Add a Client ID Photo

Content

Instructional Video: How to Upload Client ID Photo to Profile EMR

Overview

Pre-requisites

IT Support

Two Ways to Add a Client ID Photo to the Medical Record:

Add a Client ID Photo from the Client Registration Form

Add a Client ID Photo from a New Encounter (photo\)

Client ID Photo Locations in EMR

View Larger Version of the Client ID Photo

Crop the Photo to Ideal Size

Remove Client ID Photo

Instructional Video: How to Upload Client ID Photo to Profile EMR

The instructional video below provides a step-by-step walkthrough for uploading a client ID photo into the medical record. The example in the video demonstrates adding a client ID photo into the medical record by entering photo\ in an encounter note, which calls up the "Add Photos" window. Written instruction is included below.

Overview

The Client ID Photo can be imported into each medical record.  This article illustrates two ways to upload an image of your client in their medical record. Before being able to import a photo, we will first review what equipment is needed (i.e. pre-requisites).

Pre-requisites

1. Webcam must be ordered from Service Catalogue under Peripherals.
2. Plug it into desired computer via USB                                                                               
3. Choose a well lit location and set up the camera                                                         
4. Optional:  Mark an X on the floor where the client should stand 
5. Pin Camera App to taskbar on your computer for future use. 
6. Adjust the settings in the Camera App to the Webcam. Click on this  icon to change the camera. 
7. Please ensure that you save the file as .png before uploading the file in Profile EMR. 

IT Support

Technical support will only be provided to webcams that have been ordered from the Service Catalogue. 

VCH HelpDesk Telephone: [phone]

Add Client ID Photo from Client Registration Form

1. Launch Profile EMR.  Log in with your credentials. 
2. Click on the “Client Registration” icon in the toolbar.
   
3. Search and select client.  Once you have selected your Client, the Client Registration will open for pertaining client.
4. Click on the “Open Photo” button.
5. Click on the “Browse For Photo” button and navigate to the folder where you saved your photo. Select the photo you wish to use from your file directory and then click Open.                                    
6. Click the Save button to save your image, then click Ok and close out of the Add Photos for window by clicking on the “x” on the top right. 

Add a Client ID Photo from New Encounter (photo\)

1. Launch Profile EMR.  Log in with your credentials. 
2. Click on the "New Encounter" icon on the toolbar.
   
3. In the body of your New Encounter, typing photo\ to launch the Photo Form.
4. When in a New Encounter and using this feature, the photo form will automatically select the “Save as client’s profile photo” radio button by default.
5. Click on the “Browse For Photo” button and select the photo you wish to use from your file directory.                                                        
6. Click Save to save your image, then click on the x to close out of this window.

Client ID Photo Locations in EMR

1. With your client selected, click on the “Alter Client” button in the toolbar.
2. Click on the Personal segment in the toolbar of the Alter client window.
3. You can now see that your client photo will now appear in Photo ID section.
4. The Client ID Photo is also visible in the Clinical Information Panel at the top of the client medical record. 

View Larger Version of the Client ID Photo

Photo of any size can be uploaded using Client Registration or photo\

To view an enlarged version of the Client ID Photo, there are two routes:

• Alter Client
  1. With your client selected, click on the “Alter Client” button in the toolbar.
  2. Click on the Personal segment in the toolbar of the Alter client window.
  3. Click on the Update button below the image thumbnail. This will open a popup showing the photo's true size.
  4. Click Cancel to close the window. Note: Clicking OK will crop the image without warning
     
     
• Medical Record
  1. With your client selected, click on Medical Record. The Client ID Photo will be visible in the Clinical Information Panel
  2. Double-click the image to open a popup showing the photo's true size.
  3. Click Cancel to close the window. Note: Clicking OK will crop the image without warning

Crop the Photo to Ideal Size

When viewing the larger version of the Client ID Photo in the Capture Image popup, a grey box will show the boundaries for a better ratio photo.

If Cancel is clicked, the image will appear the same as it as before. If OK is clicked, it does not give a warning and will crop wherever the box was situated.

This is what it looks like after clicking OK without moving the box:

The box can be moved to capture a different part of the image:

This is what It looks like after clicking OK after moving the box:

And when enlarged again, it will show the cropped version (original version is not saved).

If you've unintentionally cropped the image, you'll need to upload the photo again and start from the beginning.

Remove Client ID Photo

1. Open the Capture Image popup. See View Larger Version of the Client ID Photo section on how to access this popup.
2. In the Capture Image popup, click on the Clear Picture icon:
   
3. Click OK to confirm the photo's deletion.