Users Guide. Meditory CORPORATION. Version 2015C v1.0 7/20/2015

Transcription

1 Patent No.: US 8,823,770 B2 & other patents pending Users Guide Version 2015C v1.0 7/20/2015 Meditory CORPORATION 7600 Grand River Road, Suite 230 Brighton, MI T (810) F (810) Toll Free: Rxlabelreader.com support@meditorycorp.com 1

2 TABLE OF CONTENTS The RxLabelReader System Requirements and Battery Life Page 3 Introduction Page 4 Installation and Setup Instructions Page 5-6 Meditory Special Applications Page 6 How to Use the RxLabelReader: The Graphical User Interface (GUI) Caregiver and Settings Setup Page 7 Creating and Opening Patient Profiles Page 8 Functionality and Setup Page 9 Selecting Scan Type Page 10 Standard Scan Page 11 Scan Front/Back Page 12 Scan by Hand Page 13 External Camera Page Cropping and Accepting Scans Page 16 Zoom and Rotate Features Page 17 Navigation Page 18 Review Images Page 19 Analyze/OCR Page 20 Add Notes Page 21 Upload Page 22 Retrieving Backup Images for Data Verification Page 23 Data Fields and MODE definition Page RxL Use with Accessories Page 26 2

3 System Requirements: Minimum PC specifications: Windows 7 or Windows 8, i5 and above processor, 4GB of memory, 32 bit OS, and a USB port 2.0 or better. Recommended PC specifications: Windows 7 or Windows 8, i7 and above processor, 8GB of memory, 64 bit OS, and USB port 3.0 or better. *NOTE* Windows 8 RT is not compatible with the RxL Application Reader and Laptop Battery Life: While using the RxLabelReader, it is important to fully charge your Reader unit and laptop battery overnight before going into the field. If the laptop and RxLabelReader battery is fully charged but not plugged into an outlet the unit will safely do 5 or more intakes at 20 scans each, provided that you do not spend long periods with the laptop and Reader unit powered on while not in use. This should allow for a full day s work for field intake applications without need for recharging. Minimum battery life for RxLabelReader: 1 hour or more of continuous scanning at 100 scans or more. 3

4 Introduction: The Series C RxLabelReader ( RxL ) connected to a Windows 7 or Windows 8 computer scans labels on prescription bottles and most Over The Counter (OTC) and Vitamin drug containers. The Reader can also scan specialty items such as Medicare Card, ID or business cards, documents, persons, and larger items that do not fit in the Reader unit using the external USB camera accessory. By allowing quick and simple capture of label information and subsequent PC based or cloud based OCR and QC Edit of the required label information, the RxLabelReader system saves valuable caregiver time. The label images are processed by computer text recognition programs and can be edited by Meditory s human editing personnel or by authorized caregivers themselves anytime on the PC or the Cloud. Note: HIPAA De-Identification of prescription labels to remove patient identifiable information is an integral part of the RxLabelReader software. 4

5 Installation and Setup Instructions: Download and Installation of the RxL WINDOWS APPLICATION Software: Make sure the RxLabelReader USB cable is connected to the USB port on the computer, the power is on (lights are on in the Reader), and a bottle has been inserted in the Reader onto the contoured rubberized platen assembly. Download RxLabelReader software at and follow the on screen instructions to install the software. After installation the software will launch automatically and you will find an RxLabelReader icon on your Desktop, which can be used to launch the software at any point in the future. On launch, the Patient Details window will display immediately. Click Setting and select Register OCR to install and register the OCR processor on your machine. An OCR License Key will need to be generated for you by Meditory Support before completing OCR Registration. If you have not registered your Reader unit to your company on the Patient Medication Profile Form, as well as created a Caregiver for that company, you will not be able to utilize the RxLabelReader software. Meditory Support will need to create a Company Account for you on the PMP Form, and send you a corresponding administrative login so you can create personalized Caregiver accounts for users in your company. Once the Caregiver account(s) is created, Register the RxLabelReader Device to your company through the PMP Form Administration menu, then select Refresh Caregiver in the Patient Details window of the RxLabelReader software. All Caregivers registered to your company are listed in the Select Caregiver dropdown and the software will be ready for use. Contact Meditory Support at or Support@meditorycorp.com for assistance in installation and setup of the software. Unit Positioning: Place the RxLabelReader with the V side oriented towards the operator. Double check / reposition the rubberized platen in the Reader (secure platen with gear teeth and ensure it rotates freely!) 5

