You work in a busy practice, and there seems to be a million tasks to get done in a day. Don’t let scanning be one of those tasks that you dread because it drains all your time. After you’ve read this article, you’ll know which of Genie’s scanning methods suits your needs and your workflows best so you can save yourself time, stress, and mistakes!
Genie can handle scanning in three ways. It can:
- Scan directly to a patient's file using ImagePro
- Attach images scanned outside of Genie to individual patient files. This is designed for practices that do minimal scanning
- Batch process multiple images that were scanned and stored in a holding folder outside of Genie
Before you begin
First things first—you will need to ensure your scanner hardware and software is configured. Depending on the methods you will use to attach scans to patients, you will also need to configure your ImagePro Control window in Genie. Take a look at our Scanners article so you can hit the ground running!
Now read on to find out which method of scanning will suit you best in different situations.
Does setting aside the time to do all your scanning at once—without interruption—sound like Mission Impossible? Are there many times a day when you need to scan just a page or two on the spot so you can return the originals to the patient—who may not always be patient?
Well then, scanning directly to a patient’s file is the right method for you!
So you’ll be glad to know that there a multiple ways to scan directly into a patient’s file to save time for both you and your patients. Ready to streamline your scanning? Read on…
We know you’re all about making the most efficient use of your time, so before you jump right in, you may want to ensure your scanner is configured in the Special > ImagePro Control window in Genie to have ‘Hide Device GUI’ ticked under the scanner icon if you would prefer for the scanner’s ‘graphical user interface’ to not appear every time you scan in Genie. By ticking this box the scanner software and interface won’t appear which means you’ll save yourself an extra click or two – and we all know how they can add up at the end of the day!
- Possibly the easiest and most direct way to scan directly to a patient’s file is to right click on the patient in the appointment book or patient list, then select Scanner.
- It’s also possible, after selecting your patient, to navigate to Special > ImagePro Control (or hold Cmnd/Ctrl and 'S' on your keyboard) and click on the Scanner icon.
- The third method is the reverse of the second. Start by navigating to Special > ImagePro Control and click on the Select patient button. You will be prompted to search for the patient’s name, and once selected, click the icon.
With each of the three methods outlined above, once scanning has completed the document will then appear as an attachment in the patient’s clinical window.
So what about when you have a document you have scanned outside of Genie that you want to attach to a patient’s clinical file?
Well, if it is in your Process folder, but you want to directly attach it to the patient’s record without having to go into the ImagePro Control window, you can right click on the patient, then select Attach File From Process Folder and choose the scan.
And if the scan is in a location other than your Process folder, right click on the patient from the appointment book or patient list, then click on Attach File From Disk and navigate to this location on your machine so that you can select the scan. This can be a particularly helpful method of getting scans and other types of document (such as Word documents or PDFs) into the patient’s file in Genie as it bypasses the scanner software.
The batch process method is potentially the one that will save you the most time and be the most efficient when you can find a solid block of time to scan a number of documents at once.
Once you have batch scanning set up in Genie, you’re ready to begin batch scanning, and the process can be as simple as:
- Scanning your documents in bulk outside of Genie into your elected Process Folder
- Navigating to Special > ImagePro Control >Process Folder in Genie
- Single left clicking on one of the scanned documents to highlight it and clicking Link to Patient
- Search for the patient’s name in the window that appears and select the name of the correct patient
- Repeat step 4 for the other scans in the list
- Click Process X Images
Easy peasy, right? Well, if you’re wanting to do a little more with this window, there are plenty of other features available, so read on!
- If you have a large number of scans to work through, you can save time by maintaining a naming convention for the scans in your Process Folder. If the file name follows the convention of Surname;Firstname;DOB, Genie can actually use this information to automatically link the patient to the correct scan, saving you from having to search for each patient as you go.
- When you click on the Process Folder button in the top right of the Special > ImagePro Control window this displays the contents of the holding folder, as shown below:
The buttons at the top of this window allow you to apply filters to , draw and annotate on images , delete , and open the Image Browser for the highlighted patient image.
Preview Images needs to be ticked if you would like to be able to preview the images in the preview pane on the right. This is a handy way to visually preview the images without having to firstly open it.
Open Info Window When Processing will open the below info window for all images so further detail about the image can be added when processing:
- To view an image, click once on the name of the scan. You can zoom in on a scan simply by clicking on the displayed image, and zoom out by Shift-clicking. If the image will not display in the display area, simply double-click on the description of the image and it will open the image in a separate window.
- To change the date of the image, (e.g. to the date of the referral letter) slow double-click in the Date column. You can right-click to change the date to today's date for one image or all images in the list.
- To rename the image, slow double-click in the Description column. The name of an image is for display purposes only in Genie, it does not change the original name of the file on the Server. For this reason, images can be named using any type or amount of characters, and the same image name can be used for more than one patient.
- To attach a single image to a patient, you can double-click in the Patient column next to the image name. If you have multiple images you need attach to the same patient, you can highlight the images using Ctrl+click or Shift+click, then click on the Link to Patient You will be presented with a Search window to allow you to specify the patient to whom the image(s) belongs. If you link an image to the wrong patient, you can unlink it by double-clicking on its name and choosing 'unlink' when prompted. This will allow you to then link this image to the correct patient.
- If you right-click on the patient's name you can open their Clinical Window for reference:
- Once you have linked the image to a patient, you can also mark it to be reviewed by a particular provider (this is optional). To do this, right-click in the To be Reviewed By column to assign a reviewer. More about this the Scans For Review article.