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POS Scan

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Scan paper documents, images, and import files into myAvatar. Store unlimited documents per user, or store documents from multiple users at a time.

POS (point of service) scanning is compatible with TWAIN scanners, including multi-functional scanners.

Prerequisites:

POS Scanning Setup

  • The POS Scan program must be installed on the user's local computer. For assistance, please contact your Netsmart representative.
  • Document paths must be defined in the Document Management Defaults form.
  • Image file types for imported documents must be defined in the Document Management Defaults form.
  • Document forms and categories must be setup in the Document Management Definition form.
  • The user must have been given access to scan document forms (User Definition or User Role Definition forms - Document Management section).

Steps

  1. Go to: Avatar CWS > Document Management

  2. Select POS Scan form. The Scan/Import screen displays.

  1. In the Type field, select the document type.

If Client is selected:

  1. In the Client field enter the client name, click Enter, or click the File:myAvatar/Avatar_Document_Imaging_and_Archiving/Document_Imaging_and_Archiving/030/020/POS_Scan_-_elipses_button.jpg button to search for a client.

  2. In the Episode field, select the client episode, or select Non-Episode for documents not relating to a specific episode. 

  3. In the Origination Date field, enter the date the document was scanned, or click the arrow to select a date from a calendar.

  4. In the Form field, select the document form. The form description displays in the Description field. Information can be added to the description.

If Staff is selected:

  1. In the Staff field, enter the staff name, click Enter.

  2. In the Origination Date field, enter the date the document was scanned, or  click the arrow to select a date from a calendar.

  3. In the Form field, select the document form. The form description displays in the Description field. Information can be added to the description.

  4. Select Scan.  The scanner interface displays. The following can be performed, depending on the scanner software and configuration:

  • change scanner settings
  • enter the number of document pages
  • preview the image
  • rotate and adjust the image (viewing only)

  1. Click Scan to scan document. The document or picture is scanned. The document or picture displays in the Scan/Import screen.

  2. If appropriate, click Add page to current document to add additional document pages.

  3. If the document has multiple pages, click Delete this page to remove a page.

  4. Click Save File to myAvatar . The file is saved in the directory defined in the Document Management Defaults form (Enter Document Path field).

  5. Click Import. The Doc Imaging Import File dialog displays.

  • In the Files of Type field, select the document type.
  • Document types defined in the Document Management Defaults form can be selected.

  1. Navigate to the document, click Open. The document displays in the Scan/Import screen.

  1. Click Save File to myAvatar .  The file is saved in the directory defined in the Document Management Defaults form (Enter Document Path field). 

  2. Click Save File to myAvatar .
  • If a document has multiple pages, pages can be deleted.
  • Saved files cannot be appended (Append Document form).
  • Documents can be viewed in the Clinical Document Viewer form and through Chart Review.

Note: If you receive the error "File already exists on the server" when the file being imported has a unique file name, this is resolved with "Avatar Document Imaging and Archiving Version 2.0.12".  You can verify the version in Control Panel / Programs and Features.