6 Place first prescription bottle into the Reader unit by placing it into a contoured groove in the rubberized platen. Best image quality is achieved with well centered objects. The Platen disc may be flipped over for items that do not fit the molded contours but most items should fit within the marked circles. We highly recommend the use of the contour side of the Platen to keep most bottles well centered resulting in better label image text recognition quality. Center the prescription label vertically on your Video display by adjusting the position of the Camera Slide-Knob located on the Reader unit. We currently offer Meditory Special Applications (APPS) as follows: MeditoryRx-LINK: Rx Insurance Angel: Patient Medication Intake via RxLabelReader with data and image transfer to MeditoryRx-LINK allowing automated and high performance Pharmacy Intake Management. By coupling the RxLabelReader with Medicare Part D and Medicare Advantage insurance plan data in the laptop, Insurance Agents can leave the time consuming and often error prone selection of insurance plans to the Rx Insurance Angel system. Meditory Rx Surveyor: For patient medication surveys the RxLabelReader system can be configured to simply scan, de-identify the label image and furnish encrypted images in a searchable database. Various custom options are available. NOTE: For Special Meditory field Applications APP contact Meditory Corporation. 6

7 How to Use the RxLabelReader Sort all bottles and medications by patient as follows: Bottle Prescriptions, grouped by Pharmacies Non-Prescription bottles by size Medical ID Cards, documents Prescriptions on boxes that do not fit in the Reader Patient Details Setup: Caregiver and Settings Setup Select your caregiver account from the Select Caregiver dropdown and click Settings to customize the software to fit your needs. In the Settings menu, enable Touch Mode and Auto Display On-Screen Keyboard if you are using a touch device for ease of use. Enable Insurance mode if you wish to utilize the Insurance Edition of the software (for more user information regarding the Insurance Edition, please see the Insurance Addendum 2015C v1.0). Enable Display Zip Code if you wish to enter a Zip Code for each patient, and if desired choose a default State and County for all future patients (this can be changed as needed when creating new patients in the future). Any of these settings can be changed at any time by opening the Settings menu in the Patient Details window. 7

8 Patient Details Setup: Creating and Opening Patient Profiles Select Add New Patient to create a new patient profile, or select Open Existing Patient to load a patient profile which has previously scanned labels that are pending upload. When adding a new patient, enter the patient s First and Last name exactly as written on the prescription label, as well as the patient Date of Birth. Verify/choose the State and County for your patient and click Continue. *Note: The patient profile will not be saved and added to the Open Existing Patient list until at least one scan is Saved and Accepted* To open an existing patient profile, select Open Existing Patient and a list of existing patient profiles for your Caregiver will be generated. Highlight the patient profile you wish to open and select Continue (or double click) to load the images and data for that patient. Also use the Open Existing Patient menu from the Patient Details window in order to switch between patients that you have scanned labels for. This can be done at any time by returning to the Patient Details window (close the scanning layer of the software by clicking the red X or close button) and using the Open Existing Patient feature. *Note: Closing the software entirely at any time will not result in loss of images or data that have been Saved and Accepted; these can always be accessed at a later time.* 8

9 Scanning and Use: Functionality and Setup After opening an existing patient or creating a new patient profile, the live Video feed from the Reader s Internal Camera is loaded on the left and the Scan Button Ring appears in the pane on the right. Scanning and capturing images from bottles, boxes, cards, documents, and persons will be performed here. To begin a scan cycle click one of the corresponding Scan Mode buttons. Prior to any scan, ensure that the object is centered on the rubberized platen and if possible fit to the contoured grooves for best results. Use the Camera Slide-Knob on the Reader unit to adjust the vertical position of the camera until the label is centered vertically on screen. Also verify the camera is focused on the label so that the text can clearly be seen, using the Focus button as needed. 9

