Home Forums Discussions General Discussion PDF file

Since I am new user to AC, I keep reading old posts an threads to educate myself how things should be done and try to learn as much as I can. It is obvious that all agree that all documents should be saved in PDF format. My question is: why is that? What if any file was saved in .tif or .max or any other format?
I would appreciate if someone can explain to me what the consequences if this happen, since my office staff are responsible to scanning documents and receving faxes. I cann 't really know if they do pay attention to save all the document in PDF format.

Up to now my staff bring the labs and x ray reports placed in my the hopital mail box (Sometime faxed to the office).Then they scan the documents with brother MFC 8460N. This is directly done from within the patient chart on AC and import the documents directly form the scanner to to chart. (I Noticed that there is an option to choose from file extention PDF or other format if the document imported as batch import). The charts are then forwarded to my mailbox. I have to open each patient chart and sign every document.
Is there any better way to do that? What are the benefits of document managment software like paperport?
I appreciate any feed back from our experts.

M.S.

As far as the entire scan to imported items and that work flow, others can help better as I don't use that method. Leslie is the resident Paperport expert, although she is probably too upset with Paperport at the moment to talk about it. Paperport does allow you to convert tiff files to pdf rapidly.

I always marvel at the number of people who use the Brother MFP. I suppose it is because it is a very good MFP for the money. I have always had an issue with its networkability and lack of exporting pdf files to the desktop.

This link: http://www.aquaforest.com/en/tiff_versus_pdf.asp

will give you a lot of information on tiff vs pdf. It is almost a tossup, but more and more people are using pdf as it has pretty much become the de facto standard for document archival. It is also more secure. Tiff files do not have any intrinsic method of password protection, etc. Tiff files may be better with scanning and with images, but not enough to favor them over pdf. PDF prints better but not enough to favor them over tiff.

While tiff and pdf readers are both ubiquitous and free and most Windows OS have tiff reading capabilities, I would guess more people you would send documents to would have Acrobat. Websites, by far, use PDF more. A lot of sites will open in pdf and when you go to a site with an article, it almost always gives you a choice between HTML and PDF.

In the end, it is a personal choice. I think if you were in your own little office working with images or whatever, using tiff vs pdf would be a choice. But, in communicating with everyone, I think PDF is a solid choice.

M,
If your have XP pro on your machines, and can find a copy of Paperport 9, check out the thread on using Paperport as a document management system. Actually, Bert, the Brother MFC 8460 is networkable now. I still have mine connected via USB to a client computer up front because I already had the shared folder "Received faxes" stored on the server. This machine now gives you the option of where you want to store the incoming faxes. As far as them coming in as .tff, it is very quick and easy to convert to PDF.

Thanks Leslie. I will defer to you on the brother, but I thought it has been networkable for quite some time. I have gone to two offices locally to set it up, and it always seems to be easier attached directly to another computer.

I think it is great that Paperport allows easy conversion to PDFs, but given that, it would make it rather difficult to use a software program such as F.A.P. as it depends on the file coming in as a PDF. One could conceivably convert it, and have it end up in the faxes folder, but that would seem like an extra step.

Hmmm....I did not know the file has to come in as a pdf for FAP to work. Drat.

Bert,
Thanks for the detailed explanation. It make me feel better, in a sense if a document scaned in tiff format. It is not a big issue. It can be changed to PDF later.

Leslei,
I have one PC has Windows XP. It is kind of old. Hs 2 RAM & 160 GB. The good news it has already big brother 8460N installed on it, with paperpert 9.The bad news is I cann't get it to connect to the network. It was used at the front desk. I exchanged it to another PC windows 7, 1 RAM and 250 GB and it is networking fine as a client PC. The main PC that host AC is 1TB & 6 RAM.
The big brother 8460N is now set to send all scanned documents to the front desk,to a folder named recieved documents on the desk top(after Leslei footsteps).
I have another tablet PC which i have not used yet.
I guess i need an IT pesrson to fix my network, then I will take windows xp to the front desk again.
As far as paperport use, I have not seen a good post or thread that describe how to use it to organise the work. I will keep looking.

http://www.amazingcharts.com/ub/ubbthreads.php/topics/13086/My_Paperport_Document#Post13086

Mohamed (thanks for giving your name). Above is a link to how I use Paperport.
As far as the networking, I am no pro but I think if you ask the Brother to save everything to a file on your server (e.g.received faxes) and then share that folder, you can then go to each station and add that folder to your paperport documents.

