Scanning a Document - Front Office Scanning - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Premier - external - Standard - Essential - Premier - Standard - Essential

Front Office Scanning

Platform
OnBase
Product
Front Office Scanning
Release
Foundation 23.1
License
Premier
Standard
Essential

Paper documents are scanned to create an image document that can be stored in OnBase.

Once the document is scanned, select a Document Type button to assign the document to the correct Document Type. Depending on your configuration, the Document Type of the scanned document may automatically be selected for you.

By default, one document is scanned, it is assigned to a Document Type, another document is scanned, it is assigned to a Document Type, etc. until all documents for the selected Data Set have been scanned and assigned to a Document Type.

Depending on your configuration, however, you may be able to scan all pages of all documents associated with the selected Data Set at once, organize the pages into documents, and assign the documents to the proper Document Types. This configuration is known as Batch Scanning; for more information, see Scanning Documents Using Batch Scanning.

All scanning actions are performed in the Scan/Create Document window, located below the Selected Data Set window:

Note:

The buttons in the Store images as: section are configured by your administrator; the buttons in your solution may be named or may be displayed differently.

Note:

Some Front Office Scanning solutions are designed to allow multiple input buttons (i.e., Scan buttons) to allow users to scan documents from multiple scanners, from a single scanner using different settings, or to create documents by marking up an image template or by creating an E-Form. The Scan/Create Document window for these solutions has a different appearance; examples of this Scan/Create Document window can be seen in Creating a Document from an Image Template and Creating an E-Form.

To scan a document using the Front Office Scanning client:

  1. Load the document to be scanned into the scanner.
  2. Click the Scan button.
    Note:

    Depending on your configuration, the Scan button may not be displayed; there may be multiple input buttons displayed next to the Document Type buttons. Typically, these buttons are labeled so you know which one to select for the document you are scanning. If you are unsure of which input button to select to scan a document, contact your administrator.

  3. Depending on your configuration, you may need to select the scanner to use. The Select Source dialog box is displayed.
    1. From the Source list, select the scanner to use.
    2. Click Select.
      Tip:

      To select a scanner at any time, click File | Select Scanner.

  4. The document is scanned and an electronic image of the scanned document is displayed in the Working window.
    Note:

    Depending on your configuration, after a document is scanned it may automatically be printed. This image may or may not be displayed in the Working window for Document Type assignment and upload to OnBase.

    • By default, the document in the Working window is displayed in Single Page view.

    • To view the document in Full Screen view, click View | Full Screen or press F11.

    • If you are not satisfied with the currently displayed scanned image, click Rescan Page to delete the currently displayed page and rescan that page. To delete the currently displayed page, click Delete Page to delete the currently displayed page from the document.

  5. Assign the scanned document to a Document Type by clicking its Document Type button.

    Some notes about assigning a document to a Document Type:

    • Depending on your configuration, the document may be automatically assigned to a Document Type after it is scanned. For more information, contact your administrator.

    • Depending on your configuration, if you have multiple input buttons for scanning, you may be able to use only the Document Type button next to the corresponding input button that you used to scan the document. For more information, contact your administrator.

    • All required Keyword Types (i.e., those displayed in red in the Selected Data Set window) must have Keyword Values associated with them before the document can be assigned to a Document Type.

    • Required Document Types are displayed in red. Documents must be assigned to these Documents Types for the Data Set before documents can be uploaded to OnBase.

    • Depending on your configuration, once a document is assigned to a Document Type, an overlay image, a signature, and/or Keyword Values (or bar codes representing Keyword Values) may automatically be stamped on the document. For more information, contact your administrator.

  6. Once the document has been assigned to a Document Type, the document is cleared from the Working window, a check mark is displayed over the selected Document Type button, and the Document Type button is no longer enabled.

    If you are not satisfied with the currently-displayed scanned image, click Discard Images to deselect the selected Data Set and delete all documents associated with it that have not yet been uploaded to OnBase.

  7. Repeat these steps for each document you would like to scan using the selected Data Set.

    For example:

    When registering a new patient in the Emergency Room, the registrar must obtain a copy of the patient's driver's license and insurance card. Once the patient information has been entered by the registrar to create a Data Set for that patient, the user at the Front Office Scanning workstation can select that patient's Data Set and scan the patient's driver's license.

    Once the driver's license has been scanned and assigned to a Document Type, the patient's Data Set remains selected. The user at the Front Office Scanning workstation can then scan the patient's insurance card and assign it to a Document Type without having to re-select a Data Set.

    Typically, once a document has been assigned to a Document Type for the selected Data Set, the Document Type button is no longer enabled. Depending on your configuration, however, after a new document is scanned, the Document Type may be re-enabled, allowing you to assign multiple documents to the same Document Type. The number of documents assigned to the Document Type for the selected Data Set is displayed in parenthesis on the Document Type button.

    For example:

    When registering a patient in the Emergency Room, the registrar learns that the patient has both primary and secondary insurance coverage. In order to ensure that the patient's insurance companies are properly billed, the registrar must have copies of both of the insurance cards on file.

    Once the patient's primary insurance card has been scanned and assigned to the MED - Insurance Card Document Type, the user at the Front Office Scanning workstation scans the secondary insurance card. The MED - Insurance Card Document Type button is re-enabled, allowing the user to assign the image of the secondary insurance card to the proper Document Type.

    Once the secondary insurance card has been assigned to the Document Type, the label on the Document Type button is displayed as MED - Insurance Card (2) to indicate that two documents have been assigned to that Document Type for the selected Data Set.