Scan Processor – Profile EMR User Help

New! Starting Aug 2022, there are two different referral categories to choose from depending on your clinic workflow. See Appendix C: Scan Processor and Referrals.

Background

Each EMR clinic is set up with a folder on the network drive called the Scan Fax folder, where documents faxed to the clinic will live. Using the Profile EMR Scan Processor, you can import documents from the Scan Fax folder into a client’s Medical Record.

Suggested Workflow

1. Start in Profile EMR Scan Processor.

2. Do the four checks (Appendix: Mandatory Four Checks) on each faxed document.

a. If the document passes the four checks, complete the Properties section and import (Scan Processor: Importing Document into EMR) document into client’s Medical Record.

b. If the document fails any of the four checks (e.g. rotated, fax contains more than one client’s information etc.), it will need to be corrected (Scan Fax Folder: Importing Corrected Documents into EMR Scan Processor using Adobe Acrobat Pro) in the Scan Fax folder using Adobe Acrobat Pro (rather than Scan Processor).

c. If document requires separating, each document will require a new name and then be saved in the Scan Fax folder.

d. Once corrections are complete, go back to Scan Processor to import into EMR

Tip! Instead of rescanning a faxed paper document, keep paper faxes in box stored in a secure area for 3 months for easy access if they need to be refaxed due to failed connection or loss. Every 3 months, you may shred the paper fax.

Tip! Order custom stamps such as "Ready to Import" to communicate with admin staff that the document can be auto-signed or "Rx Refill Due Date: _____" to communicate with pharmacy that due date is missing which is helpful for prescribers when it comes to prioritizing Rx Refills (typing template RX\).

Setting up Access to the Scan Fax Folder

The first time you use the EMR Scan Processor, you must manually enter the Scan Fax folder address (this information is given to a clinic lead when the folder is set up). Thereafter, the Scan Processor will remember the folder address and automatically open the correct one.

1. Log into Profile EMR.

2. Click on the Scan Processor icon in your shortcuts toolbar.

3. Use one of two options to manually enter the Scan Fax folder address:

a. From the Scan Processor, browse for your clinic’s Scan Fax folder. Once you’ve found the correct folder, click Create.

b. Find the Scan Fax folder on your computer. Copy and paste the Scan Fax Folder address into the Scan Processor’s Look in field and click Create.

Go to the EMR Scan Processor:

Scan Processor: Importing Document into EMR

Important! Results should be landing in Profile EMR electronically, not faxed/scanned. If this is the case, refer to Appendix E: Process "Paper" Results

1. In the Scan Processor, select the document you wish to import.

2. In the Properties section, complete the following fields:

Client: Search for client whose record you wish to attach the document to.
Clinician: Search for clinician responsible for reviewing the document.
POS: Make sure the populated POS is correct.
Date: Enter the date of the document.
Subject: Enter the subject following Appendix B : Naming Protocol for documents.
File Location: From the drop-down, select where you want the document to live within the client’s Medical Record.
Category: From the drop-down, select the most applicable category according to Appendix B : Naming Protocol for documents.

3. If the document does NOT have to be reviewed by a clinician, check off Sign Document. Otherwise, leave the checkbox blank.

Note: Check with clinic for a specific document sign-off process.

4. Click Apply to save changes.

5. Confirm that the fax is assigned to the correct client, clinician, POS, subject name, file location, and category, and then click Import.

6. You are about to import <#> documents. Do you wish to proceed? message will appear. Click OK. The file will be removed from the Scan Fax folder, indicating it has been imported successfully.

Note: Once the Import button is clicked, you will not be able to do anything in the EMR until processing is complete. To reduce downtime and impacts on system performance, only import 1-2 documents at a time.

Scan Fax Folder: Importing Corrected Documents into EMR Scan Processor using Adobe Acrobat Pro

Scenario 1: Correcting a Fax with One Client in its Contents

1. From the Scan Fax folder on your computer, open the document in Adobe Acrobat Pro.

2. Perform the four checks(Appendix: Mandatory Four Checks)

3. Modify the fax if applicable (e.g. rotate, delete coversheets, etc.).

4. Import document into EMR.(Scan Processor: Importing Document into EMR)

Scenario 2: Correcting a Fax with Two or More Clients in its Contents (e.g. Client A & Client B)

1. From the Scan Fax folder on your computer, open the document in Adobe Acrobat Pro.

2. Perform the four checks.(Appendix: Mandatory Four Checks)

3. Extract pages that belong to Client A:

a. Open Page Thumbnails (click on icon on left-hand side of Adobe Acrobat Pro)
b. To highlight the pages you wish to extract, hold Ctrl + click on the pages belonging to Client A
c. When finished, right-click the screen and select Extract Pages from the picklist

d. An Extract Pages window will appear. Click OK.

e. The extracted page(s) will open in a new window. Go to File > Save and manually rename the files according to clinic naming protocol.

f. Repeat the same process to extract pages for Client B. Once the pages have been extracted and renamed, go to the Scan Processor and import (Scan Processor: Importing Document into EMR) the files.

