Mode
If you use remote desktop to connect to a terminal server, enable this mode to ensure that ECR Vault Capture launches on your client computer instead of on the server.
1. Select Settings from the File menu. You will need to be logged in to the PC as an administrator to access some settings. The Settings window will display:
Figure 3‐56. General settings
2. In the Terminal Service Integration section, select Enable Command Redirect.
NOTE:
Only use this setting if you are using Terminal Services and Remote Desktop. Consult your IT administrator for more information.
3. Click Save to save the changes. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so.
3.11.3.2 Enable Security
Enabling security will require users to log in with their OfficeMate user name and password, in order to access ECR Vault Capture.
ECR Vault User Guide
85
ECR Vault Capture: Capturing Documents
1. Select Settings from the File menu. You will need to be logged in to the PC as an administrator to access some settings. The Settings window will display:
Figure 3‐57. General settings
2. Select the General tab.
3. Select Enable Security.
4. Click Save to save the changes.
A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so.
3.11.3.3 Extract Data
Enabling this option will allow all scanned or imported documents to be checked to see if they are in driver's license format. If so, the optical character recognition process is initialized. See Updating Patient Information using Optical Character Recognition for more information. If this option is unchecked, these steps will be skipped; however, data can be extracted manually using the Tools > Extract Data menu item.
1. Select Settings from the File menu. You will need to be logged in to the PC as an administrator to access some settings. The Settings window will display:
86
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
Figure 3‐58. General settings
2. Select the General tab.
3. Select Automatic in the Extract Data panel
4. Click Save to save the changes. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so.
3.11.3.4 Set Form Type Button Size
On the Form Controls settings tab, you can specify the height and width of the Form Type buttons displayed in Patient Records or Accounts Payable mode. For example, you may want to specify larger buttons if you only have a few form types.
1. Select Settings from the File menu. The Settings window will open.
2. Select the Form Controls tab.
3. Enter the desired height and width of the buttons in pixels in the 'Form Type button height' and 'Form Type button width' boxes.
4. Click the Save button. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so.
ECR Vault User Guide
87
ECR Vault Capture: Capturing Documents
3.11.3.5 Configure the ECR Vault Server Connection
ECR Vault Capture must be able to connect to the ECR Vault Content Server in order to store completed documents. The name of the server and the application to use to store documents can be set on the ECR Vault Server tab in the Settings window.
1. Select Settings from the File menu. The Settings window will open.
2. Select the ECR Vault Server tab:
Figure 3‐59. ECR Vault Server settings
3. Type the address of the ECR Vault server in the Server Name box.
ECR Vault Capture must provide the server with an authorized user account to store documents to the archive. You can configure ECR Vault Capture to automatically provide the currently logged in Windows user for this purpose. If you need to provide a different user account for ECR Vault server access, you can supply the user name and password here.
NOTE:
If you add new users to the ECR Vault system using ImageDirector, you must ensure that the new users have access to the Patient Records and AP applications.
4. To use the currently logged in Windows user, select the 'Use default credentials' option.
88
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
5. To provide a user account, unselect the 'Use default credentials' option and enter the User Name and Password in the boxes provided.
6. Uncheck 'Use Default Credentials' in the Capture Credentials section to use the same credentials in the PTA Credentials section.
This box can only be checked if the 'Use Default Credentials' checkbox in the Capture Credentials section is not checked.
7. If the 'Use Capture Credentials' in the PTA Credentials section is unchecked, enter the User Name and Password in the boxes provided.
These are the Windows account name and password to use when 'Use Capture Credentials' is not checked. The user must have rights to access the content server applications.
PTA will prompt the user for their credentials on startup if 'Use Capture Credentials' is not checked and User Name is left blank.
8. Click Test Connection to ensure that a connection can be made to the ECR Vault server. If the test fails, verify the settings in this tab and try again.
9. Select the document transmission mode:
Direct Connect
Documents are sent directly to the content server.
Delayed transmission, standard
This mode use ZipQ to perform transfers of .zip bundles. No additional configuration is required. Documents are bundled into .zip batches which are passed directly over the network to the document import service. ZipQ Monitor is used to select a variety of transfer options such as when to transfer, who to notify regarding problems, and how and where to keep completed transfers.
