Scanning Documents

You can scan documents received by the practice or existing correspondence regarding the patient into a patient’s file.

The EXDOC module is required to have access to scanning functionality. Please contact the support team to have this enabled at no cost.

Please use the steps below to scan any paper document into the patient's file:

Click on the contacts tab of a patient's file.
Click on scan in the bottom right-hand corner.
Select the scan type when prompted.
- If your document is only one page select single page scan.
- If it is more than one page select multi-page scan.
- Click OK.
On the scanning prompt, set your scanning preferences.
- Select the paper source using the drop-down options, this is often a choice between your flatbed or feeder.
- Select your colour choice, it is recommended to use black and white, as this will create a smaller file.
- Click scan.
Once the scan has been completed, you will be presented with a contact information window.
- EXACT will automatically add the current date.
- Enter a description to help identify the document.
- The creator field will automatically be set to the name of the person who is logged in.
- You can select a new category using the selection button or via the up/down arrows.
- Click OK to save the scanned image.
When this has been completed the document is displayed on the contacts tab in the patient file.

If your scanning format is already set up and you would like to change this, you can just go to the settings by following the steps below.

Select configure - practice settings.
Under the format for scanned documents header, select the PDF (multipage support) option.
Select OK.

TIFF files are commonly used to retain large amounts of detail, these are perfect for images. Consequently, these files utilise a large amount of space.
JPEG can only be used for single scans.
PDF is the ideal setting for scanning documents as they are smaller in file size than TIFF and are clear and easy to understand.

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