Tuesday, January 3, 2017

Save Time When Scanning Documents

Updated 10/3/2019

There it is again--that growing stack of papers that is the scan pile...

Did you know that not only can you designate an empty folder on your computer to saved scanned documents into automatically regardless of the type of device you used to scan the document, but that you can also set certain document information to be pre-filled?  It's like putting your scanning on auto-pilot, and it just takes a few minutes to set up in the Dentrix Document Center.

Note: If you haven't already set up Auto File Acquire, a message appears when you first open the Document Center. Click Yes to set up Auto File Acquire.

To set up (or make changes to) Auto File Acquire:
  1. In the Acquire menu in the Document Center, click Auto Directory File Acquire.

  2. In the Setup Acquisition Method Defaults dialog box, make sure the Select Acquisition Method option is set to Auto File Acquire.
  3. The following settings will be used for any document(s) acquired using the Auto File Acquire method:
    • Document Type - Select the appropriate type from the drop-down list. If the majority of items you scan in your office are patient payment agreement forms, for example, set this option to Payment Agreement Documents. You can always edit the document type for individual documents later.
    • Description - Type a description of the document. This too can be edited after the fact as needed.
    • Orientation - Select an orientation from the list. This option really only applies to X-rays and other images of a patient's mouth.
    • Acquire without displaying Document Information - Check this box to prevent the Document Information dialog box from appearing. For example, if you have the Document Type set to Payment Agreement Documents, and you happen to be scanning a single EOB, you would want the Document Information dialog box to appear so you could change the document type and description for document as it's entered in Dentrix. But if you are scanning a stack of Payment Agreement Documents, it may make sense to check the box, so the Document Information dialog box doesn't appear repeatedly.
  4. Under Set Default Scanner Import Folder, click the search button.
  5. Do one of the following:
    • Select a folder on your computer where scanned documents will be stored, and click OK.
    • Click Make New Folder to create a new folder when documents will be stored, give the new folder a name, and click OK.
  6. In the Combine Images Created within [X] seconds field, select the appropriate number of seconds. When scanning multiple images (such as X-rays) at once, Dentrix will combine documents into a single image if they are scanned within the amount of time you set here. Enter a number between 1 and 30. To prevent unwanted combining of images, set your number to 1 second.
  7. Click Save and Close.

For more information, see our previous Tip Tuesday post on Setting Up Document Types.

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