CRIS Document Scanning: Set-up and Use



CRIS Document Scanning: Set-up and Use

HSS recommend the Canon CanoScan LIDE range for use in conjunction with CRIS Document Scanning. If the scanner has not already been set-up, you should attach the scanner to the appropriate PC using the enclosed USB cable and install the software directly from the CanoScan Set-up CDROM following the on screen instructions.

Please note: It is only necessary to install Canon Scanning Drivers as this ensures that the buttons on the front of the scanner will be disabled as they are not required for use in CRIS. In most cases you should also ignore/close any Windows plug and play messages which appear during the installation process as they are not normally required. It is also important to ensure that you have ‘UNLOCKED’ the scanner (on the back of the machine) as otherwise it will not work at all.

1) SETTING UP A SCANNER FOR USE VIA CRIS

Having connected and installed the document scanner, HSS recommend that you use CRIS ‘Set-up Scanner’ to undertake a ‘test’ scan. You can also configure the scanner appropriately for different sizes of Request Cards or other Documents such as Referral Letters, MRI questionnaires etc.

1. To do this, go to the TOOLS > DEVICES> SCANNER SETUP.

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2. Place a sample ‘Request Card’ into the scanner – for Canon LIDE scanners position the card face-down and upside down at the bottom left-hand side of the scanner.

***IMPORTANT PLEASE NOTE***

Please note: Other than changing the ‘Frame Size’ of the ‘Image Type’ it is not recommended that the ‘Image Settings’ should be modified as the Colour depth (i.e. Grayscale), Brightness, Contrast and Resolution are suitable in the majority of cases. If the Image Settings are changed this would result in increased file sizes due to the superfluous use of colour scanning or increased resolution, or alternatively inferior image quality due to black and white or amended brightness, contrast or resolution.

HSS additionally recommend that the default unit of measurement (i.e. inches) is not amended since in most cases the document sizes required are 5.5 inches = A5 and 11.5 inches = A4. Other sizes can be entered but again HSS recommend the continued use of inches.

If the default unit of measurement (i.e. inches) is changed to any other measurement such as centimetres, picas, pixels, points the resolution will change to match the selected units. This is significant as it will have the affect of substantially increasing the size of scanned images (i.e. dots per centimetre) and therefore the space required to store these via the FTP server.

3. Click the [Test] button, and if necessary make the appropriate site-specific modifications to ‘Frame’ and ‘Image’ in order to fit in with different sizes of document followed by clicking the [Test] function button again as necessary.

4. Once you are satisfied with the sample ‘Request Card’ click the [Save] button followed by [Done]. You are now ready to begin scanning.

2) SETTING UP MULTIPLE IMAGE TYPES

It is possible to setup more than one image type without testing the image parameters; this can be particularly useful to enable users to scan different sized documents at any time as and when required.

This configuration must be configured per terminal, and can be undertaken when setting up scanning for the first time, or retrospectively after the fact as follows:

1. Place an alternative ‘Document’ (i.e. MRI Questionnaire) into the scanner.

2. Choose the appropriate ‘Image Type’ you wish to configure from the drop down box.

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3. Use the Bottom Frame to specify the new size of the document (i.e. - 5.5 inches = A5 and 11.5 inches = A4)

4. Press the [Quick Save] button to update the settings.

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5. Repeat the above steps for the next ‘Image Type’ - for example selecting ‘Referral or MRI’ and setting as A4 document (i.e. 11.5 inches = Bottom), and continuing the same process for any other required document sizes.

3) USING CRIS DOCUMENT SCANNING

Having installed and correctly configured the document scanner for use via CRIS there are two main areas where CRIS Document Scanning is available for use:

■ SCANNING A ‘REQUEST CARD’ (or any required document) at the point of receipt.

■ RESCANNING OR ADDING IMAGES at a later stage.

SCANNING A ‘REQUEST CARD’ AT THE POINT OF RECEIPT

CRIS Document Scanning has been designed for a ‘Request Card’ (or any required document) to be scanned upon receipt into the Radiology Department – i.e. When a Request is placed on the Request List, or when a patient attends.

1. Place the ‘Request Card’ (or any required document) into the document scanner.

2. Load the patient by typing directly into CRIS, or enter their details using a barcode reader.

3. In the Events screen create a [New Event] and complete the Event details screen and follow the instructions below depending on which event you wish to create.

4. CRIS will scan the ‘Request Card’ (except when scanning from the CRIS [Diary Viewer]) as the screen closes. For reference, a scanning icon (see below) is visible at the bottom right-hand corner of the screen whilst the document scanner is scanning and you should not therefore remove the document whilst this icon is displayed.

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SCANNING A ‘REQUEST CARD’ WHEN CREATING A REQUEST

Click the [Request] button to move to the Add Request screen, ticking option ‘Scan Image’ and selecting an image type.

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SCANNING A ‘REQUEST CARD’ WHEN CREATING A WAITING LIST EVENT

Click the [Waiting] button to move to the Add Waiting List screen, ticking option ‘Scan Document’ and selecting an image type.

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SCANNING A ‘REQUEST CARD’ WHEN CREATING AN APPOINTMENT (ADD TO DIARY)

Left click and highlight the patient the request card is to be scanned for. Use the Scratch Pad or the Changed Appointments Pad.

1. Right click to display the menu. Left click on ‘Scan Request Card’ or alternatively…

2. Click the [Scan] button on the bottom right hand side of the screen

Please note: It is possible to highlight a patient on the CRIS diary and to click the [Scan] button but there is no right click menu option if using this method

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SCANNING A ‘REQUEST CARD’ WHEN ATTENDING A PATIENT

Click the [Attend] button to move to the Attend Event screen, ticking option ‘Scan Document’ and selecting an image type.

