Abstract:
A method and system for automatically indexing electronic image files generated by a scanner ( 38 ) and scanner control application ( 24 ) with records in a computerized record keeping system application ( 22 ) having an association module ( 23 ). The method includes designating a presently selected record ( 62 ) by selecting a specific record within computerized record keeping system application ( 22 ), generating an electronic image file ( 60 ) of a document by scanning the document using scanner ( 38 ) controlled by scanner control application ( 24 ), and automatically associating electronic image file ( 60 ) with presently selected record ( 62 ) using an automated routine stored in association module ( 23 ). A system for automatically sharing data between scanner control application ( 24 ) used for controlling scanner ( 38 ) during the generation of electronic image files ( 60 ) and computerized record keeping system application ( 22 ) used for creating and maintaining records.

Description:
FIELD OF THE INVENTION  
         [0001]    The present invention relates generally to a method and system for associating electronic image files with data records. More particularly, the present invention is directed to a method and system for automatically associating electronic image files generated by a scanner with a selected record from a computerized record keeping system.  
         BACKGROUND OF THE INVENTION  
         [0002]    Rising healthcare costs have forced healthcare professionals to introduce measures that cut costs and maximize the overall efficiency related to the overhead of providing healthcare services. An example of such measures involves reducing staff employees. Another involves increasing the number of patients that are treated. Obviously, these two measures seem somewhat contradictory. The result is that the remaining staff is required to handle an increased workload. In order to compensate for the increased workload, staff personnel must find ways to perform their work tasks at an even higher level of efficiency.  
           [0003]    Healthcare professionals generate an inordinate amount of paper records. Storage of patient records requires a large amount of physical space within an office or warehouse. Such storage space is expensive and drives up overall healthcare costs. As a result, the use of scanners to produce electronic images of various documents has become a routine practice in the healthcare industry and many other areas of business. In the healthcare industry in particular, electronic patient records are often augmented with electronic images of patient insurance cards, patient identification cards, credit cards, patient x-rays, etc. thereby further reducing the amount of physical storage that is required.  
           [0004]    A scanner control application is typically used to control the operation of a scanning device. When a document is scanned, a user typically enters identifying information regarding the document into the scanner control application. Returning to the healthcare example, when a clerk is registering a patient at the front desk of a hospital or private practice and wishes to scan the patient&#39;s insurance card (or some other document related to the patient), the clerk must, at some point, enter the patient&#39;s information (name, address, etc.) and document information (document type—“ID Card”) into the scanner control application. In addition, the clerk must also enter the same information into a computerized record keeping system application such as a healthcare patient record database application prior to initiating any scanning activities. Considering the increasing demands on healthcare staff personnel to maximize their efficiency (mentioned above), this practice is wasteful and inefficient.  
           [0005]    Currently, there are no known methods or systems that have a reliable way to allow a computerized record keeping system to automatically communicate with a scanner control application. As a result, when a user captures images via scanning, the important indexing information about the images generated must be manually entered by a clerk thereby requiring the clerk to enter the same information in two different applications.  
         SUMMARY OF THE INVENTION  
         [0006]    The present invention includes a method of automatically indexing electronic image files generated by a scanner and scanner control application with records in a computerized record keeping system application. The method includes the steps of selecting a specific record within the computerized record keeping system application, generating an electronic image file of a document by scanning the document using the scanner controlled by the scanner control application, and automatically associating the electronic image file with the selected record using an automated routine that requires no action by a user.  
           [0007]    Another aspect of the present invention is a system for automatically sharing data between a scanner control application used for controlling a scanner during the generation of electronic image files and a computerized record keeping system application used for creating and maintaining records. The system includes a module adapted to designate a selected record by selecting a specific record within the computerized record keeping system application, a module adapted to generate an electronic image file of a document by scanning the document using the scanner controlled by the scanner control application, and an association module adapted to automatically associate the electronic image file with the selected record using an automated routine that requires no action by a user.  
