eClinical Scanning and Fax Support

Eclincal scanning and fax support are critical pieces in the eCW EMR architecture. Front Desk staff at small practices just don’t know what they are missing when converting documents into electronic form but not taking advantage of OCR or Optical Character Recognition. Let’s begin with OCR. Scanning documents is one thing but the ability to lift text off the scanned image and insert into your EMR’s patient notes is another. The copy and paste functionality becomes a lot more difficult if you are using PDF with eClinicalworks. It is recommended you use TIFF because eClinicalworks was designed to work with Microsoft Office Document Imaging tool or MODI.

MODI is a free tool that enabled editing and annotating document. Documents scanned by your organization’s scanner or faxes received by your organization’s fax server are aggregated in an inbox or scanned shared folder. These images or hopefully TIFF files are then assigned to charts and other areas of your Electronic Health Record system.

Pro Tip! – The labeling of EMR or EHR is dependent on whether the system is dedicated solely for Patient Health Information (PHI) or more. The system is called an EHR when it contain more than just PHI.

The bottom line, request your IT guy use MODI in conjunction with eClinicalworks for the most productivity out of your staff. Check it out in action…

The History of Microsoft Office Document Imaging and MODI Installation

By default, newer windows computer do not have MODI. It was first introduced in Office XP, and was included in Office 2003 and Office 2007. Although it is not available in Office 2010, it is possible to install it from a previous version of Microsoft Office and use it with Office 2010

To use MODI in 2007 together with Office 2010, use one of the following methods:

If you do not have 2007 Office system installed on a computer that has Office 2010 installed, you can install only MODI from the 2007 Office system setup. To do this, follow these steps:
1. Start the 2007 Office setup process.
2. Click Customize.
3. On the Installation Options tab, select Not Available for all items except for the items under Microsoft Office Document Imaging, and then click Install Now.
4. Click Close.

Eclinical Scanning Hardware

Fujitsu Fi-6140dj or newer Series
- This device works well for someone that is dedicated for document scanning
Fujisu ScanSnap
- This is deal for a department or a front desk area. The whole staff is scanning items to their workstations. Warning… Be careful with PHI with this setup.

Eclinical Scanning – Dedicated Staff Scanner

This takes 30 minutes to setup if the hardware is already plugged in and the drivers are in place. You will be required to setup the correct source under the Patient Documents section of eClinicalworks.

Adjust the document scanner settings for the lowest resolution but still readable. This will improve scan completion times and also reduce the load of excessive storage of large files. Make sure TIFF and the correct folder path for the inbox to view your files from are adjusted here.

The MODI interface should come up once the scan is complete.

Community Scanner Shared Folder Setup

This setup is when you have something like a Fujisu ScanSnap Series scanner. It sends a scan to the share of the user’s workstation.

Fi Network Scanner Admin Tool located on XP machine (front desk)

Scan Snap Setup Directions

default admin\password

Step 1

To add network folder for new machine:

“scanner settings” (top column)

“network Settings”(second column)

“network folder” (left pane)

**Delete button for new network path***

Add new button, do not try to edit except if it’s a button name change

Step 2

Then go to Job Menu Settings

“Job Sequences”

edit

select button

“job items”

expand save

Step 3

Then go to “Job Menu” tab

Edit the name for the screen of the scanner

Step 4 (eCW)

eCW Setup

Go to Documents in eCW, Patient Documents, and view the big window for “Document Category”

*Scan Docs -> Settings

C:\ltfrontscans

\\faxserver\InBox

*Delete the documents after attaching to Patient or Staff

Workstation Fax Server Setup

Most small practices have a Mainpine modems but online fax solutions are quickly becoming a nice alternative. In this scenario, we have a local fax server called…. “faxserver” and inbox share in called “inbox” shocker, yes I know. We like to keep things simple here. For your techies, that’s \\faxserver\inbox for simple and hopefully secure access to the inbox folder of all faxes received by the fax server.