Setup Swipe Cards

Abstract

Capable 21C has the ability to check in patients/clients using a magnetic or barcoded swipe card.  Using a swipe card this way replaces the need for an operator to single click on the patient/client's appointment to check them in.  This knowledgebase article explains how to configure Capable 21C to support a swipe card reader.

Underlying challenge

Review to the Workflow section of the Advanced Training website before proceeding.

A swipe card reader can be connected either to the main reception workstation, or to a dedicated check-in workstation (typically also located in reception).  It can also be connected to a workstation in a treatment area - and used to open Visit Notes.  Refer to the resolution section below for details on configuring swipe card readers for these three different purposes.

Resolution

About swipe card readers

Whilst there are a variety of makes and models of swipe card readers, there are fundamentally two types of swipe card readers: Keyboard interface style and non-keyboard interface style.  The non-keyboard interface style typically come with software that allows them to emulate the keyboard interface style readers.

Capable 21C can only function with the keyboard interface style readers, so if the other kind is purchased, it must have the appropriate software to emulate keyboard interface styles.

Whilst Capable Software does not endorse any particular manufacturer or model of swipe card reader, some customers have reported good results from the following vendor:

www.barcoder.net.au

The following make/model is already in use at several sites:

Symbol JLS2208UB barcode reader

Capable Software does not manufacture or sell swipe cards.  Whilst no particular vendor is endorsed by Capable Software, some customers have reported good results from the following vendor(s):

Plastic Cards
Barcoder

This vendor can supply low or high volume barcoded or magnetically coded swipe cards.  These can be produced with the office's branding messages, or in a generic format.

Testing swipe card readers

Once a reader is installed, its keyboard interface functionality can be tested independently of Capable 21C.  To do this, start Microsoft Wordpad on the workstation which has the swipe card reader attached, and then swipe a card.  If the card number appears on the Wordpad screen, the reader is functioning correctly.  Some readers will also include spurious characters to denote the start and end of the card number (eg %12345678$).

Capable Software Technical Support does not provide assistance on installing and configuring swipe card readers if the above test is not successful.

Once the reader is functioning correctly, Capable 21C can be configured to exploit its functionality.

Swipe Card Reader on a dedicated Check-in PC

To configure Capable 21C to use a swipe card reader on a dedicated check-in PC, the following steps must be performed:

On the dedicated Check-In PC:

  1. Go to Setup|Settings.
  2. Go to the Workflow tab
  3. Tick the box to Disable To Do List updates from the PC.
  4. Untick the box labeled 'This is the PC that invoices patients checked in by fingerprint scan'
  5. Click Apply and then close
  6. Go to the Mode menu and choose Fingerprint Check In mode.
  7. Note that a swipe card will not work until a patient/client has been linked to it, and also only if the patient/client has an appointment on today's date.

On the reception PC:

  1. Go to Setup|Settings.
  2. Go to the Workflow tab
  3. Untick the box to Disable To Do List updates from the PC.
  4. Tick the box labels 'This is the PC that invoices patients checked in by fingerprint scan'
  5. Ensure that the setting for 'This PC is located in' is set to Reception
  6. Click Apply and then close.
  7. Go to the Mode menu and choose Appointment Book+Treatment Area mode.

See the detailed instructions area below for more detail on tuning the behaviour of a dedicated Check-In PC.

Swipe card reader attached to the main reception PC

To configure a swipe card reader plugged into the main reception PC (when there is no dedicated Check-In PC):

  1. Go to Setup|Settings.
  2. Go to the Workflow tab
  3. Untick the box to Disable To Do List updates from the PC.
  4. Tick the box labels 'This is the PC that invoices patients checked in by fingerprint scan'
  5. Ensure that the setting for 'This PC is located in' is set to Reception
  6. Click Apply and then close.
  7. Go to the Mode menu and choose Appointment Book+Treatment Area mode.

Swipe card reader attached to a treatment area PC

To configure a swipe card reader plugged into a treatment area PC (to be used to open Visit Notes):

  1. Select Treatment Area mode from the mode menu.

To register a swipe card to a patient/client file

Before swipe cards can be used, they must be registered to a patient/client file.  There are two ways that this can be done: Either by making the patient's case number the same as the swipe card number; or by making the patient's internal file number the same as the swipe card number.

To enable Internal File Numbers:

  1. On any PC in the network, go to Setup|Settings.
  2. Go to the General tab.
  3. Tick the box entitled 'Enable Internal File Numbers'
  4. Click Apply and then Close

To register a card to a patient/client file:

  1. Go to Patient Details for the nominated patient.
  2. If the card number is known, it can be keyed into either the Case Number field or the Internal File Number field (beside the case number field if this feature has been enabled).
  3. If the card reader is physically attached to the PC being used, the operator can alternatively click into the desired field, ensure that any visible text is removed, and then swipe the card.
  4. Click Save and Exit.

Testing the swipe card reader

To test the swipe card reader, follow these steps:

  1. Complete the configuration steps shown above.
  2. Register a card to a patient/client using the steps shown above.
  3. Make an appointment on today's date for the nominated patient/client.
  4. Swipe the card.
  5. Note that the invoice should start automatically on the reception PC, and the patient/client should be checked into the Reception area.  See below for more information on tuning the behaviour of Capable 21C when a dedicated Check-In PC is used.

Detailed Information

If a dedicated Check-In PC is being used, the messages that it displays will (by default) be configured for Fingerprint readers.  This terminology can be altered to suite swipe card readers by following these steps:

  1. On any PC in the network, Go to Setup|Settings.
  2. Go to the Other tab.
  3. Click on the Fingerprint System component.
  4. Click on the InviteScan setting.
  5. Change the wording as required.
  6. Click on the ScanNotRecognised setting.
  7. Change the wording as required.
  8. Click Close (no need to apply).

Note that when a dedicated Check-In PC is used, patients/clients who check in via a swipe card will first be checked in to the Fingerprint area within the office.  This may be visible on any of the PCs' Patients Checked In windows.  Within a few seconds, the patient/client should be relocated to Reception.  This too will be visible on the Patients Checked In windows.  The invoice starts at the same time that the patient/client is relocated.  If any PC in the network is in Auditory Workflow or Workflow Manager mode, the patient/client may then be moved on to a treatment area.

Each PC in the network updates its Patients Checked-In window every few seconds.  The amount of time between refreshes is adjustable, however, there are significant implications to adjusting the refresh rate.  If the refresh rate is too short (eg less than 4 seconds), the network performance is severely impaired.  If the refresh rate is too long (eg more than 20 seconds), it may take a long time after a patient/client has swiped their card before anything happens.  A refresh rate around 10 seconds is advised.  To adjust the refresh rate:

  1. Go to Setup|Settings.
  2. Go to the Other tab.
  3. Click on the Workflow System component.
  4. Click on the Waiting Room Refresh setting.
  5. Adjust the setting to the desired number of milliseconds (eg 10000 = 10 seconds).
  6. Click close (no need to apply).
 This knowledge resource is designed for use on a Windows (tm) XP system operating at a screen resolution of 1024x768 or better. Windows Media Player must be installed for this training resource to operate correctly.

Copyright 2008 Capable Software Pty Ltd

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