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CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 1
(OEMS CE Recordation Application Software)
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 2
TABLE OF CONTENTS
1.0 GENERAL INFORMATION
1.1 System Overview
1.2 Authorized Use Permission
1.3 Points of Contact
2.0 SYSTEM SUMMARY
2.1 System Configuration
2.2 System Requirements
2.3 User Access Levels
2.4 Contingencies and Alternate Modes of Operation
3.0 GETTING STARTED
3.1 Software Installation on Microsoft Windows OS
3.2 Software Installation on MAC OS X
4.0 USING THE APPLICATION
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 3
1.0 GENERAL INFORMATION
General Information section explains in general terms the system and the purpose
for which it is intended.
1.1 System Overview
CE Scanner application allows EMS providers to scan and record Continuing
Education hours. This application provides a way to transmit scanned continuing
education data to the Office of EMS. A 2D barcode scanner is required to operate
this application. This application works with a wired or wireless barcode scanner.
1.2 Authorized Use Permission
Usage of this software is limited to its owner via the End User License Agreement
and Information Systems Security Access Agreement available on the CE Scanner
Application download page of OEMS Provider Portal System.
1.3 Point of Contact
For additional information, please contact Warren Short
(warren.short@vdh.virginia.gov)
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 4
2.0 SYSTEM SUMMARY
System Summary section provides a general overview of the system. The summary
outlines the uses of the system’s hardware and software requirements and system’s
configuration.
2.1 System Configuration
CE Scanner Application operates on Desktop, Laptop and Microsoft Surface
devices. This application is compatible with Windows Vista (32-bit/64-bit),
Windows7 (32-bit/64-bit), windows10 (32-bit/64-bit) and MAC OS X operating
systems. After installation on the device, CE Scanner application can be used
immediately without any further configuration. An internet connection is
required to transmit scanned CE data to EMS Provider Portal.
2.2 System Requirements
This section contains system requirements for CE Scanner application on
various operating systems:
Table 2.2.1 System Requirements for CE Scanner application on Windows
Operating Systems
Table 2.2.1
Resource Recommended Minimum Value
CPU Pentium III 450 MHz processor or equivalent
Memory 2 GB of RAM on 32-bit/64-bit systems
Hard Drive Space 300 MB minimum required.
Table 2.2.2 System Requirements for CE Scanner application on MAC OS X
Operating Systems
Table 2.2.2
Resource Recommended Minimum Value
CPU 64-bit Intel processors
Memory 2 GB of RAM
Hard Drive Space 500 MB minimum required.
2.3 User Access Levels
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 5
No distinct user access levels are defined, all EMS certified provider can use
application with a technician certification barcode, but only OEMS certified
instructors are allowed to upload scanned CE files to the OEMS Portal system.
2.4 Contingencies and Alternate Modes of Operation
There are no secondary modes of operation available for this application.
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 6
3.0 GETTING STARTED
This section explains how to get CE Scanner application installer and install it on the
device.
3.1 Steps to install CE Scanner application on Microsoft Windows OS
1. Login to OEMS Portal
2. From the menu bar, go to CE Files Scanner App Download Screen. You must
agree CE Scanner Application End User License Agreement and Information
Systems Security Access Agreement in order to download the scanner
application. Once you accept the agreements, the system will redirect you to CE
scanner application download page. If you are using a 32-bit version of
windows, click on Windows Installer 32-bit link to get the installer file. If you are
using a 64-bit version of windows, click on Windows Installer 64-bit link to get
the installer file (Figure 3-1-1).
Figure 3-1-1
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 7
3. Either save CEScanner-1.0.msifile to your local drive and run the CEScanner-
1.0.msi file or run the CEScanner-1.0.msi file directly from the web page.
Skip warnings if any and continue with installation. You may need admin
privilege on your local machine to install this application.
4. Once you run the installer, installation wizard will appear. Accept the terms
in the License Agreement on the first page and click “Install” button (Figure
3-1-2).