Leslie,
Thanks for the link. Excellant post. I will try to follow how you do it. I have no problem tto send fax fron any PC or print from any PC. I need to adjust my setting for networking and receing fax to the pc. My Brother machine is connected to the modem router by an ethernet cable not directly to the pc, which is connected to the front desk PC. The the main PC is connected wirelessly. It is working fine so far. I am just missing the other PC with XP on it. I will fix it soon.
I will keep up updated on the on the paperport use when i start using the way you described.
Thanks very much.

If I knew how to paste an image or put in a print screen I would show you what my set up looks like. Maybe Bert or Al can show me how

Leslie,
To copy a screen hit screen print which will copy the screen to the clipboard. Then open up microsoft paint and paste (control V) which will create a document.

Mohamaed,
If your Brother is set up correctly, you should have a print option to print to brother fax (My system generated 2 fax print areas) and when you select that, you get a print box like any other. Once you click OK a new window with buttons and a pseudoLCD pops up, dial in your number and you are done.

Another way would be to use micorsoft fax, but I will not go into that unless you need it.

Wendell,
Thanks for your input. I realy have no problem sending fax from any pc. Even as you describe from within AC. At the end of each visit, I sign off the chart and sent a fax to PCP. I think they like that immediate response as soon as I see the patient.
However, I still have problem receiving any fax directly to my PC on paperport. It seems to disappear.I think the problem to set up the fax to be received to the right folder. I don't know if you can give a clue how to do that.I would realy appreciate it.
Thanks again.

Leslie,
It would be great if you can. That will help me a lot.
Thanks

Mohamed,

One thing would help for you to understand. If you use Brother and Paperport you are all set. But, you still will need to configure it properly to receive faxes to PC. Which, I believe is what Leslie is going to help you with.

Bad analogy, but here goes. Say you have never driven a car. You buy a car anyway. You KNOW it can go forward. But, you still have to learn.

So, say you buy a fax server (complex for now) or Muratec or Xerox or Dell (and you look in the specs and it says specifically capable of PC to Fax and Fax to PC, then you know it can do that. So, you buy it. Then, you have to set it up using some settings so that it receives faxes and sends them to a certain shared folder.

I think in a way, you are putting the cart before the horse. Somewhat like How do I email before you have Outlook, Eudora and the Internet.

Yes, if you have a modem, you can use WinFax or Snappy Fax, etc. Google Snappy Fax.

But, I think it would be more helpful if you gave more details of what you are trying to do, e.g.

I have five computers (some XP Home others not). I want to be able to print, copy, scan and fax. I want one machine to do this. Which ones would you recommend and why. And, oh, I would like to SCAN and fax to my PC. I have about $1200 to spend or I could lease.

Now, we are talking about Brother MFP (within budget) or Muratec (a bit out of budget). Both can do what you need. Both can scan to PC. Brother can fax to PC but mainly in TIFF, which can be converted to PDF if you wish very quickly with Paperport.

This really helps us help you. Just asking how do I fax to my computer is too broad.