Troubleshooting: When a Document is Attached to the Wrong Client

Refer to the steps in the help file: Request to Delete a Result or Document

Troubleshooting: When a Document is Password Protected

Password protection should be removed from the document prior to scan processing into the client medical record. Any user trying to view a password-protected document will encounter an error window.

To remove password protection,

1. Open the PDF in Adobe Acrobat
2. Choose Tools > Encrypt > Remove Security
3. If the document has a “Document Open” password, click OK to remove it
4. Save the document
5. Document is now ready to be imported into Profile EMR via Scan Processor

If the document is already in Profile EMR,

1. Right-click the document and select Export

2. Save the document to a secure folder on your computer
3. Open the PDF document – it should prompt you to enter the password
4. Follow the above steps to remove password protection
5. Document is now ready to be re-imported into Profile EMR via Scan Processor
6. Follow Request to Delete a Result or Document to have the password-protected document deleted from the medical record

Note: If you try to assign a transaction to an inactivated duplicate client, you will get an error.

Appendix A: Mandatory Four Checks

1. Fax contains content for multiple patients?

a. Scroll through to determine if the fax contains information on one or multiple clients
b. If multiple, process in Adobe Acrobat Pro

2. Correct client/correct physician?

a. Yes to both (correct client and physician), continue to process
b. No to client but yes to physician (incorrect client, correct physician):

i. Print and give to physician
ii. Write on fax "not our client"
iii. Delete fax from folder (right click > delete)

c. No to client and physician (incorrect client and physician):

i. Follow your clinic’s standard process and delete file from shared drive

3. Does fax need to be rotated?

a. If yes, use Page Thumbnails in Adobe Acrobat Pro:

4. Are there fax coversheets or blank sheets that need to be deleted?

a. If yes, use Page Thumbnails in Adobe Acrobat Pro:

Appendix B: Scan Processor Naming Protocol

File Location: RESULTS
Category	Definition	Subject Format	Subject Example
Pathology	Bloodwork results Clozapine vendor notices	[Test/Procedure Name] - [Body Location, if applicable]	CBC Wound Culture - Arm Clozapine Notice of Non-compliance
Radiology	Medical imaging results	[Test/Procedure Name] - [Body Location]	MRI - Spine
File Location: DOCUMENTS
Category	Definition	Subject Format	Subject Example
_Mental Health Act Forms	Mental Health Act Forms	see Appendix B2: Naming Protocol for Mental Health Act Forms	Form 4.1: First Medical Certificate (Involuntary Admission)
3rd Party/ROI/Client ID	3rd Party involvement Government-issued ID	[Document Name]	BC Services Card Birth Certificate
Admission and Discharge	Related to Admission or Discharge	[Document Name] - [Sender/Facility]	Discharge Summary - SPH
Advance Directives	Related to Advance Care Planning	[Document Name]	MOST Form
Advice Request	TBD
Cardio Respiratory	File under Results
Clinical Report	Use Consults/Transcriptions/Clinical Reports etc.
Clinical Summary	Assessment Forms	[Document Name]	MOCA Metabolic Monitoring
Complaints	TBD
Consults/Transcriptions/Clinical Reports etc.	Specialty consults and transcriptions	[Document Name] - [Specialty]	Consult - Neuropsych
Do Not Use	Stores invalid or outdated/expired documents for correct client
Email	TBD
Information Request	3rd Party Request for Information	[Document Name] - [Requestor]	Request for Information - ICBC Request for Information - Dr. Smith GP
Intervention Set	TBD
Letter	Letters relating to client	[Document Name] - [Sender]	Housing Letter Family Letter Letter from Client
Progress Update	TBD
Radiology/Diagnostics/Imaging	File under Results
Referral Documents	see Appendix C: Scan Processor and Referrals
Referral Tracking Process* (see help file)	see Appendix C: Scan Processor and Referrals
Scripts, Refills, Appt. Info, Consents	Prescription-related requests/advice Appointment notifications Consent forms	[Document Name] - [Drug Name or Date, if applicable]	Rx Refill Request Due: (use typing template RX\) OAT Missed Dose - 12 Feb 2023 Special Authority - Olanzapine Mental Health Review Panel Hearing Notice Ministry Consent Forms
Transcriptions	Use Consults/Transcriptions/Clinical Reports etc.
Treatment History	Historical records	[Document Name] from [Sender]	Medical Records from Previous Care Provider

Appendix B2: Naming Protocol for Mental Health Act (MHA) Forms

When processing Mental Health Act (MHA) Forms, ensure:

Each Form is its separate document
File Location: Documents
Category: _Mental Health Act Forms
Date: Date the form was signed

For ease and consistency, use Typing Template Codes to name Mental Health Act Forms in Scan Processor.