10 Scanning and Use: Selecting Scan Type Prior to any scan, also verify if the label being scanned is a prescription label (Rx) or an Over the Counter label (OTC). Use the Rx/OTC toggle button at the top of the Scan Button Ring to indicate the type of label you are about to image. When scanning a prescription, leave the Rx/OTC toggle set to Rx on top. When scanning an Over the Counter, change the Rx/OTC toggle to OTC on top. Once you toggle to OTC, the Select OTC Type list is generated - select the appropriate OTC type for the label you are scanning and the image will be flagged accordingly. After the desired scan type is selected, the current setting is displayed in the text box above the Scan Button Ring, allowing you to verify the correct scan type has been indicated. Actuate the appropriate scan cycle when ready to capture the image. 10

11 Scanning and Use: Standard Scan Select Standard Scan to image standard round prescription bottles, most vitamin bottles, and most square and triangular bottles. Ensure previously that the bottle is centered on the rubberized platen, the label is centered vertically on screen, and that the camera is focused on the label so that the text can clearly be seen. Also verify the Rx/OTC toggle specifies the appropriate scan type and actuate the Standard Scan cycle. Once Standard Scan is selected, the bottle is rotated 360 degrees and a flat, digital image of the label is generated. The software automatically displays the scanned label image (or Final Image) for your review. 11

12 Scanning and Use: Scan Front / Back Select Scan Front/Back to image a bottle or box with labels only on the front and back sides. Ensure previously that the bottle is centered on the rubberized platen, the label is centered vertically on screen, the camera is focused, and front or back label is faced flat to the camera so you can clearly see the whole label on that side. After the label is positioned properly, verify the Rx/OTC toggle has been flagged to indicate the appropriate scan type and actuate the Front/Back scan cycle. Once Scan Front / Back is selected, an image of what is facing the camera is taken, the bottle is rotated 180 degrees, and an image of the opposite label is taken. The software automatically displays the Final Image, where both the front and back images are combined and placed side by side to generate a single image. 12

13 Scanning and Use: Scan by Hand Select Scan by Hand to manually image a bottle or box that will not scan properly with the Standard Scan mode due to odd shape, size, or any other reason. Insert the bottle or box into the bottle receptacle. Manually rotate the object, and use the Camera Slide-Knob on the Reader unit to adjust the vertical position of the camera as necessary, until the first portion of the label you wish to image is clearly visible on the Video feed. Verify the camera is focused, and the Rx/OTC toggle has been flagged to indicate the appropriate scan type. After the label is positioned properly, click Scan by Hand to begin the scan cycle. When ready, select Take First Image and an image of what is shown on the Video feed is captured. Manually rotate and position the object to clearly show the next portion of the label you wish to scan on the Video feed. Select Take Image 2, and the second image is captured and combined with the first, being placed side by side. Reposition the object and repeat this process until you have captured all portions of the label desired. Review the Final Image and select Accept/Done to complete the scan. 13

14 Scanning and Use: External Camera Select External Camera to manually image labels from bottles or boxes that do not fit or scan in the Reader unit, as well as cards, documents, and persons. Ensure previously that the External Camera unit is plugged into the USB port at the top of the scanner via the External Camera Flex Stand or Cable. The software will not load the External Camera interface unless the External Camera unit is connected via USB. Also place the External Camera Imaging Pad on a flat surface within view of the External Camera unit, as this will help ensure a clean background and contrast in the images on any surface. Once you set up and select External Camera, the live Video feed from the External Camera is loaded on the left and the External Camera Scan Button Ring appears in the pane on the right. Switch back to the Internal Camera in the Reader unit at any time by selecting Back from the External Camera Scan Button Ring. 14

