Overview of DMS

The Document Management System (DMS) allows users and personnel to be able to keep track of paper documents and keep visits organized and available by visit number.

As of June 2011, only visit-based scanning/organization is supported*

1.  Scanning a Document to the DMS

When scanning a document to be filed in the DMS, be sure that attached is a label with a barcode that is “unimpaired” with no major defects or abrasions.  

Scanning Paper Records:

1. At the end of a visit, collect as much paperwork for a visit as possible.

2.  Arrange pages so that they are as straight as possible, not folded, etc.

3.  Ensure that there is a “Case Label” – with the 2-D Bar Code in good condition – on the first page to be scanned.

Good condition means …

• There is no writing through the bar code, or extremely close to it

• That the bar code is “intact” that is hasn’t been 3-hole punched, folded over, etc. and is completely printed on the label.

• That the location of the bar code is NOT right along the edge of the sheet – the scanner does have a margin around the page that it is not able to read.

• Ensure that there are no other conflicting case stickers on the page.

4.  Make sure the papers feed guides are as tight as possible.

5.  Place the entire stack face down with the ‘top of the page down into the scanner.

6.  If the CSR user is NOT logged in, click on the “next” once “csr” is highlighted.

7.  Click on the “Login” button – there is NO password

8.  Click on the “Scan Medical Records” button

Tips:  The unit will tell you if more than one page was pulled through, click abort andrescan. (Sheets with glued items will make the unit think that there is more than onepage - you must copy these pages and put a new sticker on, as copies of a sticker willnot scan properly).

2.  Viewing the DMS Folder Structure via Web Browser or Share Point/SharedNetwork Place

In order to view the DMS file structure, the user must type the server address into thesearch bar of a web browser.

For instance, if the server name is ‘specvet’, in the web browser search bar the userwould search \\specvet

Conversely, one may also enter the IP address of the server where the scanneddocuments are located into the web browser.

After typing this address into a web browser, the server name and a list of links willappear in the web browser that you are using.

This method is ideal for quickly viewing scanned documents and reviewing scanneddocuments missing IDs.

To navigate through the folders, simply click on the blue links to view folder contents.If a PDF reader such as Adobe Acrobat is installed on your computer, scanned documents will be automatically open within the web browser itself when clicked upon.

To edit, rename and reprocess scanned documents imported to the Document Management System, on a windows computer open up a finder window.

At the top of the window where the network path is visible, double-click until thesection is highlighted.

Replace the folder path with the server name where the DMS folder structure resides.

For example, if the folder structure is located on the server with the name specvet,simply type \\specvet (replace with your server name).

Once at this screen, the user may move files, edit names and re-process documentsappropriately.

3. Renaming Missing PT IDs Due to Bad Barcode/Other issues

After documents have been scanned, they get sent to the DMS. This is a back-end process with no action required from the users themselves. However, it is beneficial to know what happens to the documents after they are scanned.

The Medical Record Archive Document Management System (MRDMS) works byhaving different folders on a server represent different types of files and activities.

Manually renaming procedure:

Scanned documents are in the "To Review & Rename" or “Missing PT IDs” folder when a 2-D barcode is not on the page, partially missing, blurred, or skewed on the page. It is important to review these files on a regular basis, to minimize data loss in the patient files.

Identify each document with a PDF reader to determine the correct Patient ID and VisitID numbers. If a PDF reader such as Adobe Acrobat is already installed on your computer, simply double-click the file icon.  Once the Patient and Visit IDs are determined, close the file and rename it with the following naming convention:


There must be six digits following the P (Patient ID designation) and the V (Visit ID designation).  The Patient ID and Case ID numbers must have leading zeros if either number has fewer than six digits.

Example: Patient ID 1234, Visit ID 56789 should have a file name of P001234-V056789.pdf

Once renamed, move the file to the folder "rename input".  From that folder, the file will automatically transfer to the correct patient folder.

Continue with this process for each file in the "To Review & Rename" folder.

4.  Adding documents to the DMS

From the Home screen select the "DMS Management" button

Within DMS you are able to add documents from you computer.  Select the "New" tab at the top of the DMS Management screen and follow the instructions listed.