Messages Center. 70 Royal Little Drive. Providence, RI Copyright Optum. All rights reserved. Updated: 3/6/13

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1 Messages Center 70 Royal Little Drive Providence, RI Copyright Optum. All rights reserved. Updated: 3/6/13

2

3 Table of Contents 1 Messages Center Message Center Overview Accessing the Messages Application Message Center Templates Message Center Templates Using Macros ToDos Creating a ToDo Creating a ToDo Working with Attachments Viewing and Filtering ToDos Filtering ToDos Viewing ToDos ToDo Priority Levels ToDo Statuses Managing ToDos Accessing the Message Center Editing a ToDo Printing a ToDo Transferring a ToDo Replying to a ToDo Closing a ToDo Viewing the ToDo Log Queue Viewing Queues Mail Creating a New Mail Message Mail Message Templates Creating a Distribution List Managing Mail Messages Accessing Mail Messages Viewing Mail Messages Moving Mail Messages Replying to a Mail Message Forwarding a Mail Message Deleting a Mail Message Working with Attachments Fax Faxing Set up Fax Setup Options Creating a MyFax Account Configuring your MyFax Account Creating a Fax Queue Adding a Fax Queue to an Operator's Profile Checking Faxing Activity Sending and Viewing Faxes Viewing Faxes Fax Statuses Sending a Fax Resending a Fax iii

4 Messages Center Module Editing an Attachment Creating a Fax Contact List iv

5 1 Messages Center 1.1 Message Center Overview The Message application is a communication tool that allows you to manage customer, staff and patient communications. The Message application is a combination of the following features: ToDos- To Dos are Optum PM and Physician EMR's internal messaging system which serves two primary functions: assigning a coworker a task and communicating with the Optum PM and Physician EMR Support team. Mail- The Mail application is similar to any standard application and allows you to send, receive, organize and reply to mail messages Queues - Queues allow you to send ToDos to a group of people instead of individual. Fax- The fax feature provides the ability to send and receive electronic faxes through Optum PM and Physician EMR. 1.2 Accessing the Messages Application There are several ways to access the Messages Center: Click the Home module and then click the Messages tab. The Messages application displays. By default the application displays all open ToDos) that pertain to you. You can access and manage other communication methods such as mail, fax, and queues by clicking on the panes on the right hand side of the window. Each category is further subdivided based on the status. Click the ToDos or Mail links in the left navigation pane. Click the Clinical Today module and then click ToDos in the Quick Tasks menu. 1.3 Message Center Templates You can use templates to create pre-formatted content for ToDos, faxes and mail messages. For example, you can create a standard mail message used for outgoing referrals. Any time that template is selected, the mail message is automatically populated with the text in the template. 1

6 Messages Center Module Templates are created in the Event Manager application. The Event Manager application allows operators to create templates and assign them to macros that run when certain events are triggered throughout Optum PM and Physician EMR. A Macro is a grouping of one or more templates. Macros are assigned to a specific group and Event Type. A Template is a pre-formatted body of text. Templates are assigned to a specific group and a single macro. An Event Type is an action that is triggered by a macro such as a ToDo, fax, or mail message. The Event Manager application is accessed from the Setup tab in the Administration module. 1.4 Message Center Templates You can use templates to create pre-formatted content for ToDos, faxes and mail messages. For example, you can create a standard mail message used for outgoing referrals. Any time that template is selected, the mail message is automatically populated with the text in the template. Templates are created in the Event Manager application. The Event Manager application allows operators to create templates and assign them to macros that run when certain events are triggered throughout Optum PM and Physician EMR. A Macro is a grouping of one or more templates. Macros are assigned to a specific group and Event Type. A Template is a pre-formatted body of text. Templates are assigned to a specific group and a single macro. An Event Type is an action that is triggered by a macro such as a ToDo, fax, or mail message. The Event Manager application is accessed from the Setup tab in the Administration module Using Macros On screens that have not been updated to the new Optum style, a shortcut menu has been added to the Fax, Mail and ToDo buttons, allowing you to select from a list of macros created for the event. On screens that have been updated to the Optum style, the ToDo, Fax and Mail buttons have been replaced with a single Msg Center button. Clicking the arrow next to the button launches a menu of available macros. You also have the option to create a ToDo, fax or mail message without a macro. For screens that use radio buttons or Actions menus to launch message center events, you must launch the ToDo, Fax or Mail Message first and then select the macro from inside the Message Center. 2

