USER GUIDE CALIFORNIA DIRECT. AXESSON 100 ENTERPRISE WAY, SUITE C-110 SCOTTS VALLEY, CA (831)

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1 USER GUIDE CALIFORNIA DIRECT Brought to you by AXESSON 100 ENTERPRISE WAY, SUITE C-110 SCOTTS VALLEY, CA (831) (04/18/2014) Page 1 of 10

2 Contents Quick Start... 3 Onboarding Instructions... 4 How to Use Direct... 5 Mirth Mail Introduction... 5 Logging In... 5 General Overview... 5 Mail Retention... 5 Mailbox size... 5 Exchanging with others... 5 User Guide... 6 Navigation bar... 6 Settings... 7 Preferences... 7 Identity... 7 Change Password... 7 Delegation... 8 Notifications... 9 Edit My Profile... 9 Using the Mailbox Page... 9 Downloading a Message Locally... 9 Healthcare Provider Directory (HPD) Address Book Composing an (04/18/2014) Page 2 of 10

3 To begin using your California Direct: Quick Start 1. Complete the Onboarding process to activate your California Direct account. 2. Adjust your Setting Preferences to meet your individual needs. 3. Are you using an organization branded California Direct Address (i.e. Your organization name is in the domain such If you are you NEED to set your identity to your organization branded account! Set your ORGANIZATION BRANDED identity Click on your address in the black navigation bar Select Setting Click Identity In the right panel locate Select the address from the drop down menu options 4. Edit you profile to maintain an up-to-date Healthcare Provider Directory Think of this as your address book entry. 5. Set up your delegate accounts (if needed) once they have completed the onboarding process. 6. Send a Direct message to to test your account. You will receive a response ensuring that your account is active and functioning properly. (Remember, you can only send and receive information with other Direct users). 7. Let your care team(s) know that you can communicate with them via your direct address. (04/18/2014) Page 3 of 10

4 Onboarding Instructions Once Axesson has received your signed Welcome Packet, you will receive an invitation via to onboard and activate you direct account. 1. You will receive an inviting you to activate your account. Note: the contains your Direct Secure Messaging address. 2. Follow the link provided to activate your account. Your username is presented at the top of the form, under Account information. 3. At onboarding you will also be asked to supply an Answer to your Activation Question. Question: What is your username/user ID? Answer: Will be your user name presented under account information. 4. You will be prompted to set the Password, and Security Questions. 5. When you submit your Account Activation you will be prompted to log in. 6. Congratulations! You have successfully activated your California Direct account and you are ready to log in and begin using Direct Messaging. 7. Send a message to to test your account. Axesson team members are here to help if you need assistance onboarding to California Direct. (04/18/2014) Page 4 of 10

5 How to Use Direct Mirth Mail Introduction The Mirth Mail Webmail client is accessible by any modern web browser. We officially support Internet Explorer 8+, Mozilla Firefox 3+, Safari 4+, and Google Chrome 9+. Logging In Once your account is activated you will able to access your Direct account at: 1. Enter your username 2. Type your Password 3. Click the Sign in button https://cadirect.org/mail Useful Tip: Bookmark the url or save to your web browser favorites for General easy access. Overview The default name will be DirectMail Log In. Mail Retention: Messages will expire and be removed after 90 days. California Direct is not intended to be a repository of clinical information or messages. California Direct is meant to be a means by which you can send and receive information. Mailbox size: Each account is allocated 1 GB of space. Contact Axesson to purchase additional space. Exchanging with others: Direct is secure to secure messaging. This means the person you wish to exchange with needs to meet 1 of 3 criteria: 1. The recipient is a California Direct account holder 2. The recipient s organizational certificate is within NATE or Direct Trust and/or the HISP they are with has exchanged certificates with Axesson. 3. The recipient and Axesson are able to exchange HISP Certificates. Contact Axesson with the HISP Name and Contact Information so that we can trade certificates allowing for Direct communication. Not sure if your trading partners have Direct? Axesson who you want to exchange with (Organization name, Phone number, Point of contact, etc.) and we will advise their Direct status. (04/18/2014) Page 5 of 10

6 User Guide California Direct consists of two main components: the Webmail client and the Provider Directory. Once you have logged in, you may navigate back and forth among them seamlessly. This section covers the basics of setting up accounts, logging in, and navigating back and forth between the components. When you log into California Direct, you will be directed to the WebMail client- think of this mailbox page as the home page for the Webmail system. Navigation bar The black bar at the top, which is present on all Webmail pages, will allow you to navigate the different features and setting controls in your Direct Account. Commonly used navigation options include: WebMail, at any time to bring you back here to the main mailbox page. (An indicator of the number of your unread Webmail messages is included here next to this link.) Provider Directory will direct you to the search page within the Provider Directory user interface. Settings, Using the Address Book, or Edit My Profile, which can be selected from the drop-down menu under your address You can Sign Out. When you log into your California Direct Account for the first time you should customize your setting preference, as well as edit your profile information. To get to your Settings, click on your California Direct address in the navigation bar and select Settings. (04/18/2014) Page 6 of 10

