Scanning

Genie can handle scanning in two ways:

1. Scan externally to Genie, and attach images to individual patient files (see Attachments). This is designed for practices that do minimal scanning.

2. Integrated imaging system in Genie (ImagePro) which handles bulk scanning either direct to a patients file or to multiple patient files via the use of a Process (holding) folder (see ImagePro).

The Folder Hierarchy

Because Genie doesn’t store file attachments in the data file, it is necessary to build a folder hierarchy, that is, folders within folders, in which Genie will automatically place attached files, and keep a reference to them, so that they can be opened and viewed at any time.

Genie builds this folder hierarchy automatically, with new folders being created when needed. The location of the “root” storage folder is specified in the Images & Attachments tab of your Practice Preferences (File > Practice Preferences). By default, this is a folder named 'Images' in the Genie folder on the server computer.

If you are using Genie on a single computer, Genie treats this computer as the “server”, and creates the storage folders in the same way as if you were on a network. If you subsequently upgraded to a network, you would just have to copy this folder into the Genie folder on the server, and change the pathway stored in your Practice Preferences.

Inside this folder, another 26 folders named “A” to “Z” are also created. In each of these folders, each patient with attached files, will have their own folder, the name of which will be their Surname followed by their initial followed by their unique Patient ID number.

The Patient ID number is automatically generated whenever a new patient record is created. It can be viewed in the top left corner of the Patient Demographics window.

For example, John Smith’s folder may be named “SmithJ1234”, and it could be found at the following pathway on the server:

/Applications/Genie/Images/S/SmithJ1234/ or C:\Genie\Images\S\SmithJ1234\

Any files that are placed in this folder will be able to opened from John Smith’s patient record, on any of the client machines.

New files which are added to a patient record from the client machine are automatically copied to the patient’s folder.

That is, there are 2 ways of linking a file to a patient record. First, they can simply be placed in the patient’s folder, if it exists. Secondly, they can be linked to the patient record on the client machine. In this case, Genie will automatically copy the file to the patient’s folder, creating a new folder if it doesn’t already exist.

If a folder for the patient doesn’t already exist, you can create it manually, naming it according to the format described above i.e. Surname+Initial+Patient ID.