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SCANNING A ‘REQUEST CARD’ WHEN POST PROCESSING

Click the [Post Process] button to move to the Post Processing screen and then click [Finished] to move to Finished screen. You must tick the option ‘Scan New Image’ or ‘Rescan Request Card’.

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Please note: Rescan Request Card will overwrite the original image.

SCANNING A ‘REQUEST CARD’ WHEN DICTATING A REPORT

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Click the [Request Card] button on the right hand side to load up the Request Cards screen to either [Add Image] or [Rescan].

VIEWING REQUEST CARDS VIA DIGITAL DICTATION

It is possible to view scanned ‘Documents’ via CRIS digital dictation. If a Request Card or other documents have been scanned the images will load automatically as the Digital Dictation screen is loaded.

VIEWING SCANNED IMAGES

From the patient Events screen, highlight the event you wish to view the scanned images for and click [Change].

• In the Event Details screen view a scanned ‘Request Card’ by clicking the [Documents] button located at the right-hand side of the Event Details screen.

• In the CRIS Report Viewer view a scanned ‘Request Card’ by clicking the [Request] Tab next to the [Report] Tab.

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The image can be viewed and manipulated as follows:

|[pic] |Click this icon to ZOOM IN or Left click mouse and drag to zoom in and out. |

| |Click this icon to ZOOM OUT or Left click mouse and drag to zoom in and out. |

| |Fit to page |

| |Fit to Width of the screen |

| |Fit to actual size. |

| |Rotate CLOCKWISE |

| |Rotate ANTICLOCKWISE |

| |Save Image to File |

| |Delete Image |

RESCANNING, ADDING IMAGES AND ATTACHING DOCUMENTS

CRIS Document Scanning has also been designed to enable a ‘Request Card’ (or any required document) to be rescanned in the event that additional details (i.e. ‘IR(ME)R’ or medico legal details) have been written on the form during the examination; or in the event a document has not already been scanned against the record.

1. Place the ‘Request Card’ (or any required document) into the document scanner.

2. Load the patient by typing directly into CRIS, or enter their details using a barcode reader.

3. Open the Event (i.e. Request, Attendance, Appointment or Waiting List etc.) and click the [Documents] button located at the right-hand side of the Event Details screen.

4. If this event already has a scanned request card it will be displayed at this point (see below)

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5. If you want to scan an image, click the [Scan New Document] function button – choose the correct type of image you wish to scan and click the [Quick Scan] button.

CRIS will scan and the image will be displayed. To save the image click the [Save] button and click [Add Image] and repeat until all documents have been scanned. Then press [F5] to clear the screen or return to the Event Details screen by clicking the Event Details tab.

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6. It is also possible to use the [Replace Document] button if you only wish to rescan a card as this will perform a rescan and clear the screen (this does not create an additional image this will ‘copy over’ the existing image.

DELETE A SCAN – You can delete a request card/image at any time by right-clicking the image and choosing the appropriate option from the resulting menu.

Please note: If you would like to be able to print a copy of the ‘Request Card’ (or any required form) please contact your RIS System Manager who will need to enable this option by enabling the appropriate XR (Trustwide setting), XRS (Site-wide setting) or XRT (Terminal specific setting) via CRIS TABLES and enabling RECEPT.PrintRequestCard = Yes.

ATTACHING DOCUMENTS – The following documents can now be attached against an event within the CRIS system; PDF, XLS and JPG files.

1. Select the [Attached Documents] Tab at the top of the screen.

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2. Click the [Attach] function button at the top of the screen. You will then be presented with a select document screen.

3. Select the document you want to save then click [Open]. Once the document has been uploaded, it will show on the screen as seen below.

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4. To view an uploaded document, select from the list and choose [Open] function button. This will then load the appropriate software from your computer to view the image / document.

It is also possible to download a copy of the uploaded document by selecting the [Download] function button. This will allow you to specify where you wish to save the file.

IMPORT / EXPORT OF REQUEST CARDS/DOCUMENTS FOR USE IN PATIENT CORRECTION

TO EXPORT AN IMAGE TO YOUR LOCAL HARD DRIVE

1. Load the patient’s record then click on the [Request Card] button.

2. Once you have loaded the request card right-click the image and choose ‘Save to local disk’

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3. Having clicked ‘Save to local disk’ the following box will appear to enable you to choose the location of where the image should be saved. You should ensure that you enter an appropriate filename followed by .jpeg as below.

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4. Press the [save] button to complete the action

TO IMPORT AN IMAGE INTO THE CRIS SYSTEM

1. Load the patient’s record then click on the [Request Card] button before choosing [Load Image] as shown below:

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2. Having clicked [Load Image] the following box will appear to enable you to choose the location of where the image is saved. If you have saved the image as a .jpeg this will be immediately visible or alternatively if you did not specify a file type it will be necessary to click ‘Files of Type’ and choose ‘All Images’.

3. Highlight the required file and click [Open] and the file will automatically save against the Patient record.

4. As this is patient identifiable data, care should be taken that the image, once uploaded to CRIS, is completely removed from your local PC.

Document Control

|Title |RIS_CRIB268_02.09.10e_CRIS_Document_Scanning_v1.1 |

|Author |David Costin |Date Created |01/09/2009 |

|File Ref. |CRIB268 |

|Approval Sign-off |

|Owner |Role |Method of approval |Date |

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|Approver |Role |Method of approval |Date |

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|Change History |

|Issue |Date |Author / Editor |Details of Change |

|1.0 |01/09/2009 |David Costin |First Issue |

|1.1 |16/03/2011 |David Costin |Amendments to screen shots showing new patient banner |

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|Review Date | 01/09/2010 |

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The Radiology Information Solution

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