Tips for Scanning Documents and Reducing File Size

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There is no limit to the number of files you can upload to TherapyNotes, allowing you to maintain all of your client records in a secure, central location. However, each file you upload must be smaller than 10 MB in size.

Below are tips for reducing the file size for some of the most common types of documents you may scan and upload. To learn how to upload files to a client's chart, read How To: Upload Client Documents.

Scanning insurance and ID cards

We recommend scanning insurance cards or other ID cards at 150 dpi in grayscale. To maintain readability, these documents should be saved as PNG files. An insurance card scanner may save you some time with scanning, but any scanner should work for you.

Scanning paper documents

When scanning documents such as intake paperwork or homework, we recommend scanning the document at 150 dpi in grayscale and saving the document as a PDF. To facilitate scanning multi-page documents, we recommend acquiring a scanner that can automatically scan multiple pages and save them as a single PDF file.

Scanning documents at a quality higher than 150 dpi may result in a file size greater than 10 MB, making the files too large to upload. Higher quality documents also take longer to upload, and any quality above 150 dpi is, in most cases, a higher quality than can be displayed on a computer monitor. To prevent large file sizes and unnecessarily long upload times, we recommend against using the highest quality scan settings.

Scanning photographs

For best results, photographs should be scanned at 150 dpi. To reduce file size while maintaining quality, scanned photographs should be saved as JPG files. 

Uploading digital images

Images taken with a smart phone or digital camera are often of high quality and, as a result, may be extremely large. In some cases, these images are of a higher quality than can be displayed on a computer monitor at a reasonable size. If your image is too large to upload, we recommend resizing the image in a program such as Microsoft Paint or Mac Preview.

To resize an image on Windows:

  • Open the folder containing the image
  • Right click on the file and select Edit
  • Microsoft Paint will open. Click Resize in the tool bar

To resize an image on Mac:

  • Open the folder containing the image
  • Double-click on the file
  • Preview will open. Click Tools > Adjust Size

 

For additional support scanning documents, consult your scanner's user guide and the support team of the manufacturer.

Have more questions? Submit a request

Comments

  • Avatar
    Laura Roy

    Ok, But if the image scanned in incorrectly how do I delete it, to scan it correctly?

  • Avatar
    Jordan

    Laura,

    You would go to the patient "notes" tab within the patient chart and find the image you uploaded and on the far right click on the pencil under the word "edit" and then click on "delete document" on the bottom right. Thank you.

  • Avatar
    logan negelein

    Thanks for your help

  • Avatar
    Jill Wheatley

    Thanks for this but can other documents be stored that aren't for a particular patient? Can we store forms so they may be conveniently emailed to patients such as intake forms, HIPAA, etc.?

  • Avatar
    Jordan

    Please go to "staff" and click on a staff members name. Within their name, click on the "files" tab, then click on "upload a file" on the far top right. This is a convenient area to store these types of documents. When you need to email them, simply come to this tab and click on the icon under download. If you have any further questions, please contact support at 215-658-4550 or via email at support@therapynotes.com

  • Avatar
    Kimberly Censurato
    What is the overall file storage limit for each Account? Per client, and per practice. Thank you
  • Avatar
    Laura
    Kimberly, There is no overall file storage limit. You can store an unlimited number of files in each patient's chart. However, each file must be below 5 MB to upload.
  • Avatar
    Charlene Pierce

    How do I scan in more than one page into a document?

  • Avatar
    Jordan

    Charlene,

    If you visit the following link, http://combinepdf.com/. From here you can combine up to 20 PDF files into one. If you have further questions please contact support at 215-658-4550 or via email at support@therapynotes.com

  • Avatar
    Don Brock

    How do we scan directly into TherapyNotes? Right now, we save the scanned document into a Dropbox folder, and then upload the document into TherapyNotes. In the case of the Insurance Card, for example, is there a way to scan directly into TherapyNotes?

  • Avatar
    Jordan

    Don,

    We do not currently have a feature which would allow the scanning of documents directly into TherapyNotes. This is something we hope to add in the future; for now the documents would need to be scanned into an electronic form, and then uploaded into the patient's file. If you have any questions, please contact our Support Team at 215-658-4550 or by email at Support@TherapyNotes.com. Thank you.

  • Avatar
    Sharon Shavit

    Can I destroy the papers after scanning them into TherapyNotes?

  • Avatar
    Rachael

    Sharon,

    After uploading scanned documents to TherapyNotes, you are able to download them again at any point. You can also store practice files within the 'Library' tab. Once the files are scanned, they technically are preserved according to documentation retention guidelines, however, we would recommend talking to a lawyer knowledgeable about the topic or a local professional organization for more specific local guidelines. If you have further questions, please contact our Support Team at 215-658-4550 or my email at Support@TherapyNotes.com. Thank you.