Batch Scan

To learn more about this capability, click the Launch video button.

Depending on the way you access Applied Epic, you can either scan documents directly into the system or import existing files that you have scanned outside of Epic:

If you access Epic through a web browser such as Google Chrome, Mozilla Firefox, or Microsoft Edge, you cannot scan directly into the system. Instead, you must scan documents as PDF or TIFF files outside of Epic and use the Import Scans process.
If Epic is installed locally on your computer, use the Batch Scan utility to scan hard copies of documents or import files as attachments. You can route the attachments manually, or create barcodes that route them automatically to user-defined locations.

Scan/Import Methods

Before you begin scanning or importing, identify the method your organization uses to ensure that you are completing the correct workflow:

Quick Scanning/Importing

Rapidly add items to the system. However, you cannot use barcodes with this method. You must route each item to the appropriate area manually.

Front End Scanning/Importing

One employee is responsible for Printing Front End Barcodes and scanning/importing all items. These barcodes route each item to the respective employees’ Unrouted Attachments.

Back End Scanning/Importing

Each employee Prints Barcodes and places them on top of the corresponding printed materials in a centralized location. At specific intervals, an employee collects all materials in this location and scans them into the system, using the barcodes to route the attachments.

On Demand Scanning/Importing

Each employee has a scanner and Prints Barcodes to scan or import items as needed.

Quick Scanning/Importing

You can add files to the system quickly using this method, but you must then route each item to the appropriate account manually. This process does not use barcodes or route items automatically. However, you can preview, reorder, or remove pages as necessary after scanning or importing them.

Navigate to the Procedures > Document Management > Batch Scan screen.
Deselect the User barcodes checkbox in the Method frame. The Validation and Duplex Scanning options are not available for quick scanning.
Acquire documents using one of these methods:

Import

Click the Import button in the bottom right corner of the screen to browse for images to import. Images must be saved as TIFF files at a resolution of 200, 300, or 600 DPI to be imported.
Scan

Click the Scan button in the bottom right corner of the screen to scan the documents to be added.

Scanned or imported page names display in the Available Files list as Page 1, Page 2, etc. Select a page in the list to display a Preview of the page. You can also preview pages in either list by double-clicking them.

If necessary, resize the preview area by dragging the splitter between the Preview pane and the Available Files/Selected Files lists.
Select pages to attach or assign by moving them from the Available Files list to the Selected Files list. Hold the [Ctrl] or [Shift] key while clicking on pages to make multiple selections.
Click the single down arrow or single up arrow button to move your selection between the Available Files and Selected Files lists. Use the double down arrow or double up arrow buttons to move all pages to the Selected Files or Available Files list.

Moved pages are added to the end of the list. To reorder them, select a page and use the up arrow and down arrow buttons to change its position.

Pages that you do not move to the Selected Files list at this time will remain available for you to attach or assign later if necessary. You do not have to move and attach/assign all pages in a single Applied Epic session.
When you have moved the desired pages to the Selected Files list and reordered them as necessary, do one of the following:

Attach
1. To combine the pages into a single document and attach it to an account, click the Attach button in the bottom right corner of the screen. The Attach To screen displays.
2. Select the Account Type and locate or enter the account Code.
3. Make an Attach To selection and click the lookup button to the right of the field to specify the item (e.g. policy, line, or opportunity) to which to attach the document.
4. Select the Include closed or Include history checkbox (depending on the entity to which this item will be attached), if applicable. Choose the correct item and click Finish or press [Enter].
5. Enter a Description for the document.
6. Choose a Folder and Subfolder(s) in which to save the document.
7. The current system date defaults as the Received date. Change this if necessary.
8. Choose an Access level if applicable. Only users with the selected level of security will be able to access the attachment.
Assign
1. To assign the document to an employee for routing, click the Assign button.
2. Select an employee to whom to assign the document, or use the search bar to locate an employee.
3. Click Finish to assign the document, or click Cancel to exit the screen without assigning it.

If there are pages remaining in the Available Files list, you may attach or assign them to a new document or exit the Batch Scan area.

If you exit the Batch Scan area, a message displays, asking if you wish to discard the remaining pages. Click Yes to discard them, or No to retain them to assign or attach later. Retained pages are saved to a temporary location on your local workstation for seven days. After seven days, they are discarded automatically.

Front End, Back End, and On Demand Scanning/Importing

You can create and use barcodes with any of these scanning methods. Once you have created barcodes, place them with the corresponding printed materials, and scan or import these materials as attachments.

Make sure any user performing the batch scan is associated with an employee lookup code. If for some reason a barcode is unreadable, the attachment saves as an Unrouted Attachment for the employee who performed the scan, who can then route it manually. If the user who performed the scan does not have an employee code, however, the attachment is discarded.

