Scanning and Uploading Case Attachments

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Novari ATC Attachments

Novari ATC Attachment functionality allows you to digitally attach documents to a Novari ATC case record. The main purpose of these digital attachments is to reduce paper-based transmission of documents to other parties such as OR and Pre-Surgical Screening.

Documents can be attached to a case record in one of two ways:

Method 1. They can be uploaded from your computer to the case record. This is available for Microsoft Windows and Apple Macintosh computers.
Method 2. They can be scanned directly to the case record from within Novari ATC. This is only available for Microsoft Windows computers with TWAIN compatible scanners. Apple Macintosh computers do not support the Dynamic Web TWAIN extension.

No matter which method you choose, you will follow this path:

Installing/Upgrading Dynamic Web Twain

Novari ATC supports uploading and scanning documents only if Dynamic Web Twain is properly installed on your computer. This is not a mandatory installation; however, it is required if you wish to scan attachments. To install/upgrade this feature, you need administrative rights on your computer. Please contact your site administrator when installing or upgrading this feature. These privileges would be managed by your IT staff.

A dialogue indicating Dynamic Web Twain is not installed.

Select Download to download the executable program file. After the installation, refresh your browser (that is, clear your browser cache).
Selecting Not now will prevent the application from asking you to download this application until the you log out.
Selecting Never ask again will never ask you to download Dynamic Web Twain again.

An alert stating Dynamic Web Twain is not installed.

Dynamic Web TWAIN can also be downloaded from Attach Documents. You will be prompted here only if you do not have Dynamic Web TWAIN installed.

Opening Attach Document from Case Details page

Do one of the following to find the patient:
Navigate to List > View List and look or search through the list.
Navigate to List > Patient Search and search for the patient.
View the patient’s record by selecting the patient’s name.
In Case Details, select the paperclip/plus sign (Add an attachment) icon to open Attach Documents.

Attach Documents has two sections: the section on the left is the navigation pane and the section on the right is the preview pane.

You must have Dynamic Web TWAIN installed to see the preview pane.

If the two panes are one above the other, use your mouse pointer to drag the right-hand border to widen the dialog. The preview pane will move to the right of the navigation pane.

If you are using Microsoft Windows, you can also maximize the dialogue by clicking the Maximize icon at the top

right-hand side of the dialogue window.

To restore the dialogue window to its original size, click the Restore Down icon.

You can choose your preferred method for importing documents in your User Preferences so that each time you open Attach Documents, your preferred method is selected for you.

From the Main menu, navigate to User Preferences, change your preference. Then select Update.

Attaching Documents

Method 1 – Uploading a digital document to a Novari ATC case record

In Attach Documents:

Select Upload option.
Optionally, select PDF Rasterizer.
Some PDF documents may not upload properly. If there is a problem, you will see a message suggesting enabling PDF Rasterizer and trying again. Once you select the PDF Rasterizer option, it remains selected until you choose to clear this option.

You must have Dynamic Web TWAIN installed to select PDF Rasterizer.

Select Browse and navigate to the folder containing the digital document or documents.
Select the document or documents you want to upload.
Each page in each document is displayed in one list in the preview pane. This allows you to edit and assign document types to all pages.

If you only see the upload option, scanning may have been disabled on your user account. Contact your site administrator.

NOTE: Only PDF, BMP, JPEG, JPG, PNG and GIF files can be uploaded.

To select more than one document, do one of the following:

To select multiple items that are adjacent, click the first document and then use SHIFT+click (SHIFT+click) to select the last one. This will select all the files between the first and last one selected inclusive.
To select multiple files that are not adjacent, that is, are not located one after the other, use CTRL+click (Cmd+click) to select each file you want to upload.
Files must be in the same folder. If they are in different folders, you must repeat the upload for each folder location. You cannot select files in different folders at the same time.

Method 2 – Scanning a document to a Novari ATC case record

The benefit of scanning a document is that the document is scanned directly into the patient’s case record in Novari ATC, eliminating the need to scan to a folder and then upload. This means patient health information isn’t stored unnecessarily on a local computer and it removes a manual step.

Pre-existing Conditions

1. You have a scanner attached to your workstation/desktop that is TWAIN compatible. Copy and paste this address into your browser’s address bar. https://www.dynamsoft.com/web-twain/docs/getstarted/hardware.html#is-my-scanner-twain-compliant 2. You have the Dynamic Web Twain plug-in installed on your workstation/desktop.

In Attach Documents:

Select Scanner option

NOTE: If none is displayed, it is because Novari ATC cannot detect a TWAIN compliant scanner driver. In this situation, you have the option of scanning a document manually, then uploading it as described in Uploading a digital document to a case record. Please consult your site administrator for more information.

Select your scanner from Scanner.
Select the scanning Colour.
Gray typically has the fewest compatibility issues, but depending on the document you are scanning, B&W or Colour may give better results.
Optionally, select +Options to open the scanning options.

Select the scanning Resolution.
This option may be limited depending on the administrative settings.

A higher resolution setting will produce a clearer scanned image but will also create a larger file in the application. Typically, a setting of 300 will be sufficient to produce a legible document but you can specify a setting of up to 600 (and re-scan) if the document is not readable after scanning.