7 Messages Center 1.5 ToDos Creating a ToDo The ToDo application is Optum PM and Physician EMR's internal messaging system which allows you to assign administrative and patient related tasks within your practice as well as communicate with the Optum PM and Physician EMR Support team. You will know you have an open ToDo if a number appears next to the ToDo link in the left navigation pane. In the ToDo application you can review each ToDo that has been sent to you, reply to a ToDo, transfer a ToDo, take ownership of a ToDo, or close a ToDo. The application is updated in real time. Note: You cannot send a ToDo for a VIP patient unless you have the VIP Patient Access or VIP Patient Access Break Glass overrides included in your operator profile. You can upload attachments from a patient's medical record or from your local computer. You can also upload ToDo attachment to the Document Management application. Note: You cannot attach files from the patient's medical record if you select Support Center as the ToDo Type. You can launch the Chart Viewer for the patient in context from the ToDo window. When creating a new ToDo or replying to an existing ToDo, click the Chart Viewer button in the ToDo window to launch the patient s Chart Summary in a new window. The Chart Viewer button is only available in the ToDo window when a patient is in context. Note: You must have either the EHR-Mid or EHR- Provider roles or have the ToDo Chart Viewer override included in your operator profile to launch the Chart Viewer from a ToDo Creating a ToDo To create a ToDo: 1. Click the Home module and then click the Messages tab. The Messages application displays all of your open ToDo(s). 2. Click Send ToDo. The application displays the New ToDo window. 3. (Optional) From the Macro Name list, select the macro you want to use for the ToDo. (A Macro is a grouping of one or more templates that you can use to populate the ToDo with pre-formatted content.) 3

8 Messages Center Module Note: Macros and templates are created in the Event Manager application in the Administration module. 4. By default, the From list displays your name. 5. In the To list, click the required options. The To list includes the following categories described below. TO LIST OPTIONS Field Operator Queue Participant Description Enables you to select a Optum PM and Physician EMR user from your company. Enables you to select a work queue set up for the practice. This will redirect the ToDo to the queue. For example, you can send a ToDo to the Support queue and an operator in the queue will respond to the ToDo. Enables you to select a participant in the ToDo. This can be a person or a queue that participated in the ToDo. 6. If you are sending a ToDo to a patient, enter the full or partial last name of the patient in the Patient box and then click the Search icon. When the search window opens, click on the name of the patient in the search results. Tip: Click the Delete icon to remove the name from the Patient field. Click the Info icon to view the patient's contact information in the "At a Glance" patient information window. 7. By default, the Subject box displays information based on the selection in the Type and Reason lists. However, you can change the subject if necessary. 8. In the Due Date and Due Time box, enter the date and time by which the ToDo should be completed. This is important to track overdue items. 9. From the Template list, select the template you want to use. (You must select a Macro before selecting a template.) Note: Macros and templates are created in the Event Manager application in the Administration module. 10. From the Category list, select the ToDo category. 11. In the Type list, click the type of the ToDo. Note: If the ToDo created is for the Optum PM and Physician EMR Support department, select Support from the Type list and then select Support Call from the Reason list. 12. In the Reason list, click the reason for the ToDo. 13. In the Severity list, select the priority level of the ToDo. 4

9 Messages Center 14. The Status list is set to Open by default. 15. In the Duration box, enter the total time spent working on the ToDo. 16. In the content box, enter the ToDo information. You can format and spell check the note if needed. If you selected a template, this field will be automatically populated with the content in the template. 17. To attach documents to a ToDo: To link a clinical document: a. Click Link Patient Data to attach a patient document to the ToDo. The application displays the Patient Links window. b. Click one of the following: Order, Result, Referrals, Pat Education, Documents, or Prescriptions. The application displays the items in the patient's record. c. Click the checkbox next to each item you want to attach and then click Save. The application attaches the item. To link a CCD: a. Click Link Patient Data to attach a patient document to the ToDo. The application displays the Patient Links window. b. Click CCD in the Other Attachments section of the attachments pane. The application attaches the CCD. To link a Chart Summary: a. Click Link Patient Data to attach a patient document to the ToDo. The application displays the Patient Links window. b. Click Chart Summary in the Other Attachments section attachments pane. The application displays the Chart Summary setup. c. In the Chart Summary Report Setup section, select a 1 column or 2 column report format. d. In the Chart Summary Sections to Report section, select the check box next to each section of the Chart Summary you want to include or click Select All to select all of the items. Note: Click Get Chart Summary Defaults to load the default selections saved in the Chart Summary in the Medical Records module. e. In the Items to Reports section, select the checkbox next to each item you want to include. Note: Selecting the Attachments checkbox only includes attachments saved in the progress note, results and history section of the patient's medical record. f. In the Filter section, select the time period to include or select Custom and enter and enter a custom date rage. 5