15 Scanning and Use: External Camera When capturing images with External Camera, manually position the object on the External Imaging Pad and adjust the External Camera Flex Stand or Cable until the first portion of the label you wish to image is visible on the Video feed. Verify the camera is focused and the label is in good lighting, using the built in flashlight On/Off switch on top of the External Camera unit as needed. Select the appropriate scan type that corresponds with what you are trying to image (if you are imaging a Driver License select Scan Card, if you are imaging a prescription label on a box select Scan Rx, and so forth) to actuate the scan cycle. Each scan type generates the same Scan by Hand interface, allowing you to manually image the label until you have captured each portion needed. When ready, select Take First Image and an image of what is shown on the Video feed is captured. Manually rotate and position the object to clearly show the next portion of the label you wish to scan on the Video feed. Select Take Image 2, and the second image is captured and combined with the first, being placed side by side. Reposition the object and repeat this process until you have captured all portions of the label desired. Review the Final Image and select Accept/Done to complete the scan. 15

16 Scanning and Use: Cropping and Accepting Scans After a Standard Scan, the generated Final Image must always be reviewed for missing or unreadable data, blurry text, cropping issues or anything that could result in data loss before being Saved and Accepted. If the image is not cropped (cut) correctly at the true beginning of the label, click Revert in the annotations bar above the image. This will revert the image back to its original state, where you can then move the mouse pointer to the actual start of the label image and Middle Mouse or Right click to crop. The label will be cut at that position (becoming the new left-most edge of the label) and refresh to show the newly cropped label image. Once you have reviewed the Final Image and are ready to accept it as a good scan, select Save and Accept and the image will be saved to the patient profile pending OCR and/or Up load. If the image is not acceptable, click Retake Image to re-scan the label, or click Discard Image at any time to delete it permanently. 16

17 Scanning and Use: Zoom and Rotate Features After the Final Image is generated, Zoom and Rotate features are located in the Toolbar above the image. These features give you the ability to Magnify, Zoom Select, Zoom In and Out, Rotate, and Revert to the original scanned image. This can allow anyone to easily read fine print, check label for data loss and ensure text is clear and easy to read. *Note: Changes in rotational position of the label image or crop location will be saved when the image is Saved and Accepted. If you rotate or Revert the image and Save and Accept, the image will be stored permanently in that state.* The Toolbar is also available in Review Images, above the selected label image. Any changes made in Review Images will not be saved, but this Toolbar may be helpful when editing data fields or OCR values by zooming or rotating the image. 17

18 Scanning and Use: Navigation To navigate between different functions within the software, use the Sidebar by hovering the mouse pointer over any portion of the bar or clicking the Show/Hide arrow. The Sidebar will expand, giving you access to the different functions within the application such as Review Images, Analyze/OCR and Upload. *Note: You can only Review Images, Analyze/OCR, or Upload after saving and accepting at least one scan.* After creating a new patient or loading an existing patient, the live Video feed and Scan Button Ring is generated to display the scanning and review layer of the software. To return to the Patient Details window, simply close the scanning layer of the software at any time by clicking the red X at the top right corner. This will return you to Patient Details, allowing you to add or open patients and edit Settings. 18

19 Scanning and Use: Review Images Once you have Saved and Accepted a scan, the label is saved and is pending OCR and/or upload. You can review your accepted scans at any time by selecting Review Images from the Sidebar, and all images and data that have been accepted for that patient are loaded. Click the thumbnails on the left to select a label and view the corresponding Image, which is enlarged and displayed above the data fields. To expand the data fields for a scan that does not yet have OCR or is a non-ocrable scan, select the Edit Notes/Show OCR bar below the displayed label image. This will expand the data fields allowing you to add or edit the values as desired. Select Return to Scanning at any time from the Sidebar to return to the scanning section of the software. 19