Delayed transmission, custom
Documents are bundled into .zip batches and placed into a folder specified on the settings dialog. This option requires the administrator to decide how to get .zip document batches to the content server for loading by the document import service.
NOTE:
The Test Connection button is disabled if the 'Enable delayed transmission' option is selected
10. (Optional) Set the password for delayed transmission batches by entering the password in the Password for delayed transmission batches box and again in the Confirm password for delayed transmission batches box..
CAUTION:
This password must match the password configured in the content server’s Document Import service. The password may be up to 65 characters in length. If the password used on the batches does not match the Document Import (a.k.a.ID Loader) service’s batch password then the batches will not be loadable
11. Browse to the delayed transmission output directory. This is a local directory in which the files will be temporarily stored until they are transmitted.
ECR Vault User Guide
89
ECR Vault Capture: Capturing Documents
12. Click the Save button. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so.
3.11.3.6 Manage Form Types
You can change the labels displayed to users on the Form Type buttons in Patient Records mode. You can also change the order in which buttons are displayed. For example, you can move more commonly used Form Types to the top of the list. The actual list of form types is obtained from your OfficeMate system.
1. Select Settings from the File menu. The Settings window will open.
2. Select the Form Type tab.
NOTE:
If you change the display name for the FormType field on the ECR Vault Server tab, the name of this tab will reflect that change.
Figure 3‐60. Form Type settings
3. To edit a form type, click on it in the list or select it and click the Edit button:
The Edit window will be displayed:
90
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
Figure 3‐61. Editing a Form Type label
4. Change the value in the Label box to the text that you want to display on the button.
NOTE:
You cannot add a form type if a form type with the same name already exists
5. Select the Show In Exam option if you want forms of this type to be available in Exam Writer.
This option is not available when configuring form types in AP mode.
6. Select the Trigger Alert option if you would like this form type to trigger an alert in Exam Writer when un‐viewed forms of that type are available.
This option is not available when configuring form types in AP mode.
7. Click the Save button.
8. To Refresh the list of form types, click the Refresh button at the bottom right:
NOTE:
Form Types can also be edited in Office Mate. Any changes made to form types in Office Mate will only show up here if you click Refresh or if you restart the ECR Vault Capture application.
This button is not available in Accounts Payable Mode because data is not retrieved from Office Mate in this mode.
9. Click the Save button to save all the changes that you have made to form types.
A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so.
ECR Vault User Guide
91
ECR Vault Capture: Capturing Documents
3.11.3.6.1 Add a New Form Type
Form Types can be added via ECR Vault. Note that forms types are added to your Office Mate database.
1. Select the Form Type tab. NOTE:
If you change the display name for the Form Type field on the ECR Vault Server tab, the name of this tab will reflect that change.
Figure 3‐62. Form Type settings
2. To add a form type, click the Add Form button. The Add window will be displayed:
Figure 3‐63. Adding a Form Type
3. Enter the Value and Label for the new form type. The Value is the value that will be stored in the database. The Label will be displayed on the button.
92
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
NOTE:
You cannot add a form type if a form type with the same name already exists
4. Click the Save button.
5. Click the Save button in the Settings window.
A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so.
3.11.3.6.2 Delete a Form Type
1. Select the Form Type tab.
NOTE:
If you change the display name for the Form Type field on the ECR Vault Server tab, the name of this tab will reflect that change.
Figure 3‐64. Form Type settings
2. Click on the form type that you want to delete to select it.
3. Click the Delete button:
You will be asked to confirm that you want to delete the form type.
4. Click the Yes button. The form type will be deleted from the list.
ECR Vault User Guide
93
ECR Vault Capture: Capturing Documents
NOTE:
If there are forms in your archive that use this form type, you will not be able to delete it. A message will display to inform you if this is the case.
5. Click Save to confirm your changes.
A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so.
3.11.3.6.3 Change the Order of Form Types
1. Select the Form Type tab.
NOTE:
If you change the display name for the Form Type field on the ECR Vault Server tab, the name of this tab will reflect that change.
