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Attachments - Importing Attachments

The following methods can be used to attach a file to a patient's account:

The methods available to import files differ between the Attachments and Images abilities. The Attachments ability is a purchased MacPractice ability that allows for each of the above methods, while the Images ability will allow for drag and drop, browse, and existing record importing. Files cannot be automatically imported with the Images ability.
 
The Attachments and Images Abilities can contain nonproprietary files including, but not limited to: .gif, .tiff, .bmp, .jpg, .png, .pdf, and .wav files to patient accounts. If you have the Attachments Ability, you can set up an auto-import folder, and you can also import .mov and .mp4 files. 
 
New in later builds of Build 10, you can also upload Anatomage files with the extensions .amg, .apj, and .inv to Attachments. For these to import automatically with an import folder, you'll need to have the purchased option for Anatomage. For any questions regarding this, contact our Sales Department.
 
Each of the above methods will have similar steps with a patient selected vs. no patient being selected. Whether a patient is selected or not will affect the resulting location of the file as well as whether a patient is associated with that file during its import.
 
Note: If you ever import an attachment without associating it with a patient, you can always find these by navigating to the Attachments node.
 
For information on using account prefix import to import multiple files to the Attachments ability using prefixed file names, please see Account Prefix Import.

Importing Attachments - Drag and Drop
To Drag and Drop an image to the Attachments ability, select the file and drag it to the Click Browse or drag an image here area of the MacPractice window.


With a patient selected, the file will be associated to the selected patient and will be located under the Patient Attachments node.

With no patient selected, the file will not be associated to a selected patient. You can tie an attachment to a patient by saving the file and clicking the "Associate to Patient" button. MacPractice will present the "Please select a patient" prompt, from which a patient name can be selected. Search for the patient name or click the Show All button to display all patient names. Select the correct patient and click the OK button to assign the file. The file will be associated to the patient and moved to the Patient Attachments node.

Importing Attachments - Browse
Attachments can be imported by selecting the Browse button. Select the file to import in the resulting window.


In One mode, click the Browse button and select the file from the resulting window. When the file is saved, it will be associated to the selected patient and located within the Patient Attachments node.
 
In Many mode, click the Browse button and select the file from the resulting window. When the file is saved, MacPractice will present the Please select a patient prompt, from which a patient name can be selected. Search for the patient name or click the Show All button to display all patient names. Select the correct patient and click the OK button to assign the file. The file will be associated to the patient and moved to the Patient Attachments node.


Importing Attachments - Automatically
The Automatically Import feature automatically imports files from an import folder. Any file saved to that folder will automatically be imported to MacPractice. This method of import is only available within the Attachments ability.
 
To automatically import files, first create or locate an import folder. The import folder is generally a local folder which might be used to bridge MacPractice and a scanner or camera, for instance. Alternatively, a folder can be created on the desktop by pressing Control-click. Select New Folder from the options menu and rename the folder.
 
Once the import folder is located or created, set the Attachments import folder path in the MacPractice Preferences. In Preferences, select the Attachments option and note the Importing Options area within the pane. Click the Choose button, select the desired import folder, and click the Open button to add the path to Preferences.

Next, toggle the Enable import folder checkbox by checking and unchecking the box to enable the import folder. Any file saved to this folder will be automatically saved to Attachments and the deleted from the import folder once this box is checked.


The Delay Between Pollings menu determines how frequently MacPractice checks the Import Folder for new or changed files. If polling is set to 5 seconds, the folder is checked for new or changed imports every 5 seconds. When a new file is detected, the file size will be checked every 5 seconds. If the file size has not increased in 5 seconds, the file will be imported. If the file size has increased, MacPractice will check in another 5 seconds.
 
This feature is useful when scanning in multipage PDFs, as it prevents MacPractice from importing the file before all pages have been scanned. This feature works by file name. If the scanner does not assign unique names to each file, keep the import folder open in Finder to make sure MacPractice has cleared the previous file before starting the next scan.


In One mode, when the file is placed in the import folder, it will be automatically added to the selected patient's account. There will be no confirmation windows for this action. Automatic Import should only be done in One mode if all files to be imported belong to the unique patient.
 
In Many mode, there will not be a prompt to select a patient when the files are placed in the import folder. MacPractice will automatically import the files and place them under the Attachment node in the sidebar as a placeholder until the files are assigned to a patient using the Associate to Patient button. This is also a useful place to store documents that may not be associated to a specific patient, such as an EOB with multiple patient's information.
 
For more information on the Attachments Preferences, please see the Attachments section of the MacPractice Preferences Guide. For more information on a specific device which may also use the import folder, please see the Specific Device section of documentation.

Importing Attachments - Existing Record
While using the Attachment ability, an Existing Record error message will appear if a file is imported within another file record rather than a new record.

The Existing Record error message has the following options:
  • Create New Record: Create a new file record for the selected patient with the new file, keeping the current attachment intact.
  • Cancel: Cancels the process and removes the new file.
  • Replace Exiting Record: Replaces the existing attachment with the new file. The original file will be removed and cannot be recovered.
It is recommended that Create New Record is selected on the Existing Record error each time to prevent data loss. If overwriting the original file is intentional, the Replace Existing Record option may be used.
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