Bert,
I am glad you asked this question. I will try to answer it as clear and simple as I can. When I started to use AC,I decided to go baby steps. Using the basic function mainly to generate my encouter notes and to printed, save it to patient chart or fax it to the PCP or hospital as H&P. Then I started to fax my note directly to the refering Drs. immediatly as I signed my note( using my brother machine) and I was pleased with that . I felt it is very efficient way for comunication, save time , paper and so forth.
Seeing Leslie talking highly about paperport, brought my attention for organinzing office documents, and forms. Considering I have already A brother MFC 8460 N I remembered that it has a build in paperport softwere.Which I never used before. I thought why not using Leslie way to improve office workflow and effeciency.
This is why I got interested to set up the Brother machine to send all fax and scan to PC and specificaly to paperport to organise the work. However, I am faced with the problem that I can not setup the machine to sent fax and scanned documents to paperport. This is the first problem i have know.I am trying to fix.
The other issue, again provoked by Leslie experience not only that paperport 9 is better than paperort 11 & 12 ,but also, paperport 9 works better with windows XP. Again that brought my attetion to a Pc I have in the office (originally used at the front desk) that is XP and already has Brother machine installed. This machine originally worked fine with AC at the front desk. One day We were not able to connect to the main PC ragarding AC. So , I exchaged that PC with another one , with Windows 7 at the front desk and no problem with it, except receiving faxes and documents to paperport. Therefore, I am trying to Re-establish AC connection on the XP machine(wich has paperport 9)to the main PC(as client) to reuse it at the front desk.
To summarize. I need to fix XP machine to connect to the main PC to use it at the front desk since it has the paperport 9 already installed on it with benefit of having AC on it connected to main PC.
I am not sure if that all make sense. Leslie made feel I have valuable machine I need to hang on it. Also, I am not sure that paperport 9 able to connect to windows 7, since I am having trouble with that. I went to brother.com support and printed some instructions to creat a new address for brother printer to send fax and scanned doc.to PC. I will try it tomorrow.
Bert, I really appreciate, your trying to help me. I think I need to use all resources I have before I try to buy anything new.
This is what I need to accomplish. Finnally it is becoming a challange to fix this problem like trying to fix your old car, You get more experience with networking as you said.

Mohamed,

I really feel for you with your troubles. Your post was a little hard to follow, because I couldn't tell whether it was all about faxing and Paperport, your connection problems and Paperport or your connection problems itself. Or, just a combination of all of them.

I could tell from reading your posts that in order to convey the situation, you talked a few times about Leslie's help. A couple of the verbs made it sound as if she got you into a few problems. I know that you didn't mean that. I suppose I don't need to say that, because Leslie will also know that, and she is a big girl and can take care of herself. Leslie is the queen of Paperport, but unfortunately (just from what I have read given I am the dunce of Paperport) she has been thrown a curve ball after the new version came out. Newer versions are supposed to be MORE compatible with newer OS and software, not less. I would complain to Nuance and Paperport (if that is the parent company) and state just that.

On the subject of your connectivity, I will also offer to remote into your network and see if I can help with the connectivity. It seems, it is a very simple thing.

I do want to go on record to state that it was and is very thoughtful for Indy to offer, and I will defer to both of you for that step. Plus, while I do feel rather confident in my networking prowess, Indy is far superior than I in this arena. That said, while most single guys are out having fun on Friday nights, I am sure I will be in the office tinkering around with my new Droid X. (Gotcha Indy -- I have to wait until Monday )

@Leslie I promise to subject myself to the new full body scanners at the airport to decrease the chance that I will continue to hijack your threads.

Bert,
I am sorry if my post was not clear to follow . My problem as you said is a combination of 2 issues. I am trying to use paperport as document management softwere. In that reguard I need to setup my brother 8460N correctly to send fax and scanned document to PC.
The second problem, I wanted to fix my XP machine (another PC) to be able to use AC. This machine is working fine except can not connect to the main PC.
When I mentiened Leslie, Only because I am Learning from other how they do things in order to improve workflow. I never ment that she got me in trouble. She is a great person and dedicated to help other new user.I just wanted to copy her, since I have bother MFC. I really want to appologize If I sounded like I am blaming her.
Bert, I really appreciate your help and the time you take to respond to every post. Just to let you know. I tried evrything you said yesterday including ping the other Pc. The connection is fine. I uninstalled AC for XP machine and reinstalled it again It gave me the same error. I noticed during installation the message SQL express server failed to install. I called angel support. The gentelman, remotely tried everything. I had to uninstall Norton. No luck. He finally said the problem in XP machine itself or the OS.That was the end. I spent 4 hours after office and that was the conclusion. I am still not convinced.
Yesterday morning, I was thinking that this thread started as PDF file and the other one about paperport really changed into Networking problem. I should have started another thread as connectivy or networking.
I appologize again and again, I really never ment to upset or blame any one for my problems.