2. Click on the form type whose position you want to change.
3. Click the Up arrow button to move the form type up in the list.
4. Click the Down arrow button to move the form type down in the list.
Form Type buttons will be listed in the order you set here in the Accounts Payable and Patient Information form identification windows.
5. Click Save to confirm your changes. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so.
3.11.3.7 Configure Accounts Payable Status Options
The Status menu for Accounts Payable forms contains two settings by default. these are PAID and UNPAID. These are the different statuses that a user can set for an Accounts Payable document. The Status is search‐able, so you could easily search for all PAID or all UNPAID documents. You can change the available statuses or add new ones if needed.
The Status tab is only available in Accounts Payable mode. See Change ECR Vault Capture Mode for information about switching modes. To change the Status menu options:
94
ECR Vault User Guide
ECR Vault Capture: Capturing Documents
1. Click Settings on the File menu. The Settings window will open.
NOTE:
You will need to be logged in to the PC as an administrator to access some settings.
Figure 3‐65. Configuring status options for Accounts Payable mode
2. Click the Status tab.
If the Status tab is not present, you are not currently in Accounts Payable mode. Close the Settings window and change the mode, then try again.
3. Enter the new status option in the Status box.
4. Click Add to add the new status to the menu options.
5. To remove a menu option from the Status menu, select the option in the list, then click Remove.
6. Click Save to confirm your changes. A message will display prompting you to restart the application. Please restart the application before proceeding to capture any forms. Your settings changes will not take effect unless you do so.
ECR Vault User Guide
95
ECR Vault Capture: Capturing Documents
96
ECR Vault User Guide
ECR Vault Print to Archive
4. ECR Vault Print to Archive
The ECR Vault Print To Archive (PTA) allows you to capture any document or form using it's standard viewing application's Print function.
For example, a Microsoft Word .doc document can be archived using Word's Print function.
To use this feature, you need to print the document as normal, but select the TIFF Printer as the printer to use instead of your usual printing device. Instead of creating a hard copy on a printer, TIFF Printer will create an electronic image file. You can then identify the form and enter information about it using ECR Vault. Finally the document or form will be stored in your ECR Vault archive.
Documents captured using ECR Vault PTA can be retrieved in from your archive in the usual way using the ECR Vault Client.
4.1
Print to Archive Capture Process
Here is an outline of the main steps involved in capturing a document using ECR Vault PTA:
1. Print the documents from their usual viewing application using the TIFF Printer printer. I.e. Microsoft Word for .doc or .docx files, Microsoft Excel for .xls files etc.
2. Review the pages of the document or form that you printed in ECR Vault and reorder or delete pages where necessary.
3. Select the processing mode that you want to use for the form (Patient Information, Explanation of Benefits or Accounts Payable).
4. Identify the form type and enter information about it. This information will be used to find it in the ECR Vault archive. I.e. patient information for a patient record or EoB or vendor and invoice information for an accounts payable document.
5. Save the document to the archive. Documents and forms can be searched for and viewed using the ECR Vault Retrieve.
4.2
Capturing Documents Using ECR Vault Print to
Archive
To begin the process of capturing and archiving a document using ECR Vault PTA, open the document in the application that you would normally use to view and print it. For example, open a Word document in Microsoft Word. You will use the Print function of that application to 'print' the document to the archive.
ECR Vault User Guide
97
ECR Vault Print to Archive
When the document has been printed, the pages will be displayed in ECR Vault. In the first screen, you can view, re‐order and delete pages. You will also select the processing mode that you want to use for this document. See ECR Vault Capture Modes for more information about processing modes. You will then proceed to the next screen and enter information about the document and store it to the archive.
WARNING:
NOTE:
After a document is printed to the TIFF Printer, it is stored in the Windows\Temp\images folder until the document is archived to ECR Vault. If the process is interrupted and the documents are not archived, other users who log into the machine will be able to access those documents by browsing to that directory. In addition, if another user later launched ECR Vault PTA, those documents would be presented for identification and archiving. You should always complete the archiving process immediately after your documents have been printed.
Once you have printed a document using ECR Vault PTA and begin to process it, you will not be able to add additional pages to the job by printing them. Once you have completed the job and stored the document to the archive, ECR Vault will check to see if any additional documents have been printed and ask if you want to begin processing them now.
