Permissions Required: Clinic Staff must have Administrator, Billing Assistant, Billing Manager, Clinical Director, Front Office, Front Office Assistant, Operations Manager, or Staff Therapist assigned in order to send Email via Digital Secure Messages.
Messaging: Inbound Email/Fax
We have made receiving email and assigning it and any attachments to a case as easy as possible. Under Administration -> Messaging you will find a menu item for Inbound Email.
Inbound Email / Fax is available in the Professional Correspondence Package.
This will bring up the Inbound Email dialog as shown below:
This dialog is broken into 3 parts:
The top part enables you to select a Date of the incoming message. No. Days allows you to look at more than 1 day at a time, and the status text shows you the date range at which you are looking. The button on the far right refreshes the screen and checks for new messages.
Email Grid
| Mailbox | The email account to which the message was sent. |
| Received | When the message was received. |
| From | Whom the message was from. |
| Subject | The subject of the email message. |
| Attachment | Name of attachment. |
| Clinic | Name of the clinic to which the email or attachment is assigned. |
| Case | The Case to which the email or attachment is assigned. |
| Patient | Name of the patient to which the email to attachment is assigned. |
When an email message comes in it will show up in the grid and each attachment will show on additional rows. In the following example, a message came in from Adam@a2cmedical.com and had two attachments, DL.jpg and Health-Insurance Card.jpg.
Selecting the first row we can see the content of the message in the area below. Each of the two attachments appears as a separate row in the grid. This will allow us to assign each attachment as well as the message itself to a separate case.
If we right-click on the attachment you will be presented with the following menu:
Attachment Menu
| Attach to Case | Brings up the Case Select dialog and will assign this message to the selected case. |
| View | Views the message or attachment in an external viewer. |
| Export | Saves the message or attachment to a file. |
| Refresh | Refreshes the email list. |
| Close | Closes the menu. |
Each message and attachment may be assigned to a case. If an email message comes in with multiple attachments that need to be assigned to multiple cases this is easily done as each row can be assigned to its own case.
When you attach an email message or attachment to a case a copy of it is made in the Patient Attachments in their case.
In the above example we will select the attachment of the insurance card, right click and select Attach to Case.
As you can see above the image of the insurance card is on the screen and an Attach Email to Case dialog has popped up. Here we can enter a description of the attachment (this is how it will appear in the patient’s case) as well as classify the attachment.
Click OK and a copy of the insurance card will show up in the patient’s case under attachments. The email grid will also show the Clinic, Case and Patient to which that the attachment is assigned.
Inbound Fax messaging works just like the Inbound Email. Under Administration -> Messaging select Inbound Fax.
All of the faxes for a given day or date range are displayed in the grid and selecting any one of these brings it up in a preview window at the bottom of the screen. These faxes, like emails, may be assigned to a case by right-clicking on the grid and selecting Assign to Case.
Fax Grid
| Fax Date | Date the fax came in. |
| Pages | The number of pages in the fax. |
| To Number | Number to which the fax was sent. |
| To Number ID | This will be the ID of the Number, Clinic Name or Administrative Fax. |
| From Number | The number from which the fax was sent. |
| Sender |
|
| Sender Type |
|
| Clinic | Clinic to which the fax is assigned. |
| Case | Case to which the fax is assigned. |
Following the same principle as email, you may assign a fax to a particular case and it will appear as a case attachment.