Attaching Electronic Documents to Insurance Carriers & Plans

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 insurance carriers and plans, select a standard naming convention (i.e., insurance carrier name or number) to use when naming the documents and save the documents in your 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).

For more information on using your scanner to scan documents into your computer, see the manual that came with your scanner.

  1. Click the Notes tab.
    • To view an electronic document, select the document and click View.
    • To delete an electronic document, select it and then click Delete.
    • To print a list of the insurance carrier or plan’s electronic documents, click Print List.
  2. Click Add to add a new document or double-click an existing document to edit it.

    The Insurance EDocuments Information window opens.

  3. Select a form from the Document Type menu.
    Press the F12 key to open a Maintain window and add new items to the Document Type menu.
  4. Type or select an expiration date in the Expires on Date text box as needed.
  5. If you want to add notes to the form, type them in the Notes text box.
  6. Click Browse to navigate to and select an electronic document to link to the insurance carrier or plan and go to step 8.

    OR

    Click Scan to scan documents directly into OfficeMate and save them as an eDocument in the insurance carrier or plan.

    • Because all documents scanned directly into OfficeMate must be saved as a PDF file, you must have Adobe Reader installed on your computer. Go to www.adobe.com to install Adobe Reader for free.
    • Eyefinity does not recommend a specific scanner brand or model. You can use any scanner that supports the TWAIN interface standard and can create an electronic document with the OfficeMate eDocuments feature. For more information on scanners, go to this knowledge base article, or consult your hardware technician.
    • Eyefinity does not support your hardware and highly suggests consulting your hardware technician before purchasing a scanner to use with your computer. For installation, support, and troubleshooting issues related to your scanner, contact the scanner’s manufacturer.
  7. If you clicked Scan in step 6, follow the instructions below; otherwise, skip to step 8:
    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.
      • Greyscale if you want to scan the document in greyscale.
      • 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 a 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).

  8. Click OK.