10 Messages Center Module g. Click Save. The application attaches the Chart Summary. 18. Click OK. Note: If the ToDo pertains to a patient, it is saved under the Correspondence application of the Financial module, the Correspondence and Open Activities section of the patient's medical record and the ToDo Queue of everyone involved in the ToDo. Example If a provider assigns a ToDo to the front desk staff, it displays in the ToDo list of the provider and front desk person. If the task pertains to a patient it will also display in the Correspondence application of the Financial module when the patient is in context, and the Correspondence and Open Activities section of the patient's medical record. 1.6 Working with Attachments If a ToDo, Mail message or Fax contains an attachment, you can save the attached file in the Document Management application. Click the attachment name to view a preview of the file. Click the Upload Document icon to upload the attachment to the Document Management application. Click the Convert icon to convert a file or link into a PDF. This is important if you are sending the attachment to someone who cannot access Optum PM and Physician EMR. Click the Delete icon to remove the attachment. To upload an attachment to Document Management: 1. Click on the attachment name. The application opens a preview of the file in the Document Viewer. 2. Click Upload. The application displays the Edit Document Properties window. 3. (Optional) Edit the document properties as needed: a. In the Document Name field, edit the document name if needed. If this field is left blank, the name defaults to the file name. b. Select a Document Type and Sub Type. This determines where the file will be published in Optum PM and Physician EMR. A copy of the file is also saved in the Documents section of the patient's medical record. c. The Group list displays all groups to which you have access. To make the document available to a specific group, select the group name from the Group list. To make the document available to all of the groups in your company, select All from the Group list. 6

11 Messages Center d. (Optional) In the Batch field, enter a Batch ID for reference purposes. e. You cannot edit the Patient field. f. In the Provider field, select a provider to link to the file. The responsible provider must review and sign "Clinical" document types. g. (Optional) From the Encounter list, select an encounter date to which you want to link the file. h. In the Show On Chart Section field: Select Yes to display the file in the patient's Chart Summary. The Chart Summary section is determined by the type and sub-type of the document. Select No if you want the file to only publish the file in the Document Management application. i. In the Notes field, enter any notes related to the file. 4. Click Save. The application displays a confirmation dialog box if the upload was successful. 1.7 Viewing and Filtering ToDos The ToDo application displays all of your ToDos. The list of ToDos can be filtered based on the ToDo type, your participation level in a ToDo and the creation date of the ToDo. Each ToDo is assigned a priority and status Filtering ToDos When you open the ToDo application Optum PM displays all ToDos that you own by default. You can control which ToDos are shown in the list using the filters at the top of the page. Click one of the View filters to display ToDos for a specific or custom date range. From the Rows list, select the number of rows displayed in the ToDo list. Click Overdue to view all ToDos that are past their due date. From the Type list, select a specific type of ToDo to view. From the Show ToDos list, you can view ToDos you participated in and ToDos for all operators Viewing ToDos To View ToDos: 1. Access the Messages application using one of the following methods: Click the Home module and then click the Messages tab. 7

12 Messages Center Module Click ToDos or Mail in the bottom left portion of the navigation pane. Click the Clinical Today module and then click ToDos in the Tasks menu. 2. By default, the Type list displays all types of ToDos. Click a different option to view ToDos pertaining to a specific type. 3. Click the Plus icon next to a ToDo to view the details ToDo Priority Levels 1. ToDo priorities are indicated by color. TODO PRIORITY LEVELS Color Red Orange Green Blue Priority Level Critical High Medium (default) Low ToDo Statuses The panes displayed in the right-hand of the dialog box provide a summarized view of all ToDos based on the status. A ToDo can have one of four statuses as described below: TO DO STATUSES ToDo Status Open Closed Pending Closed Closed-Client Review Pending Resolution In Progress Description The initial state of a ToDo, meaning the ToDo is currently on a user's task list. It remains open until further correspondence or action is taken. The ToDo has been reviewed and requires no further correspondence or action. A ToDo, fax or mail message sent in the Pending Closed status will be automatically closed after 7 days. When an operator replies or transfers a ToDo, fax, or mail message in the Pending Closed status, the status is automatically changed to Open. Opening or editing a Pending Closed item will not change the item s status. Support has resolved the ToDo. The current owner must review the response and change the status to "Closed-Client Review." The ToDo is in process, but has not yet been resolved. Indicates that the ToDo is in progress of being resolved. 8

