Front Office Scanning

Many organizations can benefit from associating scanned documents with data manually entered into line-of-business applications at multiple workstations. The challenge lies in removing the burden that scanning and indexing place on users who are accustomed to working within a specific application. The OnBase Front Office Scanning module provides a lightweight, yet agile solution for unifying content independently generated at distributed workstations into a centralized repository. Requiring only a single scanning station at each location, the Front Office Scanning module enables teams to generate, scan and index critical documents for inclusion in an OnBase repository and make them available throughout the enterprise.

Front Office Scanning is a scalable solution and allows for a facility to have multiple workstations that gather index data from line-of-business applications, while requiring only a single shared scanner to scan images. Alternately, there are ways to automate the process, when a desktop scanner is placed at each workstation. The Front Office Scanning Enabler Service and Application Enabler  are installed on all workstations used for data entry. The data sets are saved to a file in a shared directory, accessible to the scanning workstation running the Front Office Scanning Console. After selecting the proper data set, the matching documents are scanned and associated with the appropriate index information.

Front Office Scanning uses Application Enabler to capture data; ensuring users can enter data into an enabled application and then use that data entry instance to create indexing data sets used at the scanning workstation. Utilizing the data from an enabled business application eliminates duplicate data entry and saves time.

Application

The Front Office Scanning module is an ideal solution for any office or department where customer or patient information is entered and copies of documents are required, like hospitals, medical or dental offices, and any type of registration facility. For example, a hospital admittance desk often has multiple workstations that gather patient and insurance coverage information. In this instance, the Front Office Scanning Enabler Service and Application Enabler are installed on all workstations used at the admittance desk for data entry into the business application. This allows automated scraping of index values from the enabled business application and creates a single data entry point to populate both the business application and OnBase index values.

At the scan station, the desired data set is selected, and the matching document(s) are scanned. This reduces time spent at the scan station, as well as negating the need for scanners to be placed at every workstation. The fully indexed documents are then uploaded to the OnBase system via a connection to an OnBase Web Server or the OnBase Desktop.

Core Features

• Immediate integration with line-of-business applications via the OnBase Application Enabler module

• 50% reduction in data entry time requirements

• Scanner connection not required for data entry

• One-to-many scanner-to-indexing station ratio

• Replace clipboard forms with electronic image mark-up for paperless registration

• Optional document retrieval when connected via the OnBase Desktop