Scan Documents

Use the Scan tool along with your digital scanner to make an electronic image of any picture or document, and store that image in a correspondence history, HR Manager document archive, or VP Document.

1. Prepare Your Scanner - Place the item to be scanned (or the first page of a multi-page document) in your scanner, and be sure the device is on and ready.

2. Initiate Scan - Click Scan from the appropriate correspondence history.

   Scan into Patient Correspondence History - Open patient folder > ViewPoint toolbar > Correspondence History > Scan.

   

   Scan into HR Manager Employee Record - Open employee record > Employee Information ribbon bar > Edit section > Document Archive> Scan.

   

   Scan into Dentist, Professional, Insurance Company or Office Contacts Record - Open the dentist, professional, insurance company or office contact record > Correspondence History > Scan.

   

   Replace a Document - Instead of scanning an additional document to the dentist, professional, insurance company or office contacts correspondence history, you could instead right-click an existing document, and select Replace > Scan to overwrite that document with your new one.

   

   Scan into VP Document - ViewPoint toolbar > VP Document > Scan.

   

   Replace a Document - Instead of scanning an additional document into VP Document, you could instead right-click an existing document, and select Replace > Scan to overwrite that document with your new one. This is particularly useful when replacing company handbooks and policies.

   

3. Select Scanner - Choose which scanning device to activate for this scanning session. This step is necessary only if you have multiple scanners available.

   

4. Document Details - Enter the details for the document you want to scan, then click SCAN

   

   Document Name - Type a descriptive name for the document. Or, when adding a document to a patient correspondence history, you can click the drop down arrow to select a description from your Document Name table.

   Save Document Name - (Patient correspondence history only.) Enable this option to save the name in the Document Name table for future use.

   Category - (Not initially available for patient correspondence histories.) Choose a category for this document, from your History Categories table. After the document is saved, you can add a category assignment to your patient correspondence histories, and change the category in all correspondence histories if needed.

   Preview Scan Before Capture - (Patient correspondence history only.) Enable this option to view the scanned result before saving it to the correspondence history.

   Regarding - (Patient correspondence history only.) Choose whether this document is regarding the patient or a responsible party. If the patient has multiple responsible parties, you may select the party to assign to the document.

5. Select Settings & Start Scan - Select the settings you want to use, and scan the document according to the instructions for your local scanning device.

6. Scan Additional Pages - After your scanning device has digitized the current page, you can insert another page in the scanner, and click SCAN to continue scanning a multiple-page document as needed. The scanning window indicates the number of pages that have been scanned into this document so far.

   

7. Save and Exit - When you have scanned all pages, click Done at the bottom of the scanning window, and enter an output filename to complete the process.

   Preview Option - If you enabled the Preview option before you started scanning, you can look at the scanned result before saving it. Once you close the preview window, you indicate whether you want to continue by saving the document to the correspondence history, or erasing the scan and starting over.