Attaching Electronic Documents to Patient Records in OfficeMate

Follow the instructions below to store and organize links to electronic documents in OfficeMate. If you are scanning documents and saving them on your computer so that you can link them to patients’ OfficeMate records, select a standard naming convention (i.e., patient name or number) to use when naming the documents and save the documents in your OfficeMate\DATA\eDocuments or OMATE32\DATA\eDocuments folder.

The following information pertains to ECR Vault users:

To scan documents, open the Patient Demographic or Patient Center window and click ECR Scan (or press F9) to open the ECR Capture window. For more information about scanning documents, refer to the ECR Vault User’s Guide.
To search for and view documents, open the Patient Demographic or Patient Center window and click ECR Retrieve (or press F10) to open the ECR Vault Client window. For more information about searching for and viewing documents, refer to the ECR Vault User’s Guide.
To locate the ECR Vault User’s Guide, click Start, select Programs, select, Comsquared, select ECR Vault, and select ECR Vault User Guide.pdf.

Click the eDocuments tab in the Patient Demographic window.
Click Add to add a new document or double-click an existing document to edit it.
The eDocuments Information window opens.
Select a form from the Document Type menu.
If you have OfficeMate Administration access, press the F12 key to open a Maintain window and add new items to or modify or delete existing items from the Document Type menu.
Type or select an expiration date in the Expires on Date text box.
If you want to add notes to the form, type them in the Notes text box.
If you have activated the Safeguard - Red Flags Rule feature, select the appropriate Credit Card, Driver’s License/Photo ID, and Insurance Card check boxes to indicate whether or not you have verified that the patient’s identity matches the types of identification listed.
- To activate the Safeguard - Red Flags Rule feature, see To set up financial preferences.
- If you have received a notification that the patient’s identity may have been stolen, see Recording Patient Information to record the notification.
For information on recording patient identity and security information, watch this video.
Click Browse to navigate to and select an electronic document to link to the patient’s record and skip to step 9.
OR
Click Scan to scan documents, which must be saved as PDFs, directly into OfficeMate and save them as an eDocument in the patient’s record.
If you clicked Scan in step 7, follow the instructions below; otherwise, skip to step 9:
1. Select the following Scan Options on the Scan Document(s) window:
  - B/W if you want to scan the document in black and white.
  - Grayscale if you want to scan the document in grayscale.
  - Color if you want to scan the document in color.
  - Duplex if you want to scan two sides of a document (and if it is supported by the scanner).
  - Hide UI if you want to hide the scanner’s user interface. If you deselect this check box then the scanner’s interface will open with additional scanning options. For information about these additional options, view the scanner’s documentation.
2. Click the … (ellipsis) button in the Scan Options box to open the Select Source window and select your scanner.
  If you select a scanner different from the one that is already displayed on the blue title bar in the Scan Document(s) window, the window will close and you will have to reopen it by clicking Scan on the eDocuments Information window.
3. Click Start Scan to scan the document.
4. Click Scan Complete after the document is finished scanning.
  Do not click the Save icon in the Scan Preview section of the Scan Document(s) window to save the document. You must click the Scan Complete button to properly save the document.
  OfficeMate automatically names the document using the current date and saves it as a PDF file in the OfficeMate\DATA\eDocuments folder (if you are a new user or were an OfficeMate Enterprise user who upgraded to OfficeMate 9.0 or above) or OMATE32\DATA\eDocuments folder (if you were an OfficeMate user who upgraded to OfficeMate 9.0 or above).
Click OK.

In addition to the procedure above, watch this video.