Accessing the Scanning Module:

The Scanning module is accessed through the Clinical Details Home Form icons. The Scanning Process will usually be performed by receptionists or other clerical staff.

Documents can be scanned individually and then assigned to a patient. Alternatively, for scanners with Automatic Document Feeders (ADF), an operator can scan many documents and then afterwards go through them, assigning the images to the particular patients.

 Scanning Documents

Scanning Documents

When the Scanning Module is launched, no patient is selected. The user has the option of Finding a patient first and then scanning in the images, or scanning all images first and then selecting the patients.

Before an image is scanned, the type of scan is to be selected. There are four (4) options to select from:

  1. Black & White Letter: Will scan the image and create a very compact *.tiff B&W image.
  2. Colour Letter: This will scan in .jpeg format for better colour rendition.
  3. Custom Scan: Will launch the TWAIN driver, enabling the user to customise the scan.
  4. Options/Use ADF: This option is accessed through the Menu Options and determines whether a Document Feeder will be used.

The scanned document/s will be immediately saved to the correct Zedmed Clinical Scan folder (Patients/Scan) as designated in the Scanning Options.

The scanned images will be saved into the Zedmed Clinical_VOL_0001 file on the main server, when they are linked to a patient. There may be up to 9999 Zedmed Clinical_VOLs, each containing 1.9gb of scanned images.

The name will be automatically generated, such as IMAGEx.tiff, where x is a unique number. You will have an opportunity to give the image a meaningful name, when linking it to a Patient.

Images, Thumbnails and Lists

The right section of the screen, the Image View form, allows you to review the contents of scanned images, which are presented as full image, thumbnails or lists.

The Image View area is divided up into three (3) tabs. Double left clicking on any of the documents/entries on these three tabs will expand the document to full screen size.

  1. Image Tab: Shows the currently selected image. The image just scanned will be the currently selected image. One scanned imaged can be viewed at a time. Make sure you get into the habit of clicking over to the Thumbnails tab to check if there are other images to be processed.
  2. Thumbnails Tab: Shows thumbnails of the images residing on the client hard drive that have yet to be assigned. When a thumbnail is dragged to a Patient or Referral item, the thumbnail is removed from the right side of the screen.
  3. List Tab: The List tab lists all the images residing on the client hard drive that have yet to be linked to a patient. When a list entry is dragged to a patient or referral item, the image is removed from the list. Multiple images may be selected and dragged to the appropriate patient or referral item in one movement (by holding down the Ctrl key while making your selection). The List tab view shows the image name, file size and date and time the image was scanned.

Use the Full Screen, Zoom In/Out, Rotate Left/Right/180 degrees and Page navigation arrows to move through the images you have scanned. Clicking on the entry will expand the form in the lower part of the screen.

 Linking Scanned Images to Referrals, Doctors and Patients

Linking Scanned Images to Referrals, Doctors and Patients

The Linking Process matches scanned images to patient Referrals and adds the images/results to the Process Results list.

When the Find button is pressed, the standard Find Patient dialog is displayed. When a patient is selected, their demographics are shown and their Results and Referrals listed. To view only Open Referrals, right click in the Referrals list and select Open Referrals Only.

Linking Documents:

There are 4 different ways you can attach a scan to a patient:

  1. As a Result attached to an existing outgoing referral (filed in Patient’s Referrals)
  2. As a Result not attached to a referral (filed in Patient’s Results)
  3. As a Report/Document (filed in Patient’s Incoming Documents)
  4. As a general image (filed in Patient’s Images/ECG)

Scans attached as Results or Documents (1-3) can also be displayed in the Results Inbox for doctor approval.

  1. To a Referral: Ideally all patient-related, incoming, scanned documents will be a result of an outgoing Referral. You can link the scanned image of the result/report/letter to the original Referral by dragging the image across to the Referral Tab on the left and dropping on to the correct referral.  You can then give the linked image a logical name describing its contents. Unchecking “Doctor has seen this” will make the scan appear in the doctor’s Results Inbox and subsequently be filed in either Results or Incoming Documents

    If the document has multiple pages you can highlight the pages (hold down the <Ctrl> key and click on each image) and then drag and drop the first page on to the Referral line.  The images will then show attached to the Referral and disappear from the thumbnail section of the screen.

    If you should accidentally drop an image onto the wrong referral, you can drag and drop it back to the right "images" panel and start again.

    It is advisable to Save the images that you have linked to a patient before moving on to Find the next patient.

  2. To a Doctor: Sometimes, no Referral will exist on the computer (the doctor handwrote the referral form and did not enter the details into the Zedmed Clinical system). In this situation, there is no referral to which to link the result, so instead click the button Result/Report and you will be asked to link the document to a Doctor and whether to file this as a Result or Incoming Document.  This can put the result in the Results Inbox for that doctor for them to review. 
  3. To a Patient's "Images/ECG" Summary View: There are some images that do not relate to a referral or a doctor specifically (say a photo of the patient or part of their anatomy). The Images/ECG Tab of the Summary Views has been designed to be an index of these files.  Click on 'General Images'. You will have the opportunity to give the image a name and date then image will be linked to the patient  If there are multiple pages of a letter/result you can drag and drop the subsequent pages onto the original image under the Patient tab.


Changing the Assignment of a Scan

If an image is accidentally assigned to the wrong patient referral item or doctor, the mis-assignment can easily be fixed by dragging it back to and dropping on the Image View section. This cannot be done after saving.


Once all images relating to a patient have been scanned and linked, the Save button permanently saves the images to the patient record and physically deletes the image from the scanning workstation's hard drive.

 Scanning System Options

Scanning System Options

These options are accessed through the Tools/Global Options/Scanning path and control aspects of the scanning system.

Save Scanned Images                    Controls whether scanned images are saved to the Patients/Scan folder on the local workstation or to the Patients/Scan folder on the Server computer (nominated path), from where they we will be accessible to all users for linking to patients. If several staff members on different workstations will be involved in the process of linking scanned documents to patient records, then the Server option is the best.

Scanner Module Buttons              Sets the image quality on dots per inch, when automatic scanning mode is in use.

Save Thumbnails                             Thumbnails can be displayed next to images in the Images Summary Table but they take up space within the main clinical database. Whereas thumbnails are useful for photos, they are less useful for scanned documents (as they tend to be unreadable anyway). Zedmed recommends that you do not store thumbnails for scanned images.

Scanned Result                                 Mark as Complete, when ticked, will automatically set the status of a document to "having been seen by a doctor" prior to scanning. If your tendency is to scan documents, and doctors then review the scanned images, set this to Off.

                                                                Default as Document will automatically default non-image scans so they are placed under Incoming Documents instead of Results. This can be overridden per scan.