Help SiteClinic Users Document Management SystemScanning Procedures - Medical Record Archive

Scanning Procedures - Medical Record Archive

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.


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

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

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

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

  5. Click on the “Scan Medical Records” button.

Tips:  The unit will tell you if more than one page was pulled through, click abort and rescan.  (Sheets with glued items will make the unit think that there is more than one page - you must copy these pages and put a new sticker on it as copies of a sticker will not scan properly).