Adding Receipts/How to scan Documents in TIER

Adding a Receipt to a Flex Fund is the same as adding a scanned document any where else in TIER.

Scanned Documents can be added to the database from many different locations – consoles, individual documents, etc. 

All scanned documents for a client will be listed on the Clinical Console and Client Facesheet, but on specific forms, only the documents scanned from that form will be visible to it (e.g. a scanned consent won’t show up on an assessment).

This guide walks through adding a scanned document from the clinical console, but it is basically the same from any other location.

Adding a new Scanned Documents from the Clinical Console

1. Press the Scanner Icon on the left:

2. Select the appropriate Client from the list

3. Press “Add New”

From the Client Facesheet:

1. Go to the Scanned Documents tab in the Additional Documents page in the Administration section, then press “Add

New”

From a Flex Fund:

1. On the status tab Press "Add New" in the Receipts section

From any other form that can have Scanned Docs added:

1. Press the "Add New" button above the Scanned Document list

Entering Information on Scanned Document form

1. Ensure the Effective Date of Scanned Document is entered correctly (note:this is the date of the document, not the

date you are scanning it in).

2. If the “Save Before Scanning/Attaching” button is visible, press it and press OK to save

3. Select a Document Category, which then filters the Document Name drop down

4. Select the Document Name

Note: if you select other from the Document Name another field opens for you to type in:

5. Depending on what you select additional fields may be visible to enter As it says at the bottom, this button just opens the form, it does not link it to this scanned document. It just acts as a shortcut.

6. You have now created a “placeholder” scanned document and you have three ways to actually attach a document to

it.

a. If you have the document/file in a digital form (e.g. it was an attachment from an email or a word document you’ve saved to your documents folder), you can attach it to this placeholder form just like you would attach it to an email

i. Press the “Attach/View Attached Document(s)” button

ii. Select “Copy” for “Importing files should” and then press “Import”

iii. Next find the file you want to attach and attach it just like an email (if you can't find the document, check out this article:

https://ithelpdesk.ssyaf.org/helpdesk/KB/View/63208562-where-are-my-scanned-printed-files-in-tier-setting-up-your-quick-access-folders-in-tier-)

iv. Make sure the file is listed there and press “Close”

b. Use CAM Scanned app on your iPhone to take a photo of your document(s) and email them directly into TIER!

HIPAA Reminder - Emailing scanned documents from CamScanner must follow the same guidelines for HIPAA compliance as any other email you send from your iPhone. Please consult your supervisor if you need clarification on HIPAA regulations and Stanford Sierra Youth & Families policy and procedure for emails containing Protected Health Information (PHI). The method outlined below will email scanned documents from your own email account tierscan@ssyaf.org
 (an internal email account), which is HIPAA compliant.

“Scanning” your documents with CamScanner

1. On your iPhone, open the CamScanner+ app (if you have two CamScanner apps, make sure you open the one with the “+” on the bottom). If you get a message to sign or login, try restarting your phone. If you continue to get that message, please create an IT Helpdesk ticket as that should not happen.

2. Press the camera icon

3. Select Single when only taking one picture of a document. Select Batch when the document has multiple pages

4. After taking the picture you will may need to crop the image. Ensure all relevant information from the image is captured when you crop and then press the check mark to move to the next step.

5. After cropping the image (screen above) you will be prompted to choose the best looking version of the image (original selected above). Press the check mark to move to the next step.

6. Press the email button

7. Always choose PDF

8. For the email itself, make sure the “To” address is tierscan@ssyaf.org
Change the Subject of the email to the Scan Doc ID listed on the scanned doc form itself: (see image below)

Then Press Send

Checking the scanned document after attaching

1. Scan Doc ID

2. After sending the document in CamScanner, press Attach/View Attached Document (see Image below)

3.Double click on the file to open it and make sure it is accurate

c. If you have a paper form, you can scan it to yourself and then attach it following the instructions above. Alternately, you can create the placeholder following instructions up to #4 and then doing the following:

i. Place the paper into a RED colored interoffice envelope

ii. Write the Scan Doc ID onto the envelope:

iii. Save the placeholder scanned document form

iv. Deliver it to QIR and they will scan it into the system and attach it to the placeholder

7. Once you have attached a document to the Scanned Document form and confirmed that it is attached properly and of

a good quality, check the “Confimed Document Attached” checkbox

8. Save or optionally Final Save the form and close it. Final Saving will make the form uneditable. This is not required:

Deleting an Attachment to a Scanned Document Form

1. Simply select the Attachment from the list on the Scanned Document and press “Delete Selected Document” Opening a scanned document

1. This is pretty straight forward. Find a scanned document on a form or console and double click or right click->Open to open it.

2. Highlight the document you wish to view and… 

3. Press “Open Selected Document”

4. Press “Attach/View Attached Document(s)” and then double-click the scanned document to open it: