Categorisation and validation of scanned Medicare documents 111-17050403

To request access to Kofax Validation, send an email to the Scanning and Digitisation team.

To access Kofax, use the appropriate link for the desired queue to work on. See the Resources page for the Kofax URL link.

• enter User ID
• enter password
• select Log on

For:

• the department’s scanning provider Validation, go to Step 2
• MFD Validation, go to Step 3
• Email (including fax to email) Validation, go to Step 4

The Available Batches window will display. To select the Health Services Batch Class:

• select the Enable Filtering box
• select Filter
• select Add Criteria
• select Batch Class
• leave the 2nd field as ‘Equal to’
• select HealthServices from the drop down menu

To refine the batch further, add an additional criteria to isolate a Program type:

• select Add Criteria
• select Batch Field
• select BFLD_PROGRAM from the drop-down box
• leave the parameter as ‘Contains’
• leave the last parameter field blank
• select OK

The Available Batches window will display. To select the Health Services Batch Class:

• select the Enable Filtering box
• select Filter
• select Add Criteria
• select Batch Class
• leave the 2nd field as ‘Equal to’
• select HealthServices_MFD from the drop down menu

To refine the batch further, add an additional criteria to isolate a Program type.

• select Add Criteria
• select Batch Field
• select BFLD_PROGRAM from the drop-down box
• leave the parameter as ‘Contains’
• leave the last parameter field blank
• select OK

The Available Batches window will display. To select the Health Services Email Fax Batch Class:

• select the Enable Filtering box
• select Filter
• select Add Criteria
• select Batch Class
• leave the 2nd field as ‘Equal to’
• select HealthServices_EMAIL_FAX from the drop down menu

To refine the batch further, add an additional criteria to isolate a Program type.

• select Add Criteria
• select Batch Field
• select BFLD_PROGRAM from the drop-down box
• leave the parameter as ‘Contains’
• leave the last parameter field blank
• select OK

Select Open to open the next available batch (scan)

For some work items the Program and Work Item Type defaults in these fields. Confirm they are correct by referencing the scanned image.

To change:

• select Program field and use drop down menu to select the program type
• select Work Type field and use drop down menu to select the work type

If multiple work items are identified as being scanned as one work item, go to Step 9.

Staff may need to use the Enter key to commit the changes.

The primary and secondary reference type will populate once the program and work type has been defined. If the work item doesn’t require a reference, go to Step 8.

Enter the primary or secondary reference based on information provided on the scanned image by:

• select Primary reference field and key reference, if not available
• select Secondary reference field and key reference
• select Close Batch

Procedure ends here.

If the work item does not need a primary or secondary reference, select the Bypass Indexing check box.

This will move the work item directly into PaNDA using the Program and Work Type information, but without a reference.

Procedure ends here.

If multiple work items have been scanned as a single work item, send the document for splitting:

• select Send for Splitting check box
• select Close Batch

Procedure ends here

Where a Work Item cannot be identified:

• select SYSTEM as the Program Type
• select Not Classified as the Work Type
• if a reference can be identified, enter it in the Primary or Secondary reference field
• select Close Batch

A request to access the Kofax Citrix Receiver and Application must be arranged through the Scanning and Digitisation team.

To access Citrix use the appropriate link. See the Resources page for the URL link to Citrix.

• enter user ID
• enter password
• select Log On

• select the Applications tab
• select the Kofax icon
• select the Document Review icon

• select the top left icon on the tool bar to open the Available Batches window
• select Filter

Enter filter parameters by selecting the following fields for a drop down menu:

• filter by - Batch Class
• filter State - Equal to
• value - HealthServices_SOC
• select OK

Select Batch Class ‘HealthServices_MFD’ and ‘HealthServices_EMAIL_FAX’ values to review all Medicare scanning.

Double click on batch name or press [Enter] to open a batch.

The page will display 2 columns:

• thumbnail images of the document
• full-page image of a page of the selected thumbnail

To rearrange the thumbnails (in the first column), select and drag for documents out of order.

To separate Work Items:

• select the first page of the work item to be extracted and right click
• select Split before Current Page
• select HS_Main from the drop down menu (at the top of the left hand column)

All work items that have been split need to be reassigned with the HS_Main class.

• select Batch from the menu
• select Close Batch

Request to access the Kofax Citrix Receiver and Application is required to be arranged through the Support, Telephony and Workload Management (STAWM) team.

To access Citrix use the appropriate link. See the Resources page for the URL link to Citrix.

• enter user ID
• enter password
• select Log On

• select the Applications tab
• select the Kofax icon
• select the Document Review icon

• select the top left icon on the tool bar to Open Batch
• a window will open, select Filter

Enter filter parameters:

• filter by - Batch Class
• filter State - Equal to
• value - HealthServices_SOC
• select OK

Select Batch Class ‘HealthServices_MFD’ and ‘HealthServices_EMAIL_FAX' values to review all Medicare scanning.

A list of batches with errors will display.

Errors will be identified in the:

• Queue column as Quality Control
• Status column as Error

Double click or press [Enter] to open a batch.

To view error information:

• right click on the batch name
• select Properties
• select the History tab

Determine the error type, for a:

• simple system error, go to Step 7
• major system error, go to Step 8

See Resources for explanations of error types.

Where the error is identified as a simple system error:

• close properties
• right click on the batch
• select Unreject

Procedure ends here.

Where the error is identified as a major system error:

• record batch number
• escalate on a mySupport form (link on Resources page)