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There are four ways an image may be placed in a Station:
| • | The image is scanned into the Station |
| • | The image is moved into the Station |
| • | The index of an image (a charge, payment, etc.) is deleted and the image is thus "un-indexed" and placed into the Station |
The contents of the Station Tab is a grid which has a series of columns and horizontal and vertical scroll bars that are used to move around the grid to see all the data for each image, and to see more images that follow. There are ways to modify how the list of images is displayed which include:
| • | Clicking at the top of any of the fields sorts the images in that order so that you can list them by Patient Number, alphabetically by name, or group by Acct Class, sort by patient birthday, phone #, Service Date, Amount Billed, etc. |
| • | Fields may be rearranged by dragging columns to the left or right. The system will retain the new column locations for each user. |
Note: Images that have been flagged as having an "Error" are displayed in Red.
The fields and their descriptions are as follows:
Station
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Press F9 or click the search on the Station field to display a list of the Stations. Select the Station that you wish to view. Alternatively, if you already know the name of the station, you may type it into the Station field. Select the Refresh button to display the Station contents.
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Refresh
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When the Refresh button is pressed, the grid will fill with all the records in the selected Station. The Refresh button acts on the entire list of images.
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Filter
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Pressing the Filter button will cause a form to appear that allows you to optionally select and "filter" the list of images based on the following criteria:
Imaging Type
Entered Date range (which is the date it was scanned),
Image Date range (date entered on the image at the time it was scanned; usually the service date for demographic and charge images, or the remit date for payments)
Description ranges
Batch Type
Batch Number
If you select OK from this form, the system will only display the matching records for the selected station.
Any filter that is applied to the Station Tab will be reflected in what is displayed on the Imaging Tab.
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Display Images
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This drop-down list allows you to select images that have been flagged with errors. Available options are:
§ All Images – All images will be displayed.
§ No Errors – Images flagged as errors will not be displayed.
§ Only Errors – Only images flagged as errors will be displayed.
Note that images that have been flagged as having an "Error" are displayed in Red in the list.
The view applied on the Station Tab will be reflected in what is displayed on the Imaging Tab.
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Image List
The fields in the Image List grid are the following:
Date Image
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Date that was entered on the image at the time it was scanned into MedSuite. Usually the service date for demographic and charge images, or the remit date for payments.
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Imaging Type
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Imaging Type
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Description
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Image Description (ie. Demos000001). Images that have been annotated will display an asterisk (*) at the end of the description.
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Station specific Annotations
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Annotation values that have been defined for that station can be added to the grid by selecting the "Show in Grid" option for the annotation in Imaging Station maintenance.
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Date Entered
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Date the image was scanned into MedSuite
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Batch No
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Batch number the image was scanned into or indexed to
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Incidents
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A count of any incidents associated with the image.
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Entered By
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The MedSuite user ID of the person that added the image to the system.
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Annotations
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The number of annotations that have been added to the image.
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Page Count
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Indicates the number of pages contained in the image if it is a multi-page image.
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Additional Functions
A series of buttons are displayed across the bottom of the screen and are used as follows:
View Image
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Displays the highlighted image in the Image tab. An image can also be displayed by double-clicking on the image.
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Merge
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Use this option to combine two or more images in the station. Highlight the desired images and select Merge. Note that the Page Count is updated after merging.
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Split
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Use the option to split apart a multi-page image. Highlight the desired image and select Split. All of the pages that made up the multi-page image are now individual single page images.
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Jump
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The Jump button is only available if an image has been indexed/linked to a demographic, charge, or payment and then is flagged as an Error. It is not available for images that have not yet been indexed.
For Images with errors that have been partially input, the user may "Jump" to the related data input function. For example, if a demographic was entered without a SSN, the user could "flag" the image as an "Error" and send it to the "DemoErrors" station. The user responsible for resolving "DemoErrors" would select the Image and "Jump" to demographic input, make any necessary corrections, and then remove the Error flag; at that point, the image will be permanently indexed to the patient demographic.
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Print
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Prints the selected image(s). Note that you may select multiple images to print by using CTRL+CLICK to select them one-by-one, or SHIFT+CLICK to select a range.
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Action
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Invokes the software function defined for the Imaging Station. For example, if the Imaging Station named as Demographic Entry and the Action assigned to that Station is "Patient", then the Patient function will be started when the Action button is clicked.
When the action has been completed, MedSuite will index the image to the entity (patient, visit, etc) and display the next image.
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Index
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Clicking this button presents the Manual Indexing Form. Manual Indexing allows you to index documents that are not tied to the "conventional" entities such as Patient, Account, Visit, Payment or Claim. Documents that might require manual indexing might include provider (Staff) credentialling documents and managed care contracts (Plan, Rate Structure or Fee Schedule). In addition, the user may want to manually index certain documents, such as correspondence, that are tied to the "conventional" entities. Note that you may select multiple images to be indexed by using CTRL+CLICK to select them one-by-one, or SHIFT+CLICK to select a range.
Please refer to the section of this document that covers Manual Indexing for a detailed description of Manual Indexing.
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Move
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Clicking this button presents the Move Image to Imaging Station box, and allows the user to select one or more records from the Images List and forward them onto another Station. Note that you may select multiple images to move by using CTRL+CLICK to select them one-by-one, or SHIFT+CLICK to select a range.
Images can be moved manually from one station to another. This is generally done when there is a problem with an image that requires action that is outside the ordinary. For example an image that is illegible that needs to be re-scanned can be moved to station called "ReScan". Images with missing information could be moved to a station called "Researching". The reasons and stations that the user could manually move images to are virtually limitless.
Please refer to the section of this document that covers Moving Images to Stations for a detailed description of Moving Stations.
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Delete
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This allows the user to select one or more records in the Station to be deleted. This would be used when images are illegible, were scanned as the wrong type or some other serious error that would require re-scanning. Note that you may select multiple images to deleted by using CTRL+CLICK to select them one-by-one, or SHIFT+CLICK to select a range.
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Scan
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Images may be scanned into MedSuite. Please refer to the section of this document that covers scanning images for a detailed discussion of scanning.
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Import
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Previously scanned Images may be imported into MedSuite. Imaging conversions or images sent by another source may be imported into MedSuite and treated as though they were scanned by MedSuite. Please refer to the section of this document that covers importing images for a detailed discussion of importing.
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