Threads being changed happens all the time. Don't worry about that. And, you didn't blame anyone. I just wanted to make sure there was no misunderstanding.

It was just Bert sticking his two cents in where it didn't need to be.

You're doing great.

Bert,
I guess from my experiance. I agree with you, as well others that new user need some guide . It is hard to follow threads all over the place, and sometimes change to different subject. In think,it is easiervto expand the forums to include one for Network and Connection, Workflow and productivity, Forms, softwere, How to navigate AC and so forth. Then a new user can look into the subject where he needs help and follow the threads in that particular forum.
That is just one simple way for new user to follow and to get help.

I don't think that is necessarily a bad idea. And, when I compare it with other forums out there, I recall they may be similar.

But, in the end, I think this would just add a lot of threads with only one moderator capable of moving threads if they are in the wrong place.

Personally, AC needs user guides, but this probably isn't going to happen for awhile. This is just my opinion, but I think the board provides a wealth of information, but should not replace other forms of instruction. IMHO the board should not be an organized list of threads to replace what A) should be done by AC, but B)a comprehensive instructional manual. You have listed good subjects for forums but then what it to keep it from expanding to ePrescribing, recommended hardware, backup suggestions, etc. And, there is no guarantee that these threads won't diverge into other areas.

I think the user board is a great tool for learning and sharing ideas, but it is also a place to just communicate, compare notes and, frankly, bitch about things both in medicine and AC.

I should add that it has been great with all of the new users coming to the board and adding fresh ideas and asking questions not asked before. But, I can't speak for others, but I have also been aware of more users than ever wanting the user board to be a source of reference.

While it is rewarding and even fun to help users with networking issues (I love to do this) and other issues such as backups, etc., it is really up to the user to research and implement networks and hardware which is compatible with AC. While other applications and software usually list a set of minimum requirements for best performance, it is generally a list of software and individual computer components such as RAM and processor speed and not the type of computers and how to network.

I hope you and others don't get the wrong idea. What makes AC and its user board special is the interactions of those with experience with others who may not have conquered a certain area of know how, but it is still not to replace the overall AC setup.

And, not to beat a dead horse, but Amazing Charts' support should be responsible for the workings of AC but should not be responsible for the myriad of networking users have.

Bert, please remember how we get to this board. When we need help with something in AC, we go to the AC "HELP" menu. Listed there is online help, and one of the available options is this board. To our eyes, that makes it an extention of Amazing Charts, Inc. and an official authorized source of information. Most other boards I cruise are about a service or product and are fairly clearly put together by users independent of the company, and are often gripe sessions about problems with service or support. I'm still not clear about this board; is it created and supported by AC itself and monitored for ideas of product improvement, or is it a totally independent entity with no actual relationship to the company itself?

I don't think you can separate those out. I can tell you with 99% certainly it isn't monitored for ideas of product improvement. Obviously, it is affiliated with AC, but the link between the Help menu and the board is where it stops.

It is certainly not an official authorized source of information as I could suggest to someone to delete SQL Server and all of its databases, and that user couldn't go back to AC with that.

If you find a pot of gold, you don't worry what it's for or how it got there. You are just happy you found the pot of gold. Jon pays for and set up the user board but it is maintained by the users for the users. As such it is an incredible resource but that is all and was not intended to be an organized group of forums complete with a Table of Contents and Index.