Bulk Scan Upload Utility

The Bulk Scan Upload tool in MediRecords lets Practices manage external documents such as scans, faxes, and reports without attaching files one at a time. It supports uploading multiple documents at once, previewing them, and allocating each to the correct patient record or provider for review. Once assigned, documents are automatically filed in the appropriate location, whether that is correspondence, a provider’s inbox, or referrals.

Contents:

1. Uploading to the Bulk Scan Utility
2. Previewing a Document in Bulk Scan
3. Allocating Documents to Patients & Providers
4. Assigning the Files

Uploading to the Bulk Scan Utility

Bulk Scan Upload is located within Utilities in MediRecords. To open Utilities, click More to reveal a drop-down list and then click Utilities.

Click Bulk Scan Upload.

To begin to upload documents, click Upload to open a file explorer window.

*NOTE: The supported file types are JPG, PNG and PDF, and the maximum file size is 20mb (per file).

Select the document(s) you wish to upload, and click Open or Select to begin the upload.



When the documents begin to upload, they are visible with a Light Blue progress bar indicating the progress of the upload. 

Once the documents have been uploaded, they are displayed in a darker shade of blue, with Checkbox next to the file name.

Previewing a Document in Bulk Scan

To view or preview a document, click the File Name to open a preview on the right-hand side.

Allocating Documents to Patients & Providers

To allocate the documents to patients and providers, click the Tick-box next to the name of the uploaded document.

Select who the document is From, where is it to be Filed, the name of the Patient, who it is To, the Category and a Subject for the patient record.

*NOTE: If File In is Correspondence, the From & To fields are not mandatory.

Categories for letters are listed in the drop down Menu to right -

Categories that are now available -

• Letter
• Care Plan
• Billing
• Migrated clinical images
• Results
• Assessment
• Consent
• Reports
• Clinical Notes
• Surgical
• Other

You are able to create a new Health Professional Contact to use in the From field by clicking on the + Icon next to From.

Fill in all necessary information, and click Save. Please note that only legitimate Provider Numbers are able to be used when creating a contact.

*NOTE: This contact will be automatically shared to Practice. For more information about Health Contacts, please click here.

You are able to select multiple uploads at once to allocate them to same provider and patient.

Assigning the Files

Once you have select the documents and completed the required fields to allocate them, click Assign to move the documents to the selected location.

Once the documents have been assigned, they will be removed from the Bulk Scan screen and filed in their select locations. Correspondence will be filed in the patient's clinical record, documents for the Inbox will be visible in the providers Mailbox, and Referrals will be filed in referrals in the main patient record.

Troubleshooting

A file won't upload through Bulk Scan Upload

Cause: This is usually down to the file's format, size, or name. Only JPG, PNG, and PDF files are supported, the maximum file size is 20MB per file, and uploads can fail if the file name is too long or contains special characters.

Resolution: Work through the following checks in order:

1. Check the file format. Only JPG, PNG, and PDF files are supported.
2. Check the file size. The maximum size is 20MB per file.
3. If the format and size are both correct, check the file name. Uploads can fail if the file name is too long or contains special characters.

To shorten or simplify a file name before uploading:

• Open the file in a PDF viewer.
• Click Download.
• Open the downloaded file and rename it to something shorter, avoiding special characters.
• Save, then try uploading the renamed file.

Escalate: If none of the above resolves the issue, contact MediRecords Support.

Uploading two files with the same name

Cause: Two files with the same name are uploaded before either has been linked to a patient.

Resolution: MediRecords automatically adds a number to the newer file's name. Both files are kept, and neither is lost or overwritten.

Escalate: If a file still appears to be missing or misnamed after this, contact MediRecords Support.

Further Reading

• Announcing Evolve Direct