Figure 3-1-2
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 8
5. Installer will start the installation and show the installation progress. After
successful installation, installer will show a confirmation page like below.
Click “Finish” button to complete the installation (Figure 3-1-3).
Figure 3-1-3
Note: Installer will create an entry in Start Menu programs under OEMS folder.
Installer will also create a desktop shortcut called “CE Scanner”.
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 9
3.2 Steps to install CE Scanner application on Mac OS X
1. Login to OEMS Portal
2. From the menu bar, go to CE Files Scanner App Download Screen. You must
agree CE Scanner Application End User License Agreement and Information
Systems Security Access Agreement in order to download the scanner
application. Once you accept the agreements, the system will redirect you to CE
scanner application download page. Click on the Mac OS Disk Image link to get
the image file (Figure 3-2-1).
Figure 3-2-1
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 10
3. Download the CEScanner-1.0.dmgfile to your local drive. Double-click on the
CEScanner-1.0.dmg file. A window would appear with the Application and a link
to your Applications folder (Figure 3-2-2). Skip warnings if any and continue with
installation. You may need admin privilege on your local machine to perform this
task.
Figure 3-2-2
4. You would simply drag the CEScanner.app icon to the Applications folder to
install the application from DMG file on your computer (Figure 3-2-3).
Figure 3-2-3
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 11
4.0 USING THE SYSTEM
This section provides a detailed description of various system functionalities.
How to Open the CE Scanner Program
From the desk top, double click on the CE Scanner icon (Figure 4-1).
Figure 4-1
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 12
When the CE Scanner Application is loading, you will see the following progress
window (Figure 4-2).
Figure 4-2
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 13
Once the application is loaded, the application login screen will appear (Figure 4-3).
Figure 4-3
To progress on to the home screen, you will need to scan a Virginia EMS
certification number. This does not need to be an EC or ALSC number. It should be
the person responsible for scanning the attendees for CE. If the number used here
is that of an EC or ALSC, then a step is saved when uploading the scanned files. (We
will discuss this later in Upload File section).
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 14
After scanning a Virginia EMS number, the small window closes, the application opens
and the home screen is now accessible (Figure 4-4).
Figure 4-4
There are four options on the home screen.
1. Scan CE
2. Upload File
3. View Archive
4. Exit
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 15
1. Scan CE.
This icon will initiate the scanning process and access to the loading of the subtopic or
topics for which scanning will occur (Figure 4-5).
Figure 4-5
When you click on “Scan CE” icon, the screen for loading subtopic(s) will appear (Figure
4-6).
Figure 4-6
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 16
While on this screen, scan your first subtopic number. The Course Number will appear at
the top of the screen. It will appear along with an indicator show default hours and a
remove icon. Check to assure the subtopic is correct. If not then click the trashcan
icon to delete the scanned subtopic (Figure 4-7).
Figure 4-7
You can also right click the selected row and select “Delete” option to delete a scanned
subtopic (Figure 4-8).
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 17
Figure 4-8
You can now also select multiple subtopics to scan at the same time. The selected
subtopics must all be associated with the same Course Number. That is you cannot mix
subtopics from different course numbers (Figure 4-9).
Figure 4-9
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Office of Information Management - Initial Release 01-04-2017 Page 18
Changing the default hours on this screen will change the default for all providers
scanned. Changes in default hours are in half hour increments. Click on the default
row for the subtopic you wish to change the hours on and select the new hours (Figure
4-10).
Figure 4-10
Hours range from 0.5 to 24. The new default for the entire scan will show in the row of
the subtopic selected (Figure 4-11). To change individual default hours will be
accomplished on a different screen.
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 19
Figure 4-11
Once you have loaded all the subtopics to be awarded, Click “Next” at the top of the
screen (Figure 4-12).
Figure 4-12
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This will open the screen upon which you scan providers. You will notice at the top of
this screen, you will show the date that the CE record will be stamped with and the
course number (Figure 4-13).