20 Scanning and Use: Analyze/OCR You can process the OCR locally at any time by expanding the Sidebar and selecting Analyze/OCR. The OCR processor will run on each image that has been accepted for that patient in Review Images. If an image is pending OCR, the image number under the corresponding thumbnail will be red and it will say NO OCR. If the image is not pending OCR, the image number will be green. Once the OCR is processed, all image numbers will turn green. The OCR will not process Front/Back, Scan by Hand, or External Camera scans, nor any scan flagged as OTC. Only scans done with Standard Scan with Rx Scan Type will be processed. *Note: Any labels that do not have OCR when uploaded will be processed automatically on the cloud without consequence.* Once the OCR is processed for a scan, the data fields automatically expand below the displayed image and input the OCR values into their corresponding data fields. This is where OCR values can be accessed for easy data review and correction as needed. 20

21 Scanning and Use: Adding Notes To add a note to a scanned label image, enter text into the Notes data field at the Final Image step and/or in Review Images. After scanning a label, the Final Image is displayed for review and acceptance. During this step, under the Scan Button Ring is a Notes field which allows you to quickly append a note to the image. Simply enter the text desired into the Notes field before Save and Accepting the scan. To add a note to a scanned label image after you have already Save and Accepted the image, go to Review Images and expand the data fields (if necessary) below the image you wish to add a note to. Simply enter the text desired into the Notes field and it will be saved automatically. 21

22 Scanning and Use: Upload Select the Upload button in the Sidebar at any time to upload all pending images and data for all patients. This can be done before or after Analyze/OCR. Any labels that are uploaded without OCR will be processed automatically before reaching the cloud. This allows you to skip the OCR processing and review locally via the RxLabelReader application and instead process and review OCR data on the cloud. *Note: The upload process cannot be reversed, so be sure to verify you are ready to upload all patients scans before proceeding.* Once the Upload button is selected, the upload progress can be monitored in the helpful hints bar at the top of the software. After Upload, all images and data will be accessible on the cloud. 22

23 Backup Images: Retrieving Backup Images for Data Verification Backup images are taken during every Standard Scan to allow for verification and retrieval of label data. If the scanned label image is distorted or there is any issue reading label data, the backup-images can be viewed on the PMP site after upload. Log into the PMP, select the appropriate patient and choose Edit all labels for selected patient under the Administration menu. Click Viewer next to the label image to view the full size label image and Backup image for that label. 23

24 DATA FIELD AND MODE DEFINITIONS: Data Fields: Patient Name: Enter patient s First and Last Name EXACTLY AS WRITTEN on the LABEL! Date of Birth: Notes: Enter patient s Date of Birth as a Unique Identifier Add a personalized note to any accepted label image in Final Image or Review Images by entering text into the Notes data field. To add a note before processing the OCR, click the Edit Notes/Show OCR button under the label image in Review Images and enter a note in the Notes data field. This can also be done during the Final Image step by entering text into the Notes field before Save and Accepting the image, or after selecting Analyze/OCR by entering text into the Notes data field under the label image. The notes are uploaded with the label and field data to the Patient Medication Profile Form website. Scan Modes: Med Card: Insert Medicare card into the Card Holder Accessory. Insert Card Holder Accessory into RxLabelReader facing the card to the camera or white V area in the Reader. Select the appropriate Scan Type and click Scan Front/Back to capture an image of the front and back sides of the card. Standard Scan: Front/Back Scan: Scan By Hand: Scanning mode for standard prescription bottles, most vitamin bottles, and most square and triangular bottles. Click Standard Scan button to actuate scanning cycle. (Note: RED STOP button appears to allow you to stop the scanning process anytime). Bottle rotates clockwise as pictures are taken At end of the scan cycle a Final Image appears on the screen. If the image is not of good readable quality select Retake Image. If the image is not cropped (cut) correctly at the true beginning of the label, Revert the label back to the original image, move the mouse pointer to the actual start of the label and Right Click or Middle Mouse Click. The label image will be cut at that position and refreshed to show the newly cropped label image. Insert square or rectangular bottles, boxes, or cards that have a front and back label i.e. Target pharmacy containers. Click Scan Front/Back to actuate scanning cycle. (Note: RED STOP button allows you to stop the scanning process anytime). The Reader will take an image of the front label, rotate the object 180 degrees, and take an image of the back label. Both pictures are combined to make a single image. If image is not of good readable quality select Retake Image. This mode is best selected for large bottles where one would like to select certain areas on the bottle to image. A good example would be Vitamin Bottles that contain long lists of ingredients in multiple areas on the bottle. Manually rotate the bottle to see the desired area on the 24

