Scan Documents

You can add scanned documents to a patient's record and timeline.

Before you begin

Permissions:
  • View Scanned Documents
  • Update Documents
  • Delete Documents

Before you can scan documents into Helix, ensure you have installed the Helix Agent. For more information, see Helix Agent.

Procedure

To scan a document:
  1. From the main menu, select Message Centre iconMessage Centre > DMS.
    Helix panel menu with Message Centre > DMS selected
  2. From the scan list, select the scanner you want to use for scanning documents.
    Scan option
  3. In the header, select the type of scan you want to perform:
    • single document iconSingle - scans one or more pages into a single document. If your scanner can scan multiple pages, for example, via a sheet feeder, you can combine multiple pages into a single document.
    • batch document iconBatch - scans one or more pages into multiple documents. For example, if you have two specialist letters for your patient and each letter has three pages. Set the page indicator to 3 and then click Scan. The first three pages (letter 1) will be scanned into a document and then the last three pages (letter 2) will be scanned into a second document.
  4. Click Scan. A progress window displays the current scanning status. In the window, you can:
    Scan completed message
    • Save - saves the scanned documents . You can continue scanning additional documents if required. Do not click Save until you have scanned all the documents for this session.
    • Cancel - cancels the scanning process.
    • Scan queue buttonExamine - examines the scan queue.
    Scan queue
  5. When the scan has completed, all the documents you scanned are added to a list on the left side panel. In this example, we have scanned three documents.
    Scanning documents
    Tip:
    If required, to delete any scanned file, select it and click Delete upload fileDelete.
  6. Select one document at a time and add the following information:
    • Patient - patient in whose record you want to file the documents
    • HCP - assign to the patient's practitioner for review, such as follow up or recall.
    • Assign to HCP - file a copy of the document in the selected practitioner's Message Centre iconMessage Centre > Inbox.
    • Document type - classify the document as a specific type, so that the document can be easily found in a patient’s timeline using the History filter iconHistory filter.
    • Document source - the name of the uploaded document.
    • Document date - the date on which you received the document. The date on which it was uploaded is populated automatically. Update the date if required.
    • Flags - flag the document if required. For more information about flags, see Documents Flags.
  7. Click file and next buttonFile & Next.

Results

A scanned document is assigned to a patient and it is added to the Patient Timeline.

Example

We have scanned a document and recorded its source as UPLOAD and assigned it to the patient. The scanned document is displayed in the Patient Timeline.
Example document in Patient Timeline
To view the scanned document, click it.
View of example document in Patient Timeline

What to do next

To print a scanned document, click Print iconPrint. For more information about printing, see Print a Document.