Figure 4-13
As you start scanning providers, a small popup screen appears showing the last
scanned provider number (Figure 4-14).
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 21
Figure 4-14
This popup screen allows the person being scanned to confirm it is them based on their
EMS number. You can close this pop up screen without causing harm to the scanning.
In this example the screen has been closed and you can see the results of a single
provider being scanned (Figure 4-15). Note that although only one provider has been
scanned, they appear 3 times, once for each subtopic loaded. (See Figure 4-12 for 3
subtopics scanned)
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Office of Information Management - Initial Release 01-04-2017 Page 22
Figure 4-15
It is on this screen that you can adjust the CE hours awarded for an individual provider.
Suppose in this example that the provider left after one hour of topic 99997 being
taught. You should change the hours from 23 to 1. To do this, click on the row
containing the subtopic number for the class hour to be changed in the CE Hours
column (Figure 4-16).
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 23
Figure 4-16
Select 1.0 by scrolling up using the vertical scroll bar on the right of the popup window
(Figure 4-17).
Figure 4-17
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Office of Information Management - Initial Release 01-04-2017 Page 24
Notice: This change the CE hours from 23 to 1.0 hours.
You can change hours either up or down. The hours changed on this screen will only
affect that provider for the subtopic number selected (Figure 4-18).
Figure 4-18
So now let us scan a second provider. You will notice that the popup window with the
person scanned once again appears and if you look at the background, you will notice
that for the 2 providers scanned so far, the are 6 records, one record for each of the
original subtopics (Figure 4-19).
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Office of Information Management - Initial Release 01-04-2017 Page 25
Figure 4-19
Once you have scanned all providers you can either close the popup window and then
click on the “Finish Scan” button in the top left of the screen or simple directly click on
the “Finish Scan” button, not closing the popup window (Figure 4-20).
Figure 4-20
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Office of Information Management - Initial Release 01-04-2017 Page 26
When you click the “Finish Scan” icon, you will receive a popup window asking if you
have scanned all participants (Figure 4-21).
Figure 4-21
If you respond by clicking “No”, the program returns to the scan provider screen. Once
you respond “Yes”, you are taken back to the home screen (Figure 4-22).
Figure 4-22
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 27
2. Upload File(s)
You are now ready to upload scanned file(s). Remember, on an Education Coordinator
or an ALS Coordinator can upload the data. To do so, click on the “Upload File” icon at
the top of the screen (Figure 4-23).
Figure 4-23
This will open the upload file screen. You will notice there is a single file on this page.
If there are other files to upload, they too will show. Files that are uploaded will not
appear on this page (Figure 4-24).
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 28
Figure 4-24
To upload the data, click on the “Upload” icon at the top of the page. Make sure your
system connected to the internet (Figure 4-25).
Figure 4-25
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Office of Information Management - Initial Release 01-04-2017 Page 29
This will open a window for your portal credentials (Figure 4-26). DO NOT SHARE
YOUR PORTAL CREDENTIALS. Doing so violates your security agreement and may
affect your ability to upload future data.
Figure 4-26
Click on “Login” button to upload the files to OEMS. A popup window will let you know
if the upload is successful or not. Click on “OK” button (Figure 4-27).
Figure 4-27
Once you click on the “OK” button on this page, you will be returned to the home
screen (Figure 4-28).
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Office of Information Management - Initial Release 01-04-2017 Page 30
Figure 4-28
3. View Archive
Once you finished uploading scanned file(s), the system will move the uploaded file(s)
to an archive folder. You can view all the uploaded files in the archive folder by
selecting the “View Archive” option from the application home page (Figure 4-29). Click
on “Back” button to go back to home page.
CE Scanner Application User Manual
Office of Information Management - Initial Release 01-04-2017 Page 31
Figure 4-29
4. Exit
Selecting this option will exit from the CE Scanner application.
Although there are other functionalities, this manual includes the basics only for using
the program.
If you have any question, contact the Office of EMS.
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