How to Scan/Upload Intake Documents Done Outside of SmartCare - 2023 CalMHSA

Lab results received from an external source are scanned into the client’s documentation using the Scan/Upload feature.

Click the Search icon.
Type “Scan” into the search bar.
Click to select Scanning (My Office). The Scanning list page will open.

Select the icon for the type of document import you wish to perform.
1. Scan and Batch Scan use scanning hardware to convert paper documents into electronic images and import them into SmartCare.
2. Upload and Batch Upload take existing electronic files and import them into SmartCare.

If you selected Scan, the Scan page will open.
1. Your scanning hardware will initialize. Follow organizational workflows to operate your scanning hardware.
2. An image will display in the center pane when a file has been successfully scanned.
3. Select a record option from the dropdown.
4. Click the ‘…’ button to perform a client search using the steps found under How to Search for a Client. This step will be skipped, and a client will be pre-selected, if you opened Scanning (My Office) with an active client. In this cases, select the ‘…’ button to change active clients.
5. Select a record type from the dropdown.
6. Set an effective date.
7. Type a Description into the text field.
8. Click Save.

If you selected Upload, the Upload pop-up will open.
1. Click Select.
2. Select your desired file from your computer file browser.
3. Click Upload. An image will display in the center pane.
4. Select a record option from the dropdown.
5. Click the ‘…’ button to perform a client search using the steps found under How to Search for a Client. This step will be skipped, and a client will be pre-selected, if you opened Scanning (My Office) with an active client. In this cases, select the ‘…’ button to change active clients.
6. Select a record type from the dropdown.
7. Set an effective date.
8. Type a Description into the text field.
9. Click Save.

NOTE: Before selecting Batch Scan, you will need to print one or more Scan Separators from the Scan Separator (My Office) page. One Separator should be placed between two documents to signal to the system that they should be treated as separate. If you selected Batch Scan, the Batch Scan page will open.
1. Your scanning hardware will initialize. Follow organizational workflows to operate your scanning hardware. Ensure a Scan Separator is placed between each set of documents.
2. On the left, you will see multiple documents listed. Select the radio button beside one to display it.
3. Click the Client button to perform a client search using the steps found under General Client Search.
4. Select a record type from the dropdown.
5. Set an effective date.
6. Type a Description into the text field.
7. Repeat Steps 7b-7e for each document scanned.
8. Click Save.

If you selected Batch Upload, the Batch Upload window will open.
1. Click Select.
2. Select your desired files from your computer file browser. The Batch Upload function supports multiple selections.
3. Click Upload.

1. On the left, you will see multiple documents listed. Select the radio button beside one to display it.
2. Click the Client button to perform a client search using the steps found under General Client Search.
3. Select a record type from the dropdown.
4. Set an effective date.
5. Type a Description into the text field.
6. Repeat Steps 8d-8h for each document scanned.
7. Click Save.

After Saving your associated documents, Search for the Documents (Client) screen and select it.

Review the documents scanned/uploaded here. If necessary, click the Add hyperlink in the Associated Documents column to upload new documents that should be associated with the selected document.