Step 3 - Index and classify scanned documents

Automatic detection of indexing information

The following three automatic detection functions speed up the indexing process: 

• • The use of optical character recognition (OCR) to extract certain information from the document upstream of the indexing process.
  • The presence of barcode labels generated from Omnimed to extract indexing information (patient, professional, category, etc.).
  • The use of scanning templates to identify document codes and provide clues to the OCR process.

🎦  Scanning module training - Scanning steps 1-2-3 (18 min)

Steps to follow

From the Document identification section (right-hand section) : 

1. Apply optical character recognition manually

Click on the magic wand icon to manually apply optical character recognition (OCR). This feature automatically detects textual information across the entire page.

Skip this step if OCR is enabled by default. 💡Optical character recognition (OCR) can be enabled in Advanced Settings.

2. Search or validation of patient

• • Patient search in the scanning module is similar to that in the web application. For full details, see Patient search: Usage and features.
  • To launch the search, press the Enter key on your keyboard or click on the magnifying glass icon. Select the patient from the list. 

• • If the OCR detects the patient's HIN, the information will be pre-filled automatically. 

• • If the selected patient is to be modified, click on the X to delete it.
  • To search for the HIN in a specific section of the document, select the search zone and click on the HIN button.  The HIN button searches for the patient's health insurance number in a specific section of the page, unlike the OCR wand which searches the whole page. This limits the search area when the page contains a code (e.g. a hospital record number) whose shape is similar to the structure of the HIN. 

Please note: 

• • A green dot indicates that the patient has a record in the institution.

• • A red HIN indicates that this NAM does not exist in Omnimed.

3. Search or validation of the healthcare worker

• • Search by last name, first name or license number. To launch the search, press the Enter key on your keyboard or click on the magnifying glass icon.
  • Select the health professional from the list. Note that the patient's family doctor is always suggested, even if his or her name does not appear on the page.

• • If the OCR detects an health professional, suggestions are offered. Select from the list by double-clicking on the name.

• • You can uncheck the Suggestions box to obtain a list of all users in the institution for which the logged-in user is authorized.
    

• • Double-click on the health professional to make a selection, so that the name is highlighted in pale blue: 
    

• • If you need to change the selected health professional, click on the X to delete it.

4. Search or validation of the health professional in cc (optional)

The steps to identify the health professional in cc are identical to section 3. 

5. Identify document type

The default document type is Standard. If needed, change the desired document type from the drop-down menu. A summary table is also available for reference. 

• • Standard : The document will be filed in the clinical notes section only. No health professional will be notified of its addition to the file.
  • Standard to review : The document will be transmitted to the Results module for review, in the Results section of the patient record summary, as well as in the clinical notes section. 
    

• • Results to review : The document will be transmitted to the Results module for review, as well as to the Results section of the patient record summary.
    
    

• • Result already reviewed: The document will be transmitted in the Results module with the status already filed (archived), as well as in the Results section of the patient record summary. 

• • Abnormal (Result to review and Result already reviewed only): Check this box when a result is abnormal. The result then appears in red with the letter A for Abnormal
    

Summary - Document Types 

Here's a summary of the document types available in the scan module and their location in the EMR according to the category selected.

* Identical to version 1.0. Only the name "Results" has been changed to "Results to review".
** New type available only in version 2.0.

6. Identify the category

Categories and sub-categories enable efficient filing of documents in the patient record. Click here for the complete list: Notes tags / Scanning Codes

• Enter the first characters to display the choices: 

• Double-click on the category to make a selection so that the category is highlighted in light blue: 

7. Identify document date

If the OCR detects a date in the page, the suggestion is displayed in Suggestions:

• Double-click on the suggested date or enter the date in the field (or from the calendar). 

Once selected, the date is displayed in blue:

8. Identify reason for consultation (facultatif)

Indicate a reason for consultation to specify, if necessary, the detailed content of the document. The reason for consultation then becomes the title of the clinical note.

If the field is left empty, the title of the clinical note will be the selected category and sub-category.

9. Save changes and file the document

• Click on Save. Modifications can be made as required.

• Click on Archive when final validation is complete. The document is then filed in the patient file and automatically transferred to the Retrieve scanned document section. 

Remember indexing information

When scanning several similar documents, or documents for the same patient, it is possible to pin one or more of the indexed information to the next scan. 

Click on the pin symbol to keep the information selected after the document has been filed.

View a scanned document in the patient file (clinical note)

When the selected document type and category creates a clinical note in the patient record (see the Location in the EMR column in the Summary table), the following information is displayed: 

• Document date
• Reason for consultation or category and sub-category
• Hyperlink to download document
• Scanning date and name of user who scanned (click on the clinical note to bring up the log box)