Scanning Images

Complete this task to add images to an image set by scanning documents related to the charge or payment batch. For example, you might scan an encounter form, anesthesia record, or pre-authorization notice into an image set of a case image batch. You might also scan a check, explanation of benefits (EOB), or deposit ticket into an image set of a payment image batch.

For case image batch, you can specify a facility or date of service for the charge batch, which will be used as the default values in the charge batch. All new cases added to this charge batch will have the facility, date of service, or both that was specified in the case image batch.

Scanner settings are optional. By default, Image Viewer is preset for optimum scanning quality. You can use the scanner settings to override the default settings, but keep in mind that changing the default settings will lengthen the amount of time it takes to scan a document.

Before you begin, do the following:

Sort the documents to scan by document type, facility, or date of service.
Verify that a scanner is connected to your computer and that it is turned on.

Documents can be scanned into new image sets or existing image sets.

Step-By-Step Guide

To Specify the Default Values

This task is not required if the facility or date of service was not specified.

Step

Instructions

1

From the Image Viewer page, click the Batch Details icon ( ). The Image Batch ID window opens.

2

Complete the applicable options to specify a facility, date of service, or both for the case image batch. This information will be used as the default values in the charge batch for all new cases.

At Description, type the purpose or any additional information about the image batch.
At Facility, click the facility where services were rendered.
At DOS, click or type the date of service.
At Payer, click the payer to which claims will be submitted or from which payments are remitted.
At Plan, click the plan to which claims will be submitted or from which payments are remitted.
At Batch Type, select the type of scan batch (Case or Payment). By default, this option is set to the type chosen when the batch was created.
Timestamps including when the Image Batch was Created, the last time it was Updated and when it was Posted are listed under the input fields.

3

Continue to Scan Document task.

To Set Scanner Options

By default, Connect Back Office is preset for optimum scanning quality. You can use the scanner settings to override the default settings. Please note that changing the default settings will lengthen the amount of time it takes to scan a document.

This task is not required if you plan to use the default scanner settings.

Step	Instructions
1	From the Image Viewer page, select the scanner to scan the documents. If there is only one scanner connected to your computer, the appropriate Scanner will be selected.
2	Open the Profile drop down list and select the scanner profile to use to scan the documents.
3	Continue to the Scan Document task.

To Scan Documents into a New Image Set

Step	Instructions
1	From the Image Viewer page, click Create Set. A set is created with a unique identification number and is displayed in the Set ID list.
2	Place the documents in the scanner, and then click Scan.
3	The status of the scanning process appears, displaying the number of scanned images completed, the number of images that are being uploaded to the server, and the number of images that are downloaded in the preview pane. Each image is sequentially numbered as the image is uploaded to the server. When the documents are scanned, the images appear as sequentially numbered thumbnails in the thumbnail pane. Use the scroll bar to view the images.
4	Verify that the image quality of the scanned images is satisfactory and that the image set is complete with the images that you want in the image set. To view an image, click the thumbnail of the image. The image appears in the preview pane on the right. Use the Scale options to magnify the image or to adjust the page magnification in the preview pane. If the image quality is satisfactory and the image set contains all images, continue at the next step. If the image quality is satisfactory, but the image set does not contain all images, repeat steps above until the image set is complete. If the image quality is unsatisfactory, set the scanner options, create an image set, then scan the documents again. If the imported image is not presented in the desired orientation, use the Rotate Image option () to change the orientation.
5	Repeat steps above for each image set to add to the image batch.

To Scan Documents into an Existing Image Set

Step	Instructions
1	From the Image Viewer page, open the Set ID drop down list and select the image set to which to add documents.
2	Place the documents in the scanner, and then click Scan.
3	The status of the scanning process appears, displaying the number of scanned images completed, the number of images that are being uploaded to the server, and the number of images that are downloaded in the preview pane. Each image is sequentially numbered as the image is uploaded to the server. When the documents are scanned, the images appear as sequentially numbered thumbnails in the thumbnail pane. Use the scroll bar to view the images.
4	Verify that the image quality of the scanned images is satisfactory and that the image set is complete with the images that you want in the image set. To view an image, click the thumbnail of the image. The image appears in the preview pane on the right. Use the Scale options to magnify the image or to adjust the page magnification in the preview pane. If the image quality is satisfactory and the image set contains all images, continue at the next step. If the image quality is satisfactory, but the image set does not contain all images, repeat steps above until the image set is complete. If the image quality is unsatisfactory, set the scanner options, create an image set, then scan the documents again. If the imported image is not presented in the desired orientation, use the Rotate Image option () to change the orientation.
5	Repeat steps above for each image set to add to the image batch.