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Overview

Batch scanning lets you capture many health cards in one go — point your phone at a printed page (or a stack of cards) and the scanner reads every health number it can see, validates them against the Ministry, and lets you save the results as searchable patients or as a new roster. It’s built into the scanner you already use, so there’s no separate tool to learn — just a Scan full page button inside the camera.
Batch scanning is for OHIP health cards. The single-card scanner (with the red guide box) is still the default for scanning one card at a time.

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Where to find it

The Scan full page button appears inside the camera in two places:
  • New Claim — tap the camera icon in the header, then Scan full page.
  • Add Patient (from the Rosters tab) — open the scanner, then Scan full page.
The camera in full-page mode reading a page of health cards, showing a live count of cards found and a Done button

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Scanning a page

1

Turn on full-page mode

Open the scanner and tap Scan full page. The red guide box disappears — the scanner now reads the entire frame instead of a single card.
2

Point at the page

Hold your phone over the page of health cards. You’ll see “Reading page… N found” and a running count as numbers are recognized, with a short buzz each time a new card is picked up.
3

Tap Done

When the count matches the number of cards on the page, tap Done to move to the review screen.
For the best accuracy, fill the frame with the page and keep the phone steady in good light. If numbers are being missed or misread, scan half a page at a time — the closer you get, the larger the text, and the more reliably it reads.

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Reviewing the batch

After you tap Done, the app checks every scanned number against the Ministry’s Health Card Validation service and groups the results:
The review screen grouping scanned cards into Eligible, Checking, and Needs attention sections
  • Eligible — the health card is valid and ready to save. The patient’s name comes back from the Ministry.
  • Checking — validation is still in progress.
  • Needs attention — the card came back not eligible (often a misread version code) or couldn’t be validated.
Validation runs automatically and retries transient failures on its own — you don’t need to re-run anything. Nothing is saved until you choose to.

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Fixing a card that needs attention

A wrong or missing version code is the usual reason a card lands in Needs attention. Tap the card to fix it:
The Fix card sheet with editable health number and version fields, plus options to re-check or rescan the single card
  • Edit by hand — correct the health number or version, then tap Re-check with OHIP to validate again.
  • Rescan this card — open the single-card scanner for a clean read of just that card.
Either way, the card re-validates and moves to Eligible if it passes.

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Saving the batch

Once your cards are validated, tap Save. What you can do with them depends on where you started:
The save sheet offering Create a roster, Add to existing roster, and Just save as patients
  • Create a roster — name a new roster and file all the patients into it.
  • Add to existing roster — pick one of your existing rosters.
  • Just save as patients — keep the patients without a roster. They become searchable in New Claim by name, but don’t appear as a roster or on a billing sheet.
“Just save as patients” is handy when you simply want the patients available to bill later. When you start a new claim and search by name, saved patients show up alongside patients you’ve already billed — even though there’s no claim for them yet.
When you scan from Add Patient, the batch is added straight to that roster.

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Duplicates

Patients you’ve already saved (in any roster or from a previous scan) aren’t created twice — the app matches on the health card and skips anything already on file, so re-scanning a page is safe.

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Privacy

Health card numbers and patient details are handled the same way as everywhere else in the app — encrypted in transit and stored securely. Validation happens over a secure connection to the Ministry service.

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Troubleshooting

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The count is higher than the number of cards

A page of small print can produce the odd misread. These don’t validate, so they land in Needs attention — remove them with the ✕, or fix them if they’re real cards with a bad read.

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Numbers aren’t being picked up

  • Improve the lighting and hold the phone steady.
  • Get closer — scan half a page at a time.
  • Make sure you’re in full-page mode (no red box).

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A card stays in “Needs attention”

  • Tap it and correct the version code by hand, or rescan the single card.
  • If validation keeps failing for every card, the Ministry service may be temporarily unavailable — try again shortly.