Epic Scanning (Front Desk, OnBase)

Unable to scan duplex (both sides of the page at once)

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• Verify that your scanner has been correctly configured for duplex scanning by doing the following:

1. Log into Epic Production

2. Open Registration for a "ZZZ" test patient (Epic button > Registration/ADT > Registration) and create a new contact.

3. Go to the Documents section and select a Front Desk Scanning document type. 

• Front Desk Scanning documents types are all prefixed with "FDS".

4. Set the status to "SIGNED" and click the Scan button.  The Front Desk Scanning module should open.

5. Click on the cog wheel button next to the scan format and select "Modify current format".

6. Click "Scanner settings".

7. Make sure the box next to "Duplex" is checked, then click OK.

Scanner not appearing under "Scan Source"

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• If the Scan Source shows that no scanner is found, and clicking on the down-facing arrow next to it doesn't give any scanners to select, you may not have gone through the initial Front Desk Scanning setup.
  • Please call Tech Support at x5432 to have a ticket created, and the Epic Support team will assist you with the initial required setup.
• Additionally, if your scanner is not TWAIN compatible (typically this means the scanner is several years old), it will not appear under Scan Source, and unfortunately will not be able to scan into Epic.

What is Back Office Scanning?

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• Back Office Scanning (also called OCHIN Scanning or OnBase) is used to add documents to a patient's file after their office visit.
• This is done from specific PCs pre-configured with the OCHIN Scanning software.
  • 1st floor of the WesternU Health building: ECI005-C
  • 2nd floor of the WesternU Health building: FMCC302233-WP and FACC041-P
    • If you're unsure of the specific location of these computers, please talk to your Front Office Lead.
• Some examples of items scanned here are lab results, ECG and radiology imaging reports.
• Please refer to the "Back Office Scanning - Training Manual" PDF for step-by-step instructions on how to scan and add these documents to a patient's record in Epic.
  • You can find the PDF under the "Files" section on the right side of this page.

Unable to log into OnBase

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• OCHIN Scanning uses a different username and password than your WesternU and Epic accounts.
  • If you haven't had an OCHIN Scanning account created or you've forgotten your OCHIN Scanning password, please contact epicsupport@westernu.edu. 
    • A JIRA will be opened for OCHIN to create your account/reset your password.

• Once you've entered your username and password and clicked the "Server" button, you should be on the "User Authentication" window. 
• Click the drop-down arrow next to "Server address", and verify that the server says:
  • http://obscan18.ochin.info/appserver/service.asmx

• If the server is incorrect, you can manually type in the server address by double-clicking on the text in that space.
• Once logged in, it will remember this server address, so you won’t need to enter it the next time you use the program.

• Navigate to C:\rsbatchdata\ and delete the file called obrsbatch.dat.
  • If you would like assistance with this, please call Tech Support at (909) 469-5432.
• Close/reopen OCHIN Scanning, and it should bring you to the login screen successfully.

2. Click the down-pointing arrow next to "Source".

3. On the "Select Source" window that opens, click on "PaperStream IP fi-7160", then click the Select button.

4. Choose HIGH/LOW from the Scan Queue drop-down menu as appropriate.

• If you're unsure of which Scan Queue to select, please talk to your Front Office Lead.

5. You should now be ready to begin scanning.

Indexing - Multi-page documents require the "Append" button be clicked after each page

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1.  Click the gear icon next to the Format drop-down menu.

2.  Click "Modify current format."

3.  Change it to "One document" and click OK.

• You should now be able to index multi-page documents without being forced to click the Append button between pages.

"Program is busy" message

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• Typically, a message like this means there is another scanning software open/in use in the background. 
  • For example, if you were scanning documents outside of OnBase using the Fujitsu scanning software, then went into OnBase, the scanner may still be "busy" under the Fujitsu software. 
  • Also, another user could be logged into the computer in the background and have the Fujitsu scanning software still open.
• Closing out all open scanning software (including OnBase), then reopening OnBase and attempting to scan again, should fix this issue.
  • If this fails, try restarting the computer, then scanning into OnBase again.
  • If the issue still is not resolved after a restart, check under the Control Panel > Programs and Features to look for any unusual scanning related software.
    • For example in ticket 26110717, "Scanner Central Admin Agent" and "Software Operation Panel" by PFU Limited were interfering with OnBase.
    • After uninstalling and rebooting the computer, OnBase scanned successfully.

Please call Tech Support (x5432) for assistance with uninstalling software.

• If, after the above, you're still getting the same message in OnBase, check Task Manager to see if "Thunking WIA APIS from 32 to 64 Process" is running.
  • This appears as a window with the words "What do you want to scan?" at the top.
  • Stopping/restarting the Print Spooler under Services fixes this issue.
    • Scanning into OnBase worked properly after restarting the Print Spooler.
    • This may need to be done on a per user basis on the PC.