Note: Scanned images must be saved as TIFF files at a resolution of 200, 300, or 600 DPI to be imported. When you save the imported image in your system, it is either saved as a TIFF file or automatically converted to a PDF file, based on the Scanned documents file type setting on the Scanned Documents screen.

You can either scan or import items:

Scan Items
You can scan items directly from this screen, or import a batch of items that have already been scanned and saved to a local or network drive. To scan items from this screen, you must have a scanner attached to your workstation.
1. Identify which scan/import method your organization uses and follow the instructions in the appropriate article to create any barcodes needed:
2. From the Home screen, do one of the following:
  - Click Procedures on the navigation panel.
  - Click Areas > Procedures on the menubar.
  - Click the down arrow next to Home on the options bar and select Procedures.
  From any other area of the program, do one of the following:
  - Click the down arrow to the right of the Home options bar button and select Procedures.
  - Click Home > Procedures on the menubar.
3. Click Document Management on the navigation panel or Areas > Document Management on the menubar.
4. Click Batch Scan on the navigation panel.
5. Select the Use barcodes checkbox under the Method heading.
6. Optionally select Preview batch contents before committing. This option enables you to view each scanned image in the Preview pane to confirm that it scanned correctly before you save it to your system.
7. Optionally select Ignore reverse side of barcode sheet. The Ignore reverse side of barcode sheet checkbox on the Batch Scan screen automatically skips the second page (reverse side) of the barcode for duplex batch scanning. If your scanner is designed to skip blank pages automatically, deselect the Ignore reverse side of barcode sheet checkbox to avoid conflicts with Epic's scanning protocols. Blank page skip functionality does not work if your scanner is not set to duplex mode or is not fully TWAIN-compliant.
  1. To ensure optimal performance, use the recommended settings for the TWAIN driver:
    - Set DPI scanner settings to 200, 300, or 600
      Note: If you are using a barcode and/or separator page, make sure the printout is of good quality. If you encounter issues with scanning, increase the DPI to the next setting (i.e. 200 to 300, or 300 to 600)
    - Set brightness to 56%
    - Set the output type to Black and White or Color
  2. Verify that your TWAIN or WIA driver is up to date on your scanner vendor's website.
8. Click the Scan button.
9. Select the source from the list and click Select.
10. Your scanner software displays. Match the printed barcodes with the associated documents to be scanned. Scan the barcode first, followed by the documents to be attached to that barcode's entity. Place them in order in the scanner's feeder tray.
11. Choose the appropriate settings and begin the scan.
12. If you selected Preview batch contents before committing, the batch contents are loaded into the Attachments list. Highlight an item to view the scanned image in the Preview pane, or double click it to open a temporary copy of the attachment. When you have previewed all attachments and deselected the checkboxes next to those you do not want to save to your system, click Finish.
13. You are prompted, "Batch scan is complete." Click OK.
Import Items
If your organization uses a single office scanner that is not attached to individual employee workstations, use the Import option to incorporate the scanned items into the system. To route items using barcodes, you must create them and save them as TIFF files before completing the import.

If you need to create any barcodes, identify which scanning/importing method your organization uses and follow the instructions in the appropriate article:
- If you are using Front End Scanning/Importing, follow the Print a Front End Barcode instructions.
- If you are using Back End Scanning/Importing or On Demand Scanning/Importing, follow the Print a Barcode instructions.
1. From the Home screen, do one of the following:
  - Click Procedures on the navigation panel.
  - Click Areas > Procedures on the menubar.
  - Click the down arrow next to Home on the options bar and select Procedures.
  From any other area of the program, do one of the following:
  - Click the down arrow to the right of the Home options bar button and select Procedures.
  - Click Home > Procedures on the menubar.
2. Click Document Management on the navigation panel or Areas > Document Management on the menubar.
3. Click Batch Scan on the navigation panel.
4. Select the Use barcodes checkbox in the Method frame.
5. Optionally select Preview batch contents before committing. This option enables you to view each scanned image in the Preview pane to confirm that it scanned correctly before you save it to your system.
6. Click the Import button.
7. Browse to the appropriate TIFF file, select it, and click Open.
8. If you selected Preview batch contents before committing, the batch contents are loaded into the Attachments list. Highlight an item to view the scanned image in the Preview pane, or double click it to open a temporary copy of the attachment. When you have previewed all attachments and deselected the checkboxes next to those you do not want to save to your system, click Finish.
9. You are prompted, "Batch scan is complete." Click OK.

Note: If your system is set up so that the system event Add Barcode Attachment system event generates an activity, a task is generated with a description of Attachment Accepted and a Status of Not Started at the beginning of this workflow. When the barcode is scanned, the task changes to Completed.

You can view information on the scanned items, including the date and time of the scan, where the attachments were sent, and reasons that items could not be routed (if applicable), on the Batch Scan History screen.