Add Document from Scanner
You can use the scanning feature within Kareo to scan a document and attach it an open record (e.g., patient record, encounter record, provider record, etc.); or you can scan the document and save it to the main document storage area of the application and then use the processing feature to attach one or more pages of a document to specific records in the system.
Important Note: In order to use Kareo's scanning feature, your scanner device must be TWAIN compliant. For more information, refer to www.twain.org/faqs.htm.
Follow these steps to scan a single or multi-page document from a scanner and save it to the document storage area of Kareo.
1. On the Documents menu, click Add Document from Scanner. This opens the Scan Document task.
Optionally, you can click Find Documents from the menu to open the Find Document task (or browser), and then click the Add from Scanner button on the Task Button Bar of the Documents browser. (For more information about the Find Document task, see Find Document.)
2. The Scan Document task includes a three-step wizard: 1) In the first step of the wizard, you will enter the document label, the document name, and then modify the scanning settings, if necessary. 2) The second step allows you to view the progress of the scan job. 3) The third step asks you to verify whether or not the scan was successful, and asks if you would like to scan additional pages to the file.
To scan the document, do the following:
Document Label: Select the document label from the drop-down list (e.g., Document Batch, Explanation of Benefits, Insurance Correspondence, Medical Report, Patient Correspondence, Patients Demographics, etc.).
Document Name: Enter a name for the document.
Source Scanner: Select the scanner you wish to use from the drop-down list. The list includes all known scanner devices installed on your local computer.
Page Size: Select the page size for the document you wish to scan if your scanner supports other than letter size documents.
Color Mode: Select the color mode if your scanner supports scanning in color. This list will include the known color modes as set forth by TWAIN scanner interface standards and as supported by the selected scanner.
Resolution: Select the resolution. This list will include all known resolutions (e.g., 100dpi, 150dpi, 300dpi) as set forth by TWAIN scanner interface standards and as supported by the selected scanner.
Scanning Side: Select the scanning sides (e.g., Simplex, Duplex, Reverse, etc) as set forth by TWAIN scanner interface standards and as supported by the selected scanner.
Brightness: If necessary, change the brightness if your scanner supports this setting.
Contrast: If necessary, change the contrast if your scanner supports this setting.
Click the Scanbutton to start the scanning process. Once the scanning process has begun, a second screen will appear, which allows you to view the progress of the scan (e.g., the page number being scanned, the percent complete of the page being scanned, and the file size of the current page.). Once all pages have been scanned, a third screen will appear which allows you to view the total page count and size of the document. You will also be asked to select one of four options, as shown below:
Yes, all of my pages were scanned correctly. Selecting this option and then clicking the OK button will save the scanned document and return you to the Documents task. The document will then be saved to the list of documents in the central storage area of the application.
Yes, all my pages were scanned correctly and I would like to scan some additional pages. Selecting this option will continue the scanning process. You will need to add additional pages to the scanner tray, and then click the OK button. The scanner will continue scanning the additional pages.
No, some pages didn't scan correctly and I would like to rescan all pages. Selecting this option, will cancel the pages that have already been scanned. You will need to place the pages back in the scanner tray, and then click the OK button. This will restart the scanning process.
No, some pages didn't scan correctly and I would like to cancel this scan job. Selecting this option and then clicking the OK button will cancel the entire scanning job.
If you should wish to cancel the scanning job at any time during the scanning process, click the Cancel button. This will abort the scanning job entirely and return you to the Find Document browser.
3. To process a document that has been scanned to the main document storage area, see the topic entitled Process Document.
To scan a document to an open record (such as a Patient record), first open an existing record that supports document attachments, navigate to the "Documents" tab, click the Scan button on the right of the screen, and follow Step 2 above to scan the document directly to the open record.
Important Note:
To help keep your costs down when it comes to using the document scanning features of the Kareo application, we make the following recommendations:
Scan at the lowest resolution and lowest amount of color possible.
Resolution is counted in terms of dots per inch (dpi): the lower the dpi, the lower the quality of the scan; however, low resolution images will also take up less storage than high resolution images. For all but very detailed images, we recommend keeping the resolution to 150 dpi.
Color information will also affect the quality of the image, and the less color stored, the less storage is required for the image. Black and white images will require the least amount of storage, about 30-50 kilobytes per scanned page at 150 dpi. Grayscale images will store a black-and-white image, but will differentiate shades of gray; Grayscale requires at least 8 times more storage than black-and-white images. Palette images, if available with your scanner, will store some limited color information, and will take as much storage as grayscale images. Finally, Color images will provide the highest quality of the image, but will require at least 24 times the amount of storage as will black-and-white images. For any image that does not require color, or a great deal of detail, we recommend keeping the Color Mode at Black and White.
In terms of document storage usage, scanning in a few full-color images, when needed, will not hurt the user; however, scanning in hundreds of pages will most definitely consume more storage space than what you are allotted. If you need to scan in something that requires color, you should do so only for the few pages that require it. If certain pages within a document require more detail than just black and white, you should first try gray scale, since it's a bit more optimized. But in general, you should try to stick to black-and-white when possible.
Kareo provides document storage services to practices that have subscribed to the Enterprise or Team Edition of Kareo. Depending on the subscription edition, Kareo allots a certain amount of additional storage space per practice per month for all scanned, faxed, or digital documents (e.g., Word/Excel files) that have been stored on the Kareo system. It is important to note that if a practice exceeds this monthly allotment in any given month, the practice will be charged a nominal fee for the overage. Please refer to your contract for more information; or refer to the pricing/feature table at http://www.kareo.com/account_signup.
For more information about working with scanned or faxed documents, read the following help topics:
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