4.2.1 Capturing Documents in ECR Vault Print
1. Open the form that you want to capture using the appropriate Windows application.
2. Access the application's Print function. See the application's own documentation for details if you do not know how to do this.
3. In the Print window, select TIFF Printer from the list of available printers.
4. Print the document.
5. Once you have printed your documents to the TIFF Printer, ECR Vault PTA will launch:
Figure 4‐1. ECR Vault PTA
98
ECR Vault User Guide
ECR Vault Print to Archive
4.2.2 Processing Captured Documents
The first stage of the process is the Capture stage. During this stage, you can manage the pages in the new job. This allows you to rearrange or delete pages before you start to enter information. These functions all work in the same way as ECR Vault Capture for scanning and importing (see Scan Forms).
Rearrange Pages:
Pages will be displayed in the order in which they were scanned. To move a page forward or back in the page order, use the Up and Down arrows. See Change Page Order for more information.
Delete Pages:
You can delete a page from the job completely by using the Delete button. The page is removed permanently and cannot be read to the job. See Delete a Page for more information.
View Pages:
You can view each page of the document that you printed using the Image Viewer. Click on a page in the Image List to display it. In the Viewer, you can also zoom in and out and rotate pages. See Viewing Forms and Documents for more information.
1. Select the processing mode (Patient Records, Explanation of Benefits or Accounts Payable) from the Mode menu. You must select the processing mode before you click Next. You will not be able to change it once you have begun entering information. See Change ECR Vault Capture Mode for more information.
2. When you have completed reordering and deleting any pages that require it, click Next to proceed.
3. The next stage is the Form Identification stage. During this stage, you will be asked to enter information about the form and to identify what type of form it is.
The information requested depends on the processing mode that you selected during the Capture stage (Patient Records, Explanation of Benefits or Accounts Payable).
ECR Vault User Guide
99
ECR Vault Print to Archive
Figure 4‐2. Identifying Forms (Patient Records mode shown)
NOTE:
This stage is the same as in ECR Vault Capture for scanning and importing (see ECR Vault Capture: Finding and Viewing Documents):
•
Identifying Patient Forms in Patient Records mode. See Patient Records Mode ‐ Enter Patient Information.
•
Assign patients to an Explanation of Benefits form. See Explanation of Benefits Mode ‐ Add Multiple Patients.
•
Enter vendor information in Accounts Payable mode. See Accounts Payable Mode ‐ Enter Vendor and Form Information.
4. If at any time during processing, you decide to abandon the job, you can delete it using the Delete option on the Job menu. See Abandon and Delete a Job for more information.
5. If you print additional forms to the TIFF Printer while another job is in progress in ECR Vault, the new pages will not be added to the job in progress. Instead, when you complete the job, you will receive a message, informing you that new images have been found. 6. Click Yes to start a new job with the new pages or No to abandon those pages. If you choose not to process those pages, you will need to reprint them to process them in the future.
100
ECR Vault User Guide
Automatic Software Updates for ECR Vault
5. Automatic Software Updates for
ECR Vault
By default, ECR Vault applications will automatically detect and download any software updates. If an update has been downloaded, the application will ask you if you want to install the update when you launch it. You will see the following message:
5.1
Install Software Updates
1. If an update is ready to be installed, you will see the Check for Updates window when you launch an ECR Vault application. To install the updates, click the Update button.
If you want to continue without installing the update, click the Cancel button. The installation wizard will launch.
2. Click the Install button to install the updates.
3. If you want to disable software updates, select the 'Do not ask again' option in the Check For Updates window.
You will no longer be notified about available updates and no updates will be installed. You can check for updates by selecting Check For Updates from the Help menu. This will also re‐
enable the automatic warning when the application launches.