           [0008]    Yet another aspect of the present invention is a method of automatically indexing electronic image files generated by a scanner and scanner control application with records in a plurality of computerized record keeping system applications stored on a plurality of computing devices. The method includes the steps of designating a selected record by selecting a specific record within a specific computerized record keeping system application from the plurality of computerized record keeping system applications, generating an electronic image file of a document by scanning the document using the scanner controlled by the scanner control application, and automatically associating the electronic image file with the selected record using an automated routine that requires no action by a user.  
           [0009]    Other features, utilities and advantages of various embodiments of the invention will be apparent from the following more particular description of embodiments of the invention as illustrated in the accompanying drawings. 
       
    
    
     BRIEF DESCRIPTION OF THE DRAWINGS  
       [0010]    For the purpose of illustrating the invention, the drawings show one or more forms of the invention. However, it should be understood that the present invention is not limited to the precise arrangements and instrumentalities shown in the drawings, wherein:  
         [0011]    [0011]FIG. 1 is a diagram of a conventional personal computer including one embodiment of the present invention;  
         [0012]    [0012]FIG. 2 is a diagram of the relationship between a computerized record keeping system application and a scanner control application according to one embodiment of the present invention;  
         [0013]    [0013]FIG. 3 is a diagram of the steps of a method according to one embodiment of the present invention;  
         [0014]    [0014]FIG. 4 is a diagram of the relationship between a selected record and an electronic image file as part of a method of associating according to one embodiment of the present invention;  
         [0015]    [0015]FIG. 5 is a flowchart of steps for a method of associating a selected record to an electronic image file according to one embodiment of the present invention;  
         [0016]    [0016]FIG. 6 is a diagram of the relationship between a selected record and an electronic image file as part of a method of associating according to one embodiment of the present invention;  
         [0017]    [0017]FIG. 7 is a flowchart of steps for a method of associating a selected record to an electronic image file according to one embodiment of the present invention; and  
         [0018]    [0018]FIG. 8 is a diagram of a network including a single scanner and three personal computers that include one embodiment of the present invention. 
     
    
     DETAILED DESCRIPTION OF THE INVENTION  
       [0019]    In the present invention method and system for context scanning, information is shared between a scanning device and scanning device control application and a computerized record keeping system application during operation of the scanning device. As a result, an electronic image created by scanning a document is automatically associated with the record that was presently selected while the document was scanned. By way of example, the present invention is described as part of a healthcare information system where the computerized record keeping system is analogous to a patient record database system. However, the present invention may also be used in other industries and professions where automated indexing of scanned images with electronic records in desired.  
         [0020]    Turning to the drawings, wherein like reference numerals refer to like elements, the invention is illustrated as being implemented in an appropriate computing environment. Although not required, the invention will be described generally in terms of computer-executable instructions, such as program modules, being executed by a personal computer. Typically, program modules include routines, programs, objects, components, data structures, etc. that perform specific tasks. However, those skilled in the art will appreciate that the invention may be practiced with other computer system configurations, including hand-held devices, multi-processor systems, microprocessor based or programmable consumer electronics, network PCs, minicomputers, mainframe computers, and the like. The invention may also be practiced in distributed computing environments where tasks are performed by remote processing devices that are linked through a communications network. In a distributed computing environment, program modules may be located in both local and remote memory storage devices.  
         [0021]    With reference to FIG. 1, one system for implementing the invention includes a general purpose computing device in the form of a conventional personal computer  10  including a processing unit  12  and a system bus  14  that couples various system components to processing unit  12 . Personal computer  10  further includes a hard disk drive  16  for reading from and writing to a hard disk (not shown).  
         [0022]    Hard disk drive  16  is connected to system bus  14  by a hard disk drive interface  18 . Hard disk drive  16  provides nonvolatile storage of computer readable instructions, data structures, program modules, and other data for personal computer  10 . A number of program modules  20  may be stored on hard disk  16  including computerized record keeping system application  22  having an association module  23 , scanner control application  24 , and program data  26 . As described further below, computerized record keeping system application  22  and scanner control application  24  are utilized as part of the method and system of the present invention.  
         [0023]    A user may enter commands and information into personal computer  10  through input devices such as a keyboard  28  and a pointing device  30 . Input devices are often connected to the processing unit  12  through a serial port interface  32  that is coupled to system bus  14 , but may be connected by other interfaces. A monitor  34  or other type of display device is also connected to system bus  14  via an interface, such as a video adapter  36 .  
         [0024]    In addition to being connected to a local scanner device  38  via a local, direct connection  40  through serial port interface  32 , personal computer  10  may operate in a networked environment using logical connections to one or more remote devices, such as a remote scanning device  42 . The logical connections depicted in FIG. 1 include a local area network (LAN)  44  and a wide area network (WAN)  46 .  
         [0025]    When used in a LAN networking environment, personal computer  10  is connected to local network  44  through a network interface or adapter  48 . When used in a WAN networking environment, person computer  10  typically includes a modem  50  or other means for establishing communications over WAN  46 . Modem  50 , which may be internal or external, is connected to system bus  14  via serial port interface  32 . In a networked environment, program modules  20  depicted relative to personal computer  10 , or portions thereof, may be stored in the remote memory storage device. For example, scanner control application module  24  may be stored in remote scanner device  42 .  
         [0026]    [0026]FIG. 2 provides an overview of the relationship between computerized record keeping system application  22  and scanner control application  24 . As mentioned above, in the method and system of the present invention, computerized record keeping system application  22  and scanner control application  24  are in communication with one another to allow a non-associated electronic image file  60  generated by scanning device  38  to be associated with a selected record  62  within the computerized record keeping system application. As described more fully below, association module  23  may include at least two ways of creating an association between electronic image file  60  and selected record  62 . First, association module  23  may capture information regarding the filename and location of electronic image file  60  and provide such information to computerized record keeping system application  22 . Second, association module  23  may capture information that precisely identifies selected record  62  and provide such information to scanner control application  24 . In the embodiment illustrated in FIG. 2, association module  23  is incorporated in computerized record keeping system  22 . However, in other embodiments of the present invention, association module  23  may be incorporated in scanner control application  24  or be incorporated in a stand-alone application (not shown). A bi-directional arrow  66  notes the transfer of information between computerized record keeping system application  22  (and association module  23 ) and scanner control application  24 .  
         [0027]    Regardless of the specific manner in which an association between selected record  62  and electronic image file  60  is created, in one embodiment of the present invention, a common routine is completed to achieve such an association. As illustrated in FIG. 3, first, at step  70 , a user selects a record to view and or edit within computerized record keeping system application  22 . In the case of a computerized record keeping system application used to store patient records, a user may select a specific record by entering unique information related to a specific patient. Alternatively, a user may select a recently selected record from a menu of such records. Next, at step  72 , a user selects an image type to be scanned (described further with respect to FIG. 4). Finally, at step  74 , a document is scanned at scanner device  38  thereby creating electronic image file  60 .  
         [0028]    With reference to FIGS. 1 and 4, computerized record keeping system application  22  includes a user interface such as a graphical user interface  80  for viewing at least a portion of selected record  62 . A user views graphical user interface  80  and selected record  62  using monitor  34 . Using keyboard  28  and or pointing device  30 , a user selects an image from an image column  82 , such as “IMAGE 1” identified by arrow  84  (FIG. 4). Also in this embodiment, a second column  86  indicates the associated electronic image file path and file name  88  for the image selected. In addition, it is contemplated that each file path/name field  88  will be a hypertext link to underlying electronic image file  60 .  
         [0029]    In FIG. 4, under image column  82 , each image entry is identified by an image number, e.g., “IMAGE#”. In column  86 , each file path is identified as “NONE”, which is a default value entered prior to scanning any documents. In at least one embodiment, a user will be able to select an image type from a drop-down menu when they highlight an image under image column  82 . In the healthcare context, examples of image types include insurance card, license, social security card, x-rays, etc. In addition, after a document is scanned, association module  23  captures electronic image file  60  generated by scanner control application  24 , a unique file name  90 , and stores electronic image file  60  in a predetermined file folder located on hard disk drive  16  or elsewhere. In some embodiments, electronic image file  60  may be stored directly in a database portion of computerized record keeping system  22  according to instructions in association module  23 . Association module  23  then provides the precise file name and file path with computerized record keeping system application  22  thereby populating the file path field  88  in column  86  for the corresponding image in image column  82  (as also indicated by the end of arrow  66  pointing toward computerized record keeping system application  22  in FIG. 2).  