Select Automatic Document Feeder if you are scanning using an automatic document feeder from your scanner device (that is, your scanner can automatically scan a multi-page document).
Select Duplex Scanning if your document has printing on both sides of the pages and your scanning device can scan both sides of a page.
Adjust Brightness and Contrast depending on your document.
Select -Options to hide the options.
Select Scan to begin the scanning process.
Once the scan has finished, your scanned document appears in the preview pane.

Manually scanning a multi-page document or multiple documents

If you have more than one single-sided page to scan and do not have an automatic document feeder, you have two options: Option1

Scan each page in separate scanning actions: scan, edit if necessary, assign a document type, save.

Option 2

Scan the first page and assign a document type. Return to Select Source, place the next page in the scanner and scan.
Repeat until all pages are scanned.
Assign document types to the pages.
Click Save.

Edit Uploaded/Scanned Documents

After you have uploaded or scanned your documents, each page of each document is displayed in the preview pane. You can clean up the documents by rotating pages, cropping out the unimportant sections of a page, or deleting unnecessary pages. This is an optional step; it is not required when uploading or scanning one or more documents.

Changing how many pages are displayed in the preview pane

In the Preview dropdown, select the number of pages you want to see in the Preview pane.

For example, if you want to work one a page at a time (cropping, rotating, deleting), change Preview to 1x1.

Rotating a page

Select a page in the Preview pane and select Rotate Right, Rotate Left, Rotate 180⁰. Rotate Right and Rotate Left rotate the document 90⁰ each time you click.

Cropping part of a page

If you only need part of a page, then you can crop it. The rest of that page is deleted.

Marquee select the area of the page you want to keep (hold your mouse button down and drag a rectangular shape around the area).
Click Crop.

Deleting a page

If there is a page in the preview pane that should not be included, you can delete it.

Select the page you want to delete.
Select Delete Page.

Assign Document Types

Assigning document types lets you identify the types of attachments, and it also lets you split apart a document into its separate pages by the type of content on the pages, or group together pages from separate documents by the type of content they contain.

Note: Splitting of a multi-page document into various document types can only be performed if TWAIN has been downloaded and installed

For example, you may have a single digital OR booking package (PDF) that contains the following documents:

Completed consent form for surgery.
Patient health questionnaire.
Surgical Pre-operative test order form.
Surgical consult report/patient medical history.
Completed surgical booking form.

You want to split them apart to make it easier for anyone dealing with the patient’s case record to see which documents are included without having to scroll through the entire multi-page PDF document.

Similarly, you may have many documents with some containing the same type of content, for example, two or three documents relating to blood results.

This is how one or more uploaded documents that have document types assigned appear when viewing a patient’s case record’s attachments. Notice how pages from one or more documents are grouped together by their document type and how much easier it is for anyone looking at the patient’s attachment to determine what the documents are.

The document types you can assign are set up by your site administrator.

How document types are assigned to the pages in preview pane,

To assign document types correctly, you need to understand how document types are assigned to the pages in the preview pane.
The first document type you select is applied to all pages in the preview pane.
The second document type you select can be applied to any subsequent page and all that follow it.
Document types can only be assigned to contiguous pages, that is, you cannot assign the same document type to page 1 and page 6.
When you assign a document type to a page, it replaces the previously applied document type to that page and all that follow it.

Examples

Consent document type assigned. It is the first and is automatically assigned to all pages.

Blood work assigned to the second page and is automatically applied to all subsequent pages.

Document type (an example document type) assigned to the sixth page and is automatically applied to all subsequent pages.

Document Type Mandatory Note (an example document type with a mandatory note) assigned to the second last page and is automatically applied to all subsequent pages.

Consent document type is subsequently assigned to the second page. Notice how it changed all the subsequent page document types.

You can assign a document type to a page immediately preceding a page with the same document type. For example, Consent document type is assigned to the first three pages, Blood work the next three, and

Document Type to the remaining pages. You can assign Blood work document type to the third page, the page immediately preceding the first page with Blood work document type. You cannot assign it to page 2 because does not immediately precede the first page with the Blood work document type.

Assigning a Document Type

To assign the first document type:

Select a document type from Document Type. This document type is assigned to all pages in the preview pane.

To assign subsequent document types, select Click here to add another document type.

Select another document type and then click the page in the preview page where you want to assign the document type.
Repeat as necessary.
Before selecting Save, optionally add a note to one or more document types. See below.

Adding a Document Note

You can add a note to the pages that have been assigned a document type.

This may be optional or mandatory, depending on how your site administrator has configured the document types. Mandatory notes are identified with a red asterisk.

Select the note icon beside the document type you want to annotate.

Write the note.
Select Update.
Document type notes with content are shown in yellow.
Repeat as necessary.

Viewing a Case Record’s Attachment

After the attachment has been saved, the paperclip (Attachments) icon appears on the Case Details page and in the Attachments column of View List.

To view a case record’s attachments:

• Select the paperclip icon.

If there are mandatory attachments, they will be represented by an exclamation mark, circled in red, overlaying the paperclip icon.

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