13 Messages Center Note: You can also view patient related ToDos when a patient is in context. Also, clicking a patient related ToDo in the list pulls the patient into context. 1.8 Managing ToDos The ToDo application is Optum PM and Physician EMR's internal messaging system which allows you to assign administrative and patient related tasks within your practice as well as communicate with the Optum PM and Physician EMR Support team. You will know you have an open ToDo if a number appears next to the ToDo link in the left navigation pane. In the ToDo application you can review each ToDo that has been sent to you, reply to a ToDo, transfer a ToDo, take ownership of a ToDo, or close a ToDo. The application is updated in real time Accessing the Message Center There are several ways to access ToDos: Click the Home module and then click the Messages tab. Click the ToDos link in the left navigation pane. Click the Clinical Today module and then click ToDos in the Tasks menu. Note: The ToDo count at the bottom of the navigation pane includes all ToDos for the operator in the following statuses: Open, Closed- Client Review, and In Progress. Taking Ownership of a ToDo 2. You can assign a ToDo to yourself by taking ownership. To take ownership of a ToDo: 1. In the My Queues section of the Message Center, click the queue that contains the ToDo you want to assign to yourself. The queue displays all outstanding ToDos. 2. In the Actions column, click the arrow next to the ToDo you want to assign and then click Take Ownership. Optum PM and Physician EMR moves the ToDo from the queue to your open ToDos Editing a ToDo To edit a ToDo: 9

14 Messages Center Module 1. In the Home module, click the Messages tab. By default, the window displays your open ToDos). 2. Select the ToDo you want to edit. Under the Actions column, click the arrow icon and then click Edit. Optum PM and Physician EMR displays the Edit ToDo dialog box. 3. Make necessary changes to the ToDo and click OK or click one of the action buttons based on what you want to do Printing a ToDo Printing a ToDo prints the entire contents of the ToDo. To print a ToDo: Open the ToDo you want to print and then click Print Transferring a ToDo To transfer a ToDo: 1. In the Home module, click the Messages tab. Optum PM displays your open ToDos). 2. In the Actions column, click the arrow icon next to the ToDo you want to transfer and then click Transfer. Optum PM displays the To Do(s)-Transfer Details dialog box displays. 3. By default, the From list displays your name and cannot be edited. 4. By default, the To list displays Self. Click a different user to transfer the ToDo to base on your requirements. 5. By default, the Type and Reason lists displays the selections made when creating the ToDo. Note: If the ToDo is associated with the patient, the patient name displays in the Patient box. 6. By default, the Subject box displays information based on the selection made when creating the ToDo and cannot be edited. 7. By default, the Priority list displays Medium. If necessary, change the level of importance of the ToDo. 8. By default, the Status list displays Open. If necessary, change the status of the ToDo. 9. In the Due Date and Due Time box, enter the date and time to complete the ToDo. 10. In the Transfer Notes box, enter a note to the person the ToDo is transferred. 11. Click Send Replying to a ToDo To reply to a ToDo: 1. In the Home module, click the Messages tab. Optum PM displays your open ToDos. 10

15 Messages Center 2. In the Actions column, click the arrow icon next to the ToDo and then click Reply. Optum PM displays the ToDos-Reply dialog box. 3. By default, the From list displays your name and cannot be edited. 4. From the To list, select the operator to whom you want to transfer the ToDo. The field is set to Self by default. 5. The Category, Type and Reason fields display the selections made when the ToDo was created. 6. By default, the Subject box displays information based on the selection made when creating the ToDo and cannot be edited. 7. By default, the Priority list displays Medium. If necessary, change the level of importance of the ToDo. 8. The Status list is set to Open by default. You can change the status if needed. 9. In the Due Date and Due Time box, enter the date and time to complete the ToDo. 10. In the Reply Notes box, enter a note about the ToDo. 11. Click Send Closing a ToDo To close a ToDo: 1. In the Home module, click the Messages tab. Optum PM displays your open ToDos. 2. In the Actions column, click the arrow icon next to the ToDo you want to close and then click Close. Optum PM displays the Close ToDo window. 3. Click Close. 4. In the Duration box, enter the time spent to complete the ToDo. 5. In the Close Notes box, enter any additional comments about the ToDo. 6. In the Status list, click Close to mark the ToDo as complete or click Closed-Client Review to indicate to the person to close the ToDo if satisfied with the response. 7. Click Close. Note:The ToDo is removed from the list only when the status is set to "Closed." Viewing the ToDo Log To view the ToDo log: 1. In the Home module, click the Messages tab. Optum PM displays your open ToDos. 2. Select the ToDo you want to view. Under the Actions column, point to the arrow icon and then click Show Log. The ToDo Log dialog box displays with a list of actions pertaining to the ToDo. Tip: You can also open a ToDo and click Log to display the ToDo log. 11