         [0030]    [0030]FIG. 5 illustrates a flowchart including the steps of a method according to the present invention. First, at step  100 , it is determined whether or not a scanning operation has been initiated at scanner  38 . If not, the method waits in stand-by until a scanning operation is initiated. After a scanning operation has been initiated, at step  102 , scanner  38  generates electronic image file  60 . Then, at step  104 , the electronic image file  60  is sent to scanner control application  24 . Scanner control application  24  sends electronic image file  64  to association module  23 . Association module  23  provides electronic image file  60  with a unique filename and stores the file at a default location at step  106 . Next, at step  108 , association module  23  provides the filename and location of electronic image file  64  to computerized record keeping system application  22  and file path/name field  88 . The method then ends until the next scanning operation is initiated.  
         [0031]    [0031]FIGS. 6 and 7 illustrate one alternative embodiment of the present invention. FIG. 6 is a schematic diagram of the alternative embodiment. In FIG. 6, selected record  62  within computerized record keeping system application  22  includes a unique record identifier  120  such as a numeric code. In the example of a patient record, unique record identifier  120  may be a patient&#39;s social security number or license number. Unique record identifier  120  is captured by association module  23  and provided to scanner control application  24  (as indicated by arrow  122  pointing toward scanner control application  24  in FIG. 2). In one embodiment, unique record identifier  120  is included in a banner for selected record  62  as part of graphical user interface  80  (see FIG. 4). Association module  23  includes an automated routine that copies a portion of the banner that makes up unique record, identifier  120  and saves it to the clipboard thereby “capturing” the unique record identifier. The routine is automated in that it does not require any additional action by a user. As one skilled in the art will appreciate, in other embodiments, other routines that capture data other than banner data may be utilized in the present invention.  
         [0032]    Scanner control application  24  creates an associated electronic image file  60  by processing unique record identifier  120  with the electronic image file. In one embodiment, association module  23  provides captured unique record identifier  120  by modifying the appropriate custom fields in a standard batch file used by scanner control application  24  to identify electronic images produced during scanning operations. Specifically, certain custom fields in the standard batch file are populated with data from the clipboard that included the contents of unique record identifier  120 . In other embodiments, scanner control application  24  may use identifier  120  to route electronic image file  60  to a specified storage location thereby creating the association. Alternatively, scanner control application  24  may name electronic image file  60  based on the contents of electronic image identifier  120 . As one skilled in the art can appreciate, many other possible ways of creating an association between selected record  62  and electronic image file  60  based on unique record identifier  120  are possible and are contemplated within the scope of the present invention. In still another embodiment, a combination of the embodiment discussed above with respect to FIGS. 4 and 5 and the embodiment discussed above with respect to FIGS. 6 and 7 may be utilized. That is, association module  23  may share information between computerized record keeping system  22  and scanner control application  24 , i.e., from system  22  to application  24  (as indicated by arrow  122 ) and vice versa (as indicated by arrow  124 ).  
         [0033]    [0033]FIG. 7 is a flowchart illustrating the steps of a method according to the embodiment illustrated in FIG. 6. First, at step  130 , it is determined whether an association between selected record  62  and electronic image file  60  shall be automatically created or manually created. Next, if the association is to be automatically created, at step  132 A, unique record identifier  120  from selected record  62  is retrieved and transmitted to scanner control application  24 . At the same time, at step  132 B, a document is scanned at scanner  38 . Then, at step  134 , scanner control application  24  receives electronic image file  60  from scanner  38 . Next, at step  136 , scanner control application  24  creates an association between selected record  62  from computerized record keeping system application  22  and electronic image file  60  from scanner  38  using unique record identifier  120 . Finally, at step  138 , associated electronic image file  60  is stored in data storage  26  of hard disk drive  16  or another location accessible to personal computer  10 . Again, electronic image file  60  may be stored directly in a database portion of computerized record keeping system  22  if instructed by association module  23 . The steps that are performed by association module  23  are included on dashed box  23 .  