ECR Vault User Guide
101
Automatic Software Updates for ECR Vault
102
ECR Vault User Guide
Index
INDEX
A
accounts payable mode 68, 78, 94
add form types 77
adding patients 75, 77
administration 82
All Images tab 46
Annotating Documents 56
Annotation (Note) Properties 64
Append All button 71, 80
Append button 71, 80
appending all pages 71, 80
appending pages 71, 80
application name 35, 88
automatic software updates 101
B
browsing forms 22
button labels 90
button order 94
button size 87
C
calendar 76
ECR Vault User Guide
i
Index
calender 70, 80
capture date 35, 88
capture process 39
captured by 35, 88
captured date 17
capturing documents 97
capturing forms 39
changing form type button order 94
changing page order 44
changing settings 83
Clear button 75
clear patient information 75
clearing filters 12
closing jobs 72, 81
column filters 11
completing jobs 72, 81
configuring scanner 42
Copying / Cutting and Pasting Annotations 62
Copying / Cutting and Pasting Redactions 54
Creating Annotations 58, 59
creating filters 11
credentials 35, 88
Current Image tab 46
D
date range 17
Deleting Annotations 64
deleting jobs 81
deleting pages 45
Deleting Redactions 55
ii
ECR Vault User Guide
Index
distributing forms 30
document date 17, 70, 80
Down button 44
Drawing Redactions 50
E
ECR Vault Server
application name 88
connection 88
server 88
ECRV TIFF Printer 97, 98
Editing Redactions 52
email setup 34
configure 34
emailing forms 30
entered on 17
entering patient information 69, 72
entering vendor information 78
eob mode 68, 75, 77
launching 40
exam number 70, 80
expires on 17, 70, 80
explanation of benefits mode 68
exporting forms 32
F
filters 11
clearing 12
creating 11
ECR Vault User Guide
iii
Index
finding patients 69, 72, 75
finding vedors 78
first name 69, 72, 78
fit page 48
folders 32
form type 17
form type button labels 90
form type buttons 87, 90
form type buttons order 90
form types 71, 80
forms
browsing 22
distributing 30
emailing 30
exporting 32
opening 21, 22
printing 31
rotating 46, 48
saving 32, 46, 48
scanning 42
viewing 46
zooming 46
full text searching 18
G
general mode 68
general settings 87
iv
ECR Vault User Guide
Index
H
HIPAAMate 71
I
Image List 42, 44
ImageDirector
application name 35
connection 35
credentials 35, 88
server 35
Import Button 43
index searching 16, 18
J
jobs
closing 72, 81
deleting 81
L
last name 69, 72, 78
launching Capture 40
eob mode 40
stand alone 40
launching Retriever 9
Locking / Unlocking Annotations 63
ECR Vault User Guide
v
Index
Log into ECR Vault 7
M
Moving Annotations 60
moving pages down 44
moving pages up 44
Moving Redactions 52
O
OCR 72, 73
Office Mate
launching Capture 40
launching Retriever 9
opening forms 21, 22
optical character recognition 70, 72, 73
updating patient information 72
ordering buttons 90, 94
P
page order 44
pages
appending 71, 80
deleting 45
patient information 69, 72
patient records mode 69, 72
patients
finding 69, 72, 75
vi
ECR Vault User Guide
Index
selecting 69, 75
printing documents 97
printing forms 31, 98
printing toarchive 97
PTA 97, 98
R
range search 17
Redacting Documents 48
Redaction Properties 56
removing filters 12
re‐ordering pages 44
Resizing Annotations 59
Retriever 9
rotate 46
Rotating Annotations 61
rotating forms 48
Rotating Redactions 52
S
saving forms 32, 48
scanner
selecting 42
scanning 42
Search button 18
searching
all words 19
at least one words 20
exact phrase 20
ECR Vault User Guide
vii
Index
full text 18, 19
index 16, 18
similar words 21
without words 20
searching for patients 69, 72
searching for vendors 78
Select a Patient window 69, 75
Select a Vendor window 79
selecting a scanner 42
selecting patients 69, 75
selecting vendors 79
settings 35, 82, 83, 87, 88, 90
single value search 17
Status box 71, 81
sticky fields 70, 80
T
thumbnails 46
U
undo 75
Up button 44
updating ECR Vault 101
Using / Resetting Annotation Control Points 61
Using / Resetting Control Points 53
Using the Auto‐Repeat Function 65
viii
ECR Vault User Guide
Index
V
vendor information 78
vendors
finding 78
selecting 79
viewing forms 21, 22, 46
Z
zoom in 46, 47
zoom out 46, 47
ECR Vault User Guide
ix
Index
x
ECR Vault User Guide
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement