Prepare Assessment Tools for Upload

Prepare Paper copy Assessment Tools for uploading
Prepare Electronic Assessment Tool forms for uploading
Delete PDF Files from your Home Drive
Delete Email Attachments

Your home drive is the computer drive with your login ID in its name. This drive is accessible from any computer connected to the organization’s network. Your co-workers and other clinicians do not have access to this drive.

View Save a Scanned Assessment File to your Home Drive demonstration

Prepare Paper copy Assessment Tools for uploading

Although assessment tool forms can be more than 1 page in length, always make certain to scan only 1 tool at a time. This ensures separate files that can be uploaded to your client’s records.

If you need assistance using the scanner, please speak to someone at your worksite.

1. Scan and email the completed assessment form to your work email address (ex. jim.smith@vch.ca).
The email and attached file are sent to your Outlook inbox.

2. Open your Outlook and locate the email with the attached, scanned file.

3. Right mouse click on the file you wish to save.
The short cut menu displays of common functions.

4. Select Save As.
The Save Attachment window opens.

5. Select your “Home Drive” from the list of available locations.

6. Select the folder in which to save the file.
This may be your My Documents folder, or another folder of your choosing.

7. Create a File Name following the format of “Client first name, Client last name, Name of tool”.

8. Click Save.
The Save Attachment window closes displaying the email window and the file is saved in the designated folder on your Home Drive.

The file is now ready for uploading to the Assessment Tools Grid.

After the file is uploaded to the Assessment Tools Grid, delete both the email containing the tool results from the scanner and the PDF version on your personal home drive.

Retain the original paper copy and store it in the client’s chart.

Prepare Electronic Assessment Tool forms for uploading

All Assessment Tool files must be saved as a PDF.

1. Export the current electronic tool form to a PDF version and save it to your home drive with the format “Client first name, Client last name, Name of tool”.

The file is ready for uploading to the Assessment Tools Grid.

After the file is uploaded to the Assessment Tools Grid, delete the PDF version on your personal home drive.

Delete PDF Files from your Home Drive

1. Click on the Windows Start button located at the bottom left corner of your screen.
The Windows Explorer browser opens.

2. Right mouse click on the file you wish to delete.
The short cut menu displays of common functions.

3. Select Delete on the short cut menu.
A confirmation message displays.

4. Select Yes.
The confirmation message closes. The file is deleted.

5. Close the Windows Explorer browser.

Delete Email Attachments

To delete both the email and attachment at once:

1. Select the email in your email list.
The email highlights.

2. Delete the email. You can use the email ribbon icon, Ctrl.+D, or the right mouse short cut menu.
The email and attached file are deleted.

To delete only the attachment and keep the email for recording purposes:

1. Open the email. This can be in the viewing pane or in a separate window.
The email displays showing the attached PDF file.

2. Right mouse click directly on the attached file.
The short cut menu displays.

3, Select Remove Attachment from the menu.
The attached file is deleted. The email remains for your records.

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