7 Settings The settings page lets you customize your preferences. The Settings pane and the middle pane work like tabs. Make your primary choice in the Settings pane, then a secondary choice in the middle pane, and then the detailed work area for that choice opens in the pane on the right. Please note that the is for demo only. Standard domain format The following pages detail the use of the six choices in the Settings pane: Preferences Identity Folders Change Password Preferences Notifications Delegation Here you can set your preferences for many aspects of the Webmail client. The settings have been grouped into eight sections, which you navigate through by clicking on the section names in the pane to the right of the Settings pane. We will not cover these settings in the Getting Started section of this User Guide. Please contact Axesson if you would like more information about configuration options. Identity If you are using an organization branded California Direct address you will NEED to change your identity. Click the arrow next to and select your organizational from the pull down menu. You can also set defaults for the items to be included in the headers in your outgoing s for things like your Organization, your Reply-To address, and the Bcc field. In the Signature section you can enter what you want to use as your signature. By default you will enter in plain text. If you want to use HTML, click the HTML signature checkbox, and the Signature text entry area will change to a WYSIWYG editor. Change Password This opens the Change Password page. Enter your current password, your new password, and then your new password a second time for confirmation. Once you have filled in these form fields, click the Change Password button and your password change will be completed and you will be returned to the main mailbox page. As a security precaution, a notification advising of the password change will be sent to the primary address associated with the account. (04/18/2014) Page 7 of 10

8 Delegation Within California Direct, a delegate is an individual with a valid provider or staff account who is granted access to another account. The delegate uses his or her own credentials to log in, and then has the means to switch over to the delegator s account. An example use case would be a provider Dr. Hawks, who wants to delegate to her office manager Kevin Stevenson. Dr. Hawks (the delegator) will log into her account and navigate to the Manage Delegated Accounts in the Delegation tab at the bottom of the Settings pane. To add a new delegate, enter the account name in the Add Delegate field, and click Save. In the screenshot, you can see that Kevin Stevenson is now an assigned delegate of the account Once this process of setting up a delegate has been completed, the delegate can log in to his or her account and then switch over to the provider s account. If at any time Dr. Hawks wants to end this delegate relationship, she would click the Revoke option next to Kevin s delegate listing on this screen. Common Use: The Labor and delivery department in a hospital has multiple nurse staff. The hospital could setup and delegate the account to all 10 nurses in the department allowing them to log in and retrieve the necessary documents. Checking a Delegator s Account As the delegate, you will need to log into your own account. In the black navigation bar, at the top right, click on your own address, and the menu will include a list of all the accounts you are assigned to as a delegate. In the screenshot, is the delegate. He has logged in and clicked on his address, opening a drop-down menu that shows one more address which is the account he can log into. (If he were the delegate for more than one other entity, the others would be shown here, too.) He simply clicks on the other address and the screen refreshes, taking him to his delegator s account. He will be able to check and even respond to s. If he sends out an from the delegator s account, the recipient of the will be aware that the delegate was the one sending it, due to an "on behalf of" notation on the From line: (04/18/2014) Page 8 of 10

9 Notifications Here you can specify a public address where you will receive a notification message whenever you receive a Direct message in your California Direct account. If you also want your delegates to receive notification messages, select the checkbox next to "I would like my delegates to also be notified when I receive a new message." When all these settings are complete, click the Save button. Edit My Profile Edit My Profile takes you to your profile page, where you can change the name, address, specialty, and demographic data associated with your account. Please note that many of field are optional, however, some are mandatory such as Practice Address, Practice Phone, and Specialty. To return to Webmail you will need to click on the WebMail link at the top right of the profile page. Using the Mailbox Page The main mailbox page is filled with controls for you to use while working with your Direct messages. While the number of controls may seem overwhelming at first, you will find that many are similar to controls in other systems. The page layout itself is similar to many other client programs, so it will likely feel familiar to you. The vertical pane on the left lists your folders, which by default consist of Inbox, Drafts, Sent, and Trash. A directory list of the messages in the currently selected folder is displayed in the upper pane on the right, and you may click on any of the column headers in this directory to sort by that column. Repeated clicks will toggle the direction of the sort. You can display a subset of the directory by using the filter and search controls immediately above the pane. Downloading a Message Locally You might have an occasion where you would want to download an message to your local computer. To download a message, select the message you want to download from the message list or open Do not compromise information by downloading messages! Remember that if you download a message and open it in an program connected to the public internet, you are bypassing the security protection of the Direct mail system. It is up to you to make sure that you are not compromising any confidential information. in a separate window. Click the More button at the top of the page. Select Download (.eml) from the pop-up menu. The next steps will depend on your browser setup and your operating system. Most commonly a pop-up dialog will open which will present you an option to save or open the file with an application of your choosing. When you download a message through webmail, it is stored on your local computer in the.eml format, which is a simple text-based standard for saving and/or downloading messages. (04/18/2014) Page 9 of 10

10 Healthcare Provider Directory (HPD) The Provider Directory can be thought of as a white pages space where individual providers and organizations can be found. (Note: staff members are not included in the directory). To get to from the Provider Directory pages from Webmail, click the Provider Directory link at the top left of the page, in the black navigation bar. Address Book MirthMail automatically integrates the HPD into your Provider Directory (Local) address book. This address book also contains the direct address for all staff members, unlike the HPD. (Note: you can set preferences for the Address Book using the Preferences pane of the Settings page). You also have a Personal Address Book. Contacts can be added by dragging and dropping from the Provide/Local Book into your Personal Address book, or by clicking the icon next to an address from within a direct Message. Composing an The process of composing and sending an message in California Direct is similar to what you are use in non-direct systems. On the main Webmail mailbox page, click Compose icon to open the message composition page with nothing yet filled in. From the composition screen you can create your message and attach files (max 10MB) and send to other Direct users. The usual variations for replies and forwarding are available as well. Start by selecting a message in the message list, and then click the Reply, Reply All, or Forward icon to open the message composition page with the appropriate data from the selected message filled in. Another less common option is available. Select a message in the message list, then click the More icon, and select Edit as new from the menu. This opens the message composition page with all the data from the selected message filled in, so you can edit the recipients, subject line, and body as desired and then send it out as a new message. (04/18/2014) Page 10 of 10

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