Using a Card Scanner in Office Medicine

Either DYMO card scanners or SCANSHELL card scanners can be used to integrate the card’s image directly and help manage the data entry (OCR) of a patient’s insurance information, drivers license and credit cards.

If you currently do not have a card scanner,  please dial (888) 712-0091 to inquire about these details with our Customer Service Department.  You may decide to add this feature to your office at the time of a software upgrade.

At the time of the installation of the software and card scanner, all settings will be reviewed to customize the operation of the card scanner in your office.  For all new clients, the use of a card scanner will be covered during your training.  Existing clients who choose to add a scanner to their system can arrange for training on the use of a scanner by attending classroom training, or arrange for a trainer to come to your office for an on-site training.

The advantages of using a scanner are many.  It is a fast and reliable way to enter insurance information.  It allows you to enter a photo ID, copy both sides of an insurance card with a single swipe of the card, and a method of payment (ATM or bank card information).

The scanning process: 

To scan a photo Identification (Drivers License), first bring up the patient information screen by searching for the patient.  Next, slide the card into the scanner unit, and click on the “scanner” icon which is on the top right toolbar of the Patient Healthcare Profile Screen.  The card scanner will then read the card.  On the screen, you will see that the information is being processed and the photo ID will appear on the screen.  Click on the green check mark at the lower left corner of the screen in order to save the information.  To delete a photo ID, click on the red “X” located on the lower right corner of the photo ID.  You will receive a confirmation for deletion prompt. If you respond “Y” the system will prompt for a deletion password.  This password at the time of installation is “SAFE”, although this may be changed your system administrator at a later date. 

After scanning the photo ID, you are ready to proceed with scanning the insurance card.  To do this, press “I” for insurance or click on the insurance tab at the bottom of the screen.  Highlight the insurance that you want to work on from the insurance list.  Place the insurance card on the scanner unit and click on the button titled “scan front of card.”  As before, you will see the information being processed on the screen.  If you currently have the OCR feature switched “ON” you will also see the name and contract number be inserted into the appropriate fields for the front of the card.

To scan the back of the card, (DYMO card scan only)  place the insurance card on the scanner, facing down, to copy the back of the card.  Click on the button titled “scan back of card.”  You will again see the information being processed as it is scanned.   After the back of the card is scanned, click on the green check mark to save the information.  When the card is scanned, the information will also populate the corresponding fields of the insurance information fields of the Office Medicine software. 

Supported Card Model Numbers:

DYMO CARDSCAN 800C

SCANSHELL 800DNX