🚨 Important: This feature is currently rolling out across sites so you will soon see it in your correspondence.
How do I scan a document to save in the patient record?
📝 Please note: Scanning documents is currently only possible on Windows devices. You can still upload scanned documents manually.
You can scan a paper document directly into a patient's correspondence record. This saves you from scanning outside Dentally and uploading the file manually.
Open the patient record and go to the 'Correspondence' tab.
Select 'New Correspondence' and click 'Scan document'.
If prompted, you will need to install the Acquisition Agent. If you've already done this, you won't see the reminder.
Select your scanner from the list.
Click 'Scan'. Your scanner will capture the document and send the image to Dentally.
To add more pages, select 'Scan more'. You can add up to 50 pages in a single session, with a maximum of 256MB per page and 2GB total per scan. If you reach the 50-page limit, a warning appears and you cannot scan more pages until you remove existing pages or finish and start a new scan.
Review the scanned pages:
To remove a page, click 'Delete page' on the page thumbnail.
To rotate a page, select the page thumbnail, then select 'Rotate counter-clockwise' or 'Rotate clockwise'.
To reorder pages, drag a page thumbnail using the reorder handle to move it to a new position.
Enter a description (this is required before saving).
If needed, you can change the document date. The date cannot be set to the future.
Click 'Save correspondence'.
📝 Please note: Rotating, reordering, and deleting pages is only possible while you're still in the scan screen. Once you select 'Save correspondence', the page order and orientation cannot be changed.
When the upload is complete, you will be taken back to the 'Correspondence' tab. The scanned document will appear here.
Scanned documents can be viewed and edited in the same way as uploaded documents.
To open the document, click 'View'.
You can change the description, document date or sent/received type by clicking 'Edit'.
📝 Please note: If you click 'Cancel' during the process, you will be asked to confirm and then the scan will be discarded. Any pages discarded will be lost.
How do I install the Acquisition Agent to set up my scanner for Dentally?
To scan documents, you will need to install the Acquisition Agent if you haven't already. The Acquisition Agent must be installed on the workstation that is connected to your scanner.
In the 'Correspondence' tab, select 'Scan document' from the 'New Correspondence' menu.
Click 'Download Acquisition Agent' to download the Windows installer (.exe).
Run it and follow the prompts.
Check your scanner is switched on and connected.
Select 'Retry' to reconnect Dentally to your scanner.
Once installed, open the application on your device, and then continue to follow the steps to scan your document.
📝 Please note: The scanning feature requires the same Acquisition Agent as Dentally Vision uses. However you do not need to be a Dentally Vision user to access the scanning feature. They are independent and just require the same Acquisition Agent.
How do I download a scanned document?
You can download a scanned document from the patient's Correspondence tab in the same way as other correspondence:
Open the patient record and go to the 'Correspondence' tab.
Open the scanned document you want to download.
Select 'Download' to download the page you're currently viewing.
If the scan contains more than one page, select 'Download all pages as one PDF' to download every page in a single PDF file.
How to email a scanned document
Open the patient record and go to the 'Correspondence' tab.
Open the scanned document you want to email by selecting 'View'.
Select 'Attach to a new email'.
In the Attach from correspondence window, select the pages you want to include:
To attach every page, select the checkbox next to the document.
To attach specific pages, expand the document and select the page thumbnails you want.
Select 'Attach' (the button shows how many documents you have selected).
A draft email opens with the selected pages attached. Enter the recipient, subject, and message as needed.
Select Send when you are ready to send the email.
For multi-page scans, you can attach every page or choose individual pages before sending.
FAQs
Do I need to install anything before I can scan documents?
Yes. The Acquisition Agent must be installed on the workstation connected to your scanner. If it's not already installed, Dentally will guide you through the setup process.
Can I scan documents on any device?
No. Scan document is currently available on Windows devices only.
Do I need Dentally Vision to scan documents?
No. You only need the Acquisition Agent installed to connect your scanner and use document scanning.
Can I still upload documents instead of scanning?
Yes. Upload document remains available from the New Correspondence menu and can be used even if a scanner is not connected.
Are automatic document feeders (ADF) or double-sided scans supported?
No. Only single-image transfers are supported. Use the scanner flatbed to scan one page at a time.
Is there a limit to how many pages I can scan?
Yes. You can scan up to 50 pages in a single scan session. If you reach the limit, you'll need to remove pages or start a new scan before continuing.
Why can't I save my scanned document?
A description is required before a scan can be saved. The document date must also be a valid date and cannot be set in the future.
What happens if I scan the wrong page?
Before saving, select Delete page on the page thumbnail to remove it. After saving, you'll need to remove the document from correspondence or create and save a corrected scan.
Can I rotate or reorder pages?
Yes, but only before the scan is saved. Once saved, page order and rotation can no longer be changed.
What happens if I cancel a scan before saving?
If pages have already been scanned, you'll be asked to confirm before discarding them. Any unsaved pages will be permanently lost if you choose to discard the scan.
Can I download a multi-page scan as a single PDF?
Yes. Open the saved document and select Download all pages as one PDF. This option is only available for scans containing more than one page.
Can I email a scanned document?
Yes. Open the saved scanned document and select Attach to a new email. For multi-page documents, you can choose to attach all pages or only selected pages.
Can I edit scanned documents after saving?
Yes. Saved scanned documents can be viewed and managed in the same way as uploaded documents.