CaptureUsing Capture
Five situations, and what to do in each. Only the first happens every day; the rest are there for when you need them. Every screen below is the real thing.
1 · In the clinic, every day
Take the photo with the patient in front of you
Click the ClinicPro Launcher icon in Medtech Evolution with the patient’s chart open, and a QR code appears on screen. Scan it with your phone and you are straight into that patient’s capture. Take the photo, name it, tap upload. It lands in their Inbox Scan in Medtech.
No account, no login, nothing to set up. The QR code already has the patient loaded and confirmed, so there is nothing to search for and nobody to mix up.
2 · When a photo needs explaining
Draw on it, and tag where on the body it is
Before you upload, draw an arrow or a circle around the area of concern, and drop a pin on a body map so the site is recorded rather than described.
This is what stops a specialist guessing which lesion you meant. It takes a few seconds and it travels with the image into the record.
3 · When the photo is not in the room
Ask the patient to send it themselves
Email the patient a secure link, with an optional note. They open it on their own phone, confirm their date of birth, and send. It arrives in the same place as anything you take yourself. The link works for 72 hours.
The case this solves: the passport photo, the ACC form, the rash that has settled since the appointment was booked.
4 · When you are away from the practice
Set up an account so you can search by NHI
A rest-home round or a home visit has no practice computer and no QR code, so you look the patient up by NHI instead. That needs an account, which takes four steps and is done once.
Set it up at a practice computer: open ClinicPro from Evolution, choose “Using ClinicPro off site?”, and confirm your work email with an emailed code.
! · When something does not look right
The three things that actually go wrong
Each one has a plain explanation and a fix, in the last section of the guide. Nothing you can do in Capture will damage a patient record, so it is always safe to try again.
Setting up, and signing off
In the order you meet them: the one-off setup, the help available if it stalls, and the compliance documents for whoever asks.
1 · Before your staff can start
Add the ClinicPro icon to Medtech Evolution
One-off, for the whole practice, about ten minutes. It puts the Launcher icon into Evolution, which is what produces the QR code your staff scan. Illustrated step by step, no IT experience needed.
You will need an Evolution login with Setup access, the one used for Evolution settings. Nothing in the guide can break anything.
2 · If it stalls, or you would rather not do it alone
Do the setup together on a screen-share
Book a Wednesday session and we set the icon up with you, on a call. Read the connection guide first: it covers installing HelpWire and approving the connection, which takes about two minutes.
You see everything happening on your own screen the whole time, and the connection ends when the call does.
3 · When someone asks where the photos go
Hand over the privacy documents
Start with the one-pager. The short answer is that the only stored copy of a clinical photo is the one in your own Medtech record: it passes through our servers in memory and is never written down. The full assessment is there for anyone who wants the evidence behind that.
The assessment follows the Office of the Privacy Commissioner’s PIA Toolkit template, so a privacy officer will recognise its shape immediately. Both are written to be forwarded.
Stuck on something that is not here?
Email ryo@clinicpro.co.nz and we reply within 24 hours, seven days a week. Or book a Wednesday setup session and we will go through it together on a call.