25 video display and click Scan By Hand followed by Take Image 1, then move the camera up or down as required and click Take Image 2, and so forth until all sections have been imaged. Click Accept/Done to finish. External Camera: Focus Camera: Save and Accept: Allows the user to capture arbitrary images of the medication packaging not acquirable by the other scan modes. Auto-focuses the Reader camera on the label to ensure the label is not blurry and the text can clearly be seen. If the scanned image looks satisfactory on the screen, the image text reads well and the label is cropped or cut correctly, Save and Accept will accept the image and save it to the patient profile. Final and backup images with index data is 256 bit encrypted and stored pending upload to the Meditory cloud server, images are to be stored locally for a subsequent Upload. Open Existing Patient: Allows you to choose from a list of existing patient profiles within the RxL Application that have scans which were Saved and Accepted and are pending upload. Select the desired patient from the Open Existing Patient menu in the Patient Details window and that patient s accepted labels and corresponding data are loaded in Review Images for further editing and review. OCR and Review: Upload: Launch Website: Processes OCR for all accepted label images and displays the OCR results in data fields below the image in Review Images. The OCR Results can then be reviewed and edited by the user. Uploads locally stored encrypted images and data to the Meditory- CLOUD. Uploaded images are automatically erased from the laptop computer system. Should computer upload capability NOT exist, the images will be stored in HIPAA compliant encryption format until a BATCH upload can be accomplished and subsequently erased. Opens the Patient Medication Profile Form login screen at website in the default internet browser. 25

26 Description of RxLabelReader use with available RxL Accessories: Use of the Card Holder and Battery Accessory: The card holder accessory allows insertion of a Medicare or other card (BCBS, drivers license, business cards) into the designated slot in the card holder. The assembly is inserted into the RxL opening so that the card is facing flat to the camera. o Clicking the Scan Front/Back Button on the application actuates the scan cycle of the card for cloud upload, taking an image of the front and back of the card. The Reader battery pack is located in bottom of the unit. The power cord plugs into the power outlet port plug at the side of the RxL unit and may be used if no battery charge is available. The fully charged battery pack will support approximately 1 hours of continuous RxL operation. A second battery pack is recommended which can be recharged with an external trickle charger. NOTE: Make sure that the batteries are fully charged. Visible flickering or failure of the LED lights during operation, and motor failing to spin bottles indicates power issues which may also cause issues with scanning and imaging labels. White rubberized Platen Disc insert: The white plastic turntable at the bottom of the RxLabelReader has raised gear teeth around the circumference so that the white rubberized Platen Disc may be inserted and set into gear teeth and correctly centered on the disk. The Platen Disk may also be turned over for items that do not fit the pre-molded contours. We highly recommend the use of the contour side of the Platen to keep most prescription bottles well centered which will result in better label image and subsequent text recognition quality. The RxL carrying case: The custom made carrying case can contain all or some accessories and may be used in the field as is with the Reader unit still located inside the case. This way one only needs to unzip the top of the case and connect USB and power (cord or battery pack) to utilize the Reader unit. Use of the plug-in External Camera accessory: Note: Must be used in the External Camera Mode of the RxL application software. For items too large or labels attached to devices (i.e. inhalers) that must be turned over or are dual sided and attached to boxes plug the External Camera accessory into the Reader unit USB port (located at the top of the unit above the Camera Slide-Knob). You may choose to use the supplied External Camera Flex Stand or Auxiliary Cable as desired. Patient Medication Profile (PMP) Form document printers: The PMP form can be generated automatically in the cloud after scanning and made available via your browser. If a hard copy of the PMP form must be left with the patient after the START or INTAKE process is complete we recommend low volume personal printers from these manufacturers which are available via the web or at Staples, Best Buy and others. Prices range between approximately $200 to $