VistA Imaging Capture via Scanning

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VistA ImagingCapture via Scanning
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VistA Imaging Capture via Scanning
The information in this documentation includes
only new and updated functionality of the
software after the installation of patch
MAG3.059. Users who have questions about the
VistA Imaging software may send an e-mail to the
VistA Imaging Education Project Managers
at VHAOIHSITESNTEOVistAImaging_at_va.gov
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• To select a specific topic, click the
  corresponding link
• Configuration Buttons
• Scanning to an existing note or creating an
  addendum
• Progress Note List Options
• Creating a new Progress Note
• Scanning Documents
• New Functionality
• To view all information, press ENTER to continue.

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VistA Imaging Capture via Scanning
Login by clicking the VistA Imaging Capture icon
on your desktop or by clicking Start Programs
VistA Imaging Programs and VistA Imaging Capture.
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VistA Imaging Capture via Scanning
Or, you can open CPRS select a patient and
click Tools, VistA Imaging Capture.
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VistA Imaging Capture via Scanning
After entering a valid VistA Access and Verify
code, the Image Capture window will be
displayed. This is an example of a generic
workstation configuration. It is suggested that
Configuration Buttons be created for the
workstation, which will ensure accuracy,
consistency, and efficiency in the document
scanning process.
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VistA Imaging Capture via Scanning
To create a Configuration button for scanned
documents select Configurations, Configuration
Settings, All Settings. More information on
Configuration buttons is available in the VistA
Imaging Workstation Configuration document.
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VistA Imaging Capture via Scanning
Make the appropriate selections in the
Workstation Configuration Window, for Source,
Format, Mode, Association, and Images Saved as.
Select the Save Settings As option to give the
Configuration button a name.
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VistA Imaging Capture via Scanning
To begin the Capture process click a
Configuration Button if applicable, and then the
Select Patient button. Follow the instructions at
the top of the Patient Lookup window.
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VistA Imaging Capture via Scanning
If the Select Progress Note button is clicked
before the Select Patient button, the Patient
Lookup window will display. A patient must be
selected before the capture process can continue.
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VistA Imaging Capture via Scanning

• There are three ways to attach scanned documents
  to a Progress Note
• Select an existing Progress Note
• Create an Addendum
• Create a new Progress Note from within VistA
  Imaging.

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VistA Imaging Capture via Scanning
To attach a scanned document to an existing note,
click the Select Note tab, choose a Progress Note
from the list, and click OK.
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VistA Imaging Capture via Scanning
To make an Addendum, select a note from the list
and check the Make Addendum box. The Addendum
Status options will be displayed next to the text
entry area. The Electronically Filed option
requires the MAG NOTE E-FILE security key. The
creation of an Addendum should be done in
accordance with the local HIMS policy.
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VistA Imaging Capture via Scanning
The user can customize the Progress Notes List
Options such as the number and date range of
notes to retrieve, and whether or not to use
status icons in the notes listing in the main
Capture window. The List Options can be accessed
by clicking Options and List Options, or by
choosing the Select Note tab and clicking the
List Options button. The List Options
functionality is only available when selecting
existing notes or when creating an addendum.
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VistA Imaging Capture via Scanning
The default Progress Note List Options are seen
here.
Customize your selections and click OK.
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VistA Imaging Capture via Scanning
The Note-Status-Location field displays the
Progress Note List Option choices.
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VistA Imaging Capture via Scanning
To create a Progress Note from within VistA
Imaging click the Create New Note tab.
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VistA Imaging Capture via Scanning
Select the Visit Location by typing in the first
few characters of the name of the location as
shown here.
Select the note title from the list and select
the New Note Status.
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VistA Imaging Capture via Scanning
After selecting a note, creating an addendum, or
creating a new note, the Capture window will be
displayed again. There is a new field called
Doc/Image Date, which, along with the Note Date
field, can be edited if the dates are not the
same.
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VistA Imaging Capture via Scanning
When selecting the Note Date or Doc/Image Date
you can type a date in the field or click the
button to display a calendar and select the date.
Choosing a time is not required.
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VistA Imaging Capture via Scanning
Time Saving Tips
To change the month click the name of the month
instead of the left and right arrows.
To change the year click the year and use the up
and down arrows.
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VistA Imaging Capture via Scanning
To scan a document, fill in the Index Fields or
select a Configuration button.
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VistA Imaging Capture via Scanning
In this example, each of the Index fields have
been filled in.
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VistA Imaging Capture via Scanning
The Hold Value option is used to retain the
settings of the Index Fields. To add a Hold
Value, right-click the name of an Index Field
and left-click the push-pin, or click the
Configurations menu option and Select Hold
Values. Place a check-mark next to the fields to
have a Hold Value.
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VistA Imaging Capture via Scanning
This is an example of the Index Fields with Hold
Values.
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VistA Imaging Capture via Scanning
The Long Description text box can be expanded or
collapsed in the Capture window by clicking the
blue double arrow.
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VistA Imaging Capture via Scanning
After the Index fields have been filled in, place
the document in the scanner and click the Capture
button.
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VistA Imaging Capture via Scanning
This is an example of a document in the Capture
window after it has been scanned. The quality of
the image should be verified before saving it to
the patients record.
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VistA Imaging Capture via Scanning
Image manipulation tools are located above the
Capture window and can also be accessed by
clicking the Image menu option, or by
right-clicking in the Capture window.
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VistA Imaging Capture via Scanning
After verifying the quality of the image click
the Image OK button to save it to the patients
record, or click Cancel to restart the capture
process.
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VistA Imaging Capture via Scanning
If the Image OK button is selected a confirmation
message will display. This is the last chance
to cancel the capture process before saving the
image to the patients record.
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VistA Imaging Capture via Scanning
After saving the scanned document to the
patients record, the Capture window will be
displayed as seen here. Note that the Hold Values
are still in place but the patient information
has been cleared from the screen.
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VistA Imaging Capture via Scanning
To scan another document to the same patient,
click File and select the patient from the list
as seen here. If Imaging was launched from CPRS,
only the currently selected patient will appear
in the list.
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VistA Imaging Capture via Scanning
If the Note Title selected is Advance Directive,
the Doc/Image Type field must also be Advance
Directive.
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VistA Imaging Capture via Scanning
If a Consult note title is selected, there must
be an associated consult which the note will
complete.
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VistA Imaging Capture via Scanning
If Vista Imaging Capture is started from the CPRS
Tools option and there is an image displayed in
the Capture window, and then a patient change is
made in CPRS, VistA Imaging Capture will
automatically change patients to match. A
warning panel will be displayed that overlays the
Image OK button as seen here.
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VistA Imaging Capture via Scanning
There are several new icons displayed in the
Capture window. Click Options, Icon/Shortcut Key
Legend, and select the appropriate tab to view
the icons and their meanings.
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VistA Imaging Capture via Scanning
In order to comply with Section 508, which is a
Federal law that requires Government documents be
accessible to individuals with disabilities, the
Menu Options now have shortcut key combinations.
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VistA Imaging Capture via Scanning
The Contents option will redirect the user to an
on-line Help program.
For additional information select the Help menu.
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VistA Imaging Capture via Scanning
Users may also select Use Internet Explorer for
help to view the HELP files. Click Contents
after selecting the Internet Explorer option.
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VistA Imaging Capture via Scanning
Additional information resources related to VistA
Imaging
VistA Imaging Training Home Page
http//vaww.VistAU.Med.VA.Gov/VI
Health Systems Design Development Imaging
System Home Page http//vaww.va.gov/imaging
Health Information Management Scanning Home
Page http//vaww.vhaco.va.gov/him/scanning.asp