Review a scanned application
Quick Scan reads a photograph or PDF of a completed paper application with an AI model and turns the result into a child's record. What it actually is, and what the confidence figure means, is in What Quick Scan extracts. This page is the procedure.
The review queue has no entry anywhere in PTRS's navigation. The only links to it are inside the scan drawer, and one of them only appears after a batch upload.
Bookmark the review queue's page. Without a bookmark, it is reachable only by typing its address directly or by uploading two or more files at once.
Read this before your first scan
Two limits of the review screen change how you have to work.
- The scanned image does not display. The detailed review renders the form image as a plain picture against a link that requires you to be signed in, and a plain image request carries no sign-in with it, so PTRS refuses it and the pane stays blank. Keep the paper form in your hand.
- The fields cannot be edited. They look like text boxes, and typing into them produces no character; the box is not wired to accept a change. Even if it were, confirming does not send an edit anyway.
So the review is: read the extracted values against the paper, then either confirm or reject. There is no correcting a value and then confirming it.
1. Upload
Two entry points, both opening the same drawer:
- The header's Quick Add menu, then Quick Scan
- /members, then Quick Actions, then Scan Application Form
Drag files onto the drop zone or browse for them.
| Limit | Value |
|---|---|
| File types | JPG, JPEG, PNG, PDF, TIFF, TIF, WEBP |
| Maximum size | 10 MB per file |
| Batch maximum | 20 files |
PTRS decides the file's type from its file name ending, not from what the browser reports, so a correctly named file works even when the browser guesses wrongly.
One file goes straight into the compact review. Two or more run as a batch and end at a summary.
Batch processing runs up to three files at once and all three share one connection to PTRS's data, which is not safe for that kind of concurrent use. A batch can fail part-way through, leaving some scans processed and some not.
Single uploads are unaffected. Until that is fixed, upload one at a time; it is slower and it is predictable.
If extraction fails
A red toast carries the failure message, and the drawer returns to the upload step. The scan is stored as Failed with its reason, so it is visible in the queue.
The most likely cause is a missing key for the AI service. Quick Scan calls an outside AI model, and PTRS's production template ships with that key blank; a blank key fails every scan. See the switch. If every scan fails the same way, that is a setup question, not a form question.
2. Review from the drawer
The compact form lists 33 of the 57 extracted fields as label-and-value rows with a coloured dot per field: green for high confidence, amber for medium, red for low.
Read down the list against the paper. Then:
- Confirm & Create Member creates the child, the guardian, the link and an emergency contact, and closes the drawer with a message naming the child created
- Reject asks for a reason, required, up to 2,000 characters, and stores the scan as rejected
Both are final. A confirmed scan cannot be confirmed again, and a rejected one cannot be un-rejected.
3. Review from the queue
Open the review queue page.
The list defaults to scans awaiting review, badged Needs Review. The status choices are All, Pending Review, Confirmed, Rejected, Failed and Processing. Paging is 25, 50 or 100.
Each row shows the file name, the extracted child's name, the status badge, the confidence percentage, the batch prefix and the scan time. Clicking anywhere on the row, or the Review button, opens the detailed review.
Scan Stats above the table shows counts for today, this week and this month, split into pending, confirmed, rejected and failed, plus the average confidence and the cost so far. Those cost figures are visible to every role that can open the page, including a front-line staff member.
The detailed review
Left: the image pane, which is blank. Right: all 57 fields, grouped as Child Information, Parent / Guardian and Emergency Contact, each with its confidence dot.
The header strip carries the model's name, the extraction time in seconds and the estimated cost.
At the bottom: Back, Add Notes, Reject and Confirm & Create Member.
- Add Notes opens a text box. Reviewer notes are stored on the scan and appear nowhere else. Up to 2,000 characters
- Ctrl+Enter confirms; Escape goes back
- Confirm stays on the page and shows a message; press Back to return to the queue
4. What to check before confirming
- Date of birth, the one that cannot be corrected afterward
- Child first and last name, "Unknown" means the model could not read it
- Allergies, medical alerts and medications
- Physician name and phone, and preferred hospital
- Insurance company and policy number
- Pickup password
- Guardian first and last name, phone and email
- Emergency contact name and phone
- Grade, free text, and the directory filter matches it exactly
When the model cannot read a date of birth, PTRS substitutes 1 January 2000 with no warning and no visible marker. The review screen shows the field blank; the created record shows a 26-year-old.
A date of birth is set once and no screen in PTRS ever changes it, so the record is permanently wrong and cannot be deleted either.
If the date of birth is blank or wrong, reject the scan and enter the child through Quick Member Entry.
Seven other blank fields are also silently filled: first and last name become "Unknown", gender becomes "Prefer not to say", ethnicity becomes "Decline to state", can-swim becomes false, language becomes English, and the guardian's names become "Unknown". Only the date of birth is irreversible; the rest can be corrected on the child's record afterward.
5. Confirming a batch
Two ways, and both create children without anyone reading the fields.
- The batch summary's Confirm All confirms every scan in the batch that finished extracting
- The queue's checkboxes and Confirm Selected confirm the selected rows awaiting review, and report how many were skipped
Both call the same process, which maps and saves each scan in turn and reports a count plus a list of any errors.
Nothing about a bulk confirm involves a person reading a value. Every silent default above is applied, including the date of birth, and a child is created for each scan.
Use it only for a batch you have already reviewed one by one, or where the consequence of a wrong record is small. It is not a shortcut through the review; it is the review not happening.
6. After confirming
The scan moves to Confirmed and records the child it created.
What exists now: a child, a guardian marked primary and authorised for pickup, the link between them, and an emergency contact if the form gave a name.
What does not exist yet, and has to be added on the child's record:
| Missing | Where to add it |
|---|---|
| A structured medical record, including immunisations up to date and the last physical date | Health tab. Without it the enrolment gate refuses the child |
| A second emergency contact | Overview tab. The gate requires two |
| An "Emergency Hospitalization" consent | Overview tab, Consents panel |
| An enrolment record | Financial tab, Add Enrolment |
| Documents | Documents tab. The scanned form is not attached to the child; it stays with the scan |
| Address, school, pickup password and the rest | Edit sheet, if the form did not carry them |
The full sequence is Add a child to PTRS from step 3 onward.
There is no duplicate check of any kind on confirm, not by name, not by date of birth, not by guardian. Confirming the same scan twice is prevented by its status; scanning the same form twice is not.
Children cannot be deleted. If it happens, set Member Status to Terminated on one of them and keep the other.
Where to go next
- What Quick Scan extracts, the pipeline, the confidence figure and the eight silent defaults
- Add a child to PTRS
- Who can do what with members and guardians
- Members troubleshooting
Checked against PTRS on 7 September 2026.