Typing Template Code	Description
F1	Form 1: Request for Admission (Voluntary Patients)
F2	Form 2: Consent for Treatment (Voluntary Patient)
F3	Form 3: Renewal Certificate (Involuntary Patient <16Yrs)
F41	Form 4.1: First Medical Certificate (Involuntary Admission)
F42	Form 4.2: Second Medical Certificate (Involuntary Admission)
F4	Form 4: Medical Certificate (Involuntary Admission)
F5	Form 5: Consent for Treatment (Involuntary Patient)
F6	Form 6: Renewal Certificate (Involuntary Patient)
F7	Form 7: Application for Review Panel Hearing
F8	Form 8: Review Panel Determination
F9	Form 9: Application for Warrant (For Purpose of Examination)
F10	Form 10: Warrant
F11	Form 11: Request for Second Medical Opinion
F12	Form 12: Medical Report (Second Medical Opinion)
F13	Form 13: Notification to Involuntary Patient of Rights
F14	Form 14: Notification to Involuntary Patient (<16Yrs) of Rights
F15	Form 15: Nomination of Near Relative
F16	Form 16: Notification of Near Relative (Patient <16Yrs)
F17	Form 17: Notification to Near Relative (Discharge of Invol Pt)
F18	Form 18: Notification to Near Relative (Review Panel Request)
F181	Form 18.1: Notification to Near Relative (Review Panel Order)
F19	Form 19: Certificate of Discharge
F20	Form 20: Leave Authorization
F21	Form 21: Director's Warrant (Apprehension of Patient)
ELHD	Extended Leave Review Panel Hearing Directive

Appendix C: Scan Processor and Referrals

Two Referral Categories

Each clinic manages their inward referrals differently. In response to this, a new referral category Referral Documents has been created:

Referral Tracking Process* (see help file)

(previously Referral)

In combination with Direction: In, use this category for INWARD referrals by clinics that use Profile EMR's built-in inward referral functionality

The scanned document is auto-signed and creates a new row in Work Centre > Referrals

Referral Documents

(new category)

This is used by clinics that do NOT use the built-in inward referral tracking process but still want to save some documents in this category, such as a specific paper referral form that a clinician has filled out for an outgoing referral.

Clinics should still use the category Rx refills, Appt Info, Consents for all referral-related appointment information, etc.

This category behaves just like other document categories, for instance, Consults, Hosp, 3rd Party. These scanned documents will not appear in Referrals but are saved in the Documents segment of the Medical Record.

Mandatory From Field

To improve the Inward Referral process, the Referral Source documented in the From field is mandatory when direction = IN and category = Referral Tracking Process* (see help file).

During IMPORT (not Apply), if the From field is blank, the import process results in an error window. The error window shows the affected document/client. Click Close to add the Referral Source for the affected document/s and click Import again.

The From dropdown has three choices: Prov, Ext, or Adhoc.

Prov

Existing Profile EMR Users

Ext

External Clinicians Dictionary

Note: Only Super Users are able to add to the External Clinicians (External Providers and Pharmacies) dictionary.

Adhoc

Freetext

Example of blank From field with resulting Error window below:

Appendix D: Restore Deleted Files from EMR ScanFax Folder

If a file was accidentally deleted from the EMR ScanFax folder, there may be a way to restore the deleted file. See Microsoft Support: Recover lost or deleted files.

Appendix E: Process "Paper" Results

Results should be landing in Profile EMR electronically, not faxed/scanned. If this is the case, before scanning the result in, check for duplicates first as an electronic copy may already exist in Profile EMR.

1. Open the Medical Record by searching with the PHN on the "paper" result

2. Navigate to Results segment of the medical record

3. Search for results with the same data as the "paper" result's Collection or Observation Date

4. Once found, navigate to electronic result's Information tab and ensure that the Lab Order Number matches the "paper" result

5a. If match is found, discharge the "paper" result AND contact the originating lab (also found in Information tab) to troubleshoot Results Distribution Issue for the ordering or copied clinician that belong to your clinic

5b. If match is not found, scan in the result AND contact the originating lab (also found in Information tab) to troubleshoot Results Distribution Issue for the ordering or copied clinician that belong to your clinic

Related Help Files

eFax Prescriptions from Profile EMR
TurboScan and SRFax Service for VCH Providers
External Clinicians (External Providers and Pharmacies)

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