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Scanning & Storing Images in MediFileDate of Tech Note: 25 July 1999 DescriptionMediFile has the ability to store letters received on paper from other sources outside of the clinic. Typically this is done by scanning in the document and then passing the document through an OCR (Optical Character Recognition) program. This converts the "picture" into text and reduces the size of the file from very large to very small. Typically this could be a reduction from 1 megabyte to 4k — a substantial decrease. Though this saves space on your server, the process of scanning and passing the documents through the OCR program takes a considerable amount of time. Through the use of the MediFile ImageServer and Import Images from Disk feature, you can skip the OCR portion. This speeds up the process of getting documents into MediFile. You receive the added advantage of getting any hand-written comments and graphics into the document as well. Requirements You need to have an Image Server set up on your network. Contact Jonoke to get our recommendations for the best solution for your site. You must have QuickTime instsalled on every computer that you will wish to view the images or process the images. QuickTime is free from Apple. It works on both MacOS and Windows 95/98 computers. MediFile Setup Administration Preferences There is one preference that must be set up in the Administration Preference by you. File Menu -> Administration -> Page 3 -> Preferences -> Images
Click on the Image Server button to select the hard drive that the images will be stored on. Typically this will be on the ImageServer computer’s large RAID drive. You will also need to select the default compression method for the images. From the Compression Method popup, select the compression method. Before you can use the ImageServer, Jonoke will have to come online and make a setting-change to your MediFile. This will only take a few minutes. Just give us a call when you want this done. Please plan ahead to give us some time to respond to this request. Computer Preferences You will need to have QuickTime installed on each computer that will use the images. If QuickTime is installed, and you want the computer to use the image serving, you will need to set this computer preference. File Menu -> Computer Preferences -> Graphing & Imaging
Click on the QuickTime Installed checkbox so that there is an "X" in the checkbox. Click on the " button to save the preferences. Importing Images Tasks Menu -> Images from Disk
Select this menu item to bring up the dialog to import images into MediFile. If you have QuickTime installed and the previously mentioned prefrences set, the Import dialog will be brought up.
A Tour of the Images from Disk Dialog • A listing of the Files in the selected folder will be displayed in the upper left corner. • Find Button — Click on this button to have the standard file selection dialog presented so you can select the folder to show the images files to select from. • Trash Button — Click on this button to delete the file you have clicked on
Popups • Instrument popup — Use this field if the selected images are from a specific intrument. For example, if the images are ultrasound images, this would be UltraSound. • Outcome — Select the outcome from the image/report. For example, if an X-Ray of an ankle was performed and it showed that the ankle was not fractured, then select "Normal." By doing this, you can later reference all images taken where the Ankle X-Ray showed a normal ankle. • Image Type — Use this popup to select the type of image. In the case of the Ankle, you could select "ankle." If this is a scanned Hospital Discharge report you could select that in the popup. • Area Acct — Use this popup to indicate the area account that the image was generated from, in the case of a radiology-only clinic, or use it to indicate who the image is to, in the case of an image from an external source. • Status — Use this popup to select the status of the image. It is very important to indicate the value for this item if the image needs to be reviewed by a person in the clinic. Select "To Read" or "Imported" if this image is to be read by another person in the clinic. • Image Key — As with many other areas of MediFile, the image record will be assigned a key number. This is done automatically by MediFile when you click on the New button. All the images connected to this image record will be assigned this number. For example, if there are 6 ultrasound records, or 6 pages from a report they will all be assigned this number. All the images or the pages of the report should be grouped together under this one Image Record. • # of Images — This indicates the number of images associated with this image record. • Description — This is a brief description of the images associated with the image record. When seached for, this description will be displayed in the output layout display of the image record, which assists people in selecting the image record they want to view. • Comments — This area will hold a long desciption of the images. You can easiy type a short desciption of the images in this area. If you would like to enter a longer description, click on the expand button to have a larger area to read or type in a longer description.
• Thumbnail Viewer — When you click on a file in the Image File listing area, you will be shown a thumbnail view of the image. If this is not large enough for you to see the image, just click on the thumbnail image. The image will be shown in a window large enough to hold the whole image with 100% of its size.
• Patient Information — This area is located in the top right of the dialog box. This is a standard Patient information area for records related to a patient record. To find a patient, type in his or her name, and MediFile will automatically search for the patient. Once found, information about the patient will be displayed. If a patient has been selected (his or her MediFile number will be diplayed in red), you can view the patient master record by clicking on the Patient button.
• To & From — This area works exactly the same as the To & From area of the letter file records. The Address Book record for who the image is directed to and who they are from are selected. They can be selected via the popups or the F key shortcuts. The name of the people will be shown, as well as their address book record numbers.
• Button Bar — The buttons and popup on the lower right will let you perform various actions to the image record. • Compression Level — Select the level of compression for each image added to the image record. • About — Pressing this button will bring up information about the version of QuickTime you have installed. Used mostly for those technical types, or for trouble-shooting. • Add 1 — Press this button to add the currently selected image to the image record. • New — Press this button to create a new image record. You must have an image record created before you can add any images to the data base. • Save — Press this button to save all the information about the image record and the images associated with it. Only press this button once you have added all the images to the image record. • Exit — Press this button to exit the Images from Disk dialog. Only do this once you have saved the image record you are working on.
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