         [0034]    Alternatively, if it is determined at step  130  that an association is to be manually created, the method proceeds to step  132 C. At step  132 C, unique record identifier  120  is retrieved from computerized record keeping system application  22  for the record designated as selected record  62  from a list of previously selected records. In this way, a user can manually select which record to associate with electronic image file  60 . The remaining steps are as described above—steps  132 B,  134 ,  136 , and  138 .  
         [0035]    As illustrated in FIG. 8, in another embodiment of the present invention, multiple personal computers  140 ,  142 ,  144  share a single scanner device  146  through a network utilizing network server  148 . In FIG. 8, scanner control application  24  resides on network server  148 . Each of personal computers  140 ,  142 ,  144  includes a computerized record keeping system  150 ,  151 ,  152 , respectively, and each computerized record keeping system includes an association module  153 ,  154 ,  155 , also respectively. In addition, at any given time, each of computerized record keeping system application  150 ,  152 ,  154  may have a selected record  156 ,  158 ,  160 , respectively. In order to associate electronic image file  60  with the proper selected record from the correct personal computer, each of personal computers  140 ,  142 ,  144  includes a computer identifier  162 ,  164 ,  166 , respectively, (i.e., “100”, “200”, and “300”). Regardless of the manner of association utilized, when a scanning operation is initiated, the respective association module shares the computer identifier with network server  148  and scanner control application  24  to ensure that electronic image file  60  can be associated with the correct selected record on the correct computer.  
         [0036]    As one skilled in the art will recognize, there are myriad ways to ensure electronic image file  60  is associated with the correct selected record  62  on the correct computer providing each computer can be individually identified. For example, scanning operations could be initiated directly from computerized record keeping system application  22  directly thereby creating an identifiable roadmap as to which computer initiated the scanning operation. Alternatively, there could be a lock-out feature that essentially allows one to lock out scanner control application  24  when they are getting ready to initiate a scanning operation. This too would provide positive identification as to which computer initiated the scanning operation. More typically, scanning operations will be initiated through scanner control application  24 . Accordingly, because the computer identifier will be shared with scanner control application  24 , one will be able to determine which personal computer initiates the scanning operation. As a result, electronic image file  60  will be automatically associated with the correct selected record  62  on the correct personal computer.  
         [0037]    The present invention allows information related to a currently displayed patient in a registration system (computerized record keeping system) to be automatically shared with or provided to a scanner control application and associated with a scanned image such as an insurance card. Using the present invention, a user does not have to enter the same data twice, i.e., into the registration system and the scanner control application. As a result, this allows the user to perform minimal keystrokes to properly capture and index document images. This also greatly reduces the error rate of improperly indexed documents via incorrect data input. The present invention may also be used to the capturing of a driver&#39;s license, an external paper referral, on any other document the user wishes to scan into the system in association with a patient for on-line storage.  
         [0038]    The present invention allows all applications running in a computerized record keeping system framework to share patient related information with scanner control application  24 . Additionally, the scanner control application is enhanced to easily capture information about the document and patient, process the data and send it to computerized record keeping system  22  where it automatically becomes a document in the imaging system. By using the present invention, the electronic image file is indexed and linked to the appropriate patient and is of the correct document type. Other processes or products do not offer the direct sharing of information between the computerized record keeping system and the scanner control application. Instead, scripting and screen scraping is utilized to mimic true integration.  
         [0039]    The communication and sharing of information between a computerized record keeping system and a scanner control application allows an end-user to navigate anywhere within the computerized record keeping system and change patients at will and the scanner control application will always know the patient context. This is done without additional programming customization or maintenance at individual client sites.  
         [0040]    One embodiment of the present invention has been disclosed and discussed herein, although it should be understood that the present invention is not limited to this (or any other) particular embodiment. On the contrary, the present invention is intended to cover all alternatives, modifications and equivalents that may be included within the spirit and scope of the appended claims.