Scanning into Docman

Ref: DGP-SCA01

Introduction

This guide will introduce you to the scanning element of the Docman system. Subsequent guides are available for filing, Intellisense and the Workflow system.

Scanning into Docman

Scanning and filing in Docman is performed through the File Documents section, also known as Batch Manager. From the main menu, click File Documents.

The Batch Manager window opens.

Scanned documents are arranged in batches. A batch can consist of one document, or multiple documents. Click Scan to begin the scanning process.

Depending on your Docman configuration, you may be prompted for the scanner settings. Click Scan again on this screen.

Docman connects to your scanner and scans the waiting documents.

Add Page allows you to scan another page and add it to an existing batch. The scanning process is the same as scanning a new batch, but any documents scanned are added to the selected batch. Multiple-page batches have thumbnails of each page to the left of the batch list. Click one of these to select the page. Hold CTRL and click to select multiple pages.

The filing process files the selected documents from the batch. Using CTRL to select multiple pages allows you to file multi-page documents as one entry in the patient’s record, instead of having to file each page separately.

You can delete a page from a batch by selecting the page, right-clicking the batch and selecting “Remove Selected Pages”. The menu also has a “Delete Entire Batch” option, to remove the entire batch from Batch Manager without filing.

Alternate Methods for Adding Documents into Batch Manager

There are a number of other ways to import documents into Batch Manager. These include methods that allow you to import and file files from your computer or network. The Other Ways to Add Documents into Batch Manager guide covers these import methods.

Troubleshooting

The Scan button is greyed out.

The workstation may not be set up as a scanning workstation. To enable scanning, follow this section of the Administration Module guide. If you do not have access to the Docman Administration module, contact your IT Administrator or Practice Manager.

The Scan button is available, but the Add Page button is greyed out.

Add Page is only available when a batch is already in Batch Manager and is currently selected.

The Scan button is available, but I get a scanner error.

Ensure that your scanner is switched on and connected to the workstation. Go into the Capture drop-down menu, select "Select Scanner" and ensure the scanner is listed and selected. If the scanner is not listed, contact your IT Administrator to ensure the scanner is installed and set up correctly.

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