16 Messages Center Module 1.9 Queue Viewing Queues Queues are used to organize and group ToDos, mail and faxes in the Messages Center. Queues helps manage tasks more efficiently by allowing you to route ToDos to a group than to one individual. At the top of each queue is a set of filters you can use to sort ToDos, mail messages and faxes. Optum PM and Physician EMR provides a several global queues, such as the Support and Mail queue. But you can also create custom queues for your company for routing ToDos or sending and receiving faxes. Queues are created in the Queues application in the Administration module. To view queues: 1. Click the Home module and then click the Messages tab. 2. The My Queues section at the right side of the window displays all of your queues. The number next to each queue indicates the number of pending ToDos in the queue. 3. Click the specific queue you want to access. By default, the queue displays all outstanding To Dos. 4. By default, the Type list displays All. Click a different type such as questionnaires, refill requests or phone messages. 5. From the Status list, click the status of the ToDo. All ToDos that match the selected type and status display. The options in the Status list are described below. QUEUE STATUSES Status Open Closed Description Indicates the initial state of a ToDo, meaning the ToDo is currently in a queue. It remains open until further correspondence or action is taken. Indicates a ToDo that is reviewed and requires no further correspondence or action, meaning completed. 12

17 Messages Center QUEUE STATUSES Status Closed-Client Review In Progress Description Indicates that the current owner must review the response and change the status to "Closed-Client Review" if satisfied. This status is used to monitor the progress of a ToDo assigned to a queue. Note: By default, the queue displays all ToDos that are outstanding. To filter ToDos in the queue based on the age, click the Last 7 days, Last month, Last 6 months or the Custom tab. The Custom tab enables you to enter a date range to view ToDos for a specified time period. In addition, you can also view ToDos that are overdue by clicking Overdue. Overdue ToDos are based on the due dates you set for the ToDos to be completed Mail Creating a New Mail Message The Mail application allows you to communicate electronically with staff members, providers in your Provider Portal and patients activated in the Patient Portal. The mail feature works the same as other applications enabling you to open, view, create, send and receive, and delete messages. In addition, you can link attachments such as patient encounter notes, documents, results, referrals and authorization forms, set priorities and more Mail Message Templates You can use templates to create pre-formatted content for mail messages. For example, you can create a standard mail message used for outgoing referrals. Any time that template is selected, the mail message is automatically populated with the text in the template. Templates are created in the Event Manager application in the Administration module. To Create a New Mail Message: 1. Click the Home module and then click the Messages tab. The Messages Center opens and displays all of your open ToDos). 2. Click Send Mail. The application displays the Message dialog box. 3. (Optional) From the Macro Name list, select the macro you want to use. (A Macro is a grouping of one or more templates that you can use to populate the with pre-formatted content.) Note: Macros and templates are created in the Event Manager application in the Administration module. 13

18 Messages Center Module 4. (Optional) From the Template list, select the template you want to use for the mail message. The application populates the Notes field with the content from the template. (You must select a Macro before selecting a template.) 5. By default, the From list defaults to the operator creating the mail message and cannot be edited. 6. In the To field, click the Search icon. Optum PM and Physician EMR opens the Select Operators dialog box. 7. Address the message to one more recipients using one of the following options: To send the message to a group, select the group from the Distribution list. Select the checkbox next to one or more people on the My Company tab. To search for an operator, enter the person's name in the Name Search box and click Go. To send a message to a provider in your Provider Portal, click the Provider Portal tab and select the checkbox next to the provider(s) name. To send a message to a patient registered in the Patient Portal, click the Patient tab and then select the checkbox next to the patient's name. 8. Click Select. The application closes the Select Operators dialog box. 9. If a patient is in context, the patient name displays in the Patient box. However, you can also send a mail message about a different patient by clicking the Search icon. Note: To delete a patient from the list, click the Remove Patient icon. 10. In the Subject box, enter the subject of the mail message. However, if the patient is in context when creating a new mail message, the patient name displays in the Subject box. 11. By default, the Priority list displays Medium. However, you can change the priority of the mail message if necessary. 12. To attach a patient document to the mail message: To link a clinical document: a. Click Link Patient Data to attach a patient document to the ToDo. The application displays the Patient Links window. b. Click one of the following: Order, Result, Referrals, Pat Education, Documents, or Prescriptions. The application displays the items in the patient's record. 14

19 Messages Center c. Click the checkbox next to each item you want to attach and then click Save. The application attaches the item. To link a Chart Summary: a. Click Link Patient Data to attach a patient document to the ToDo. The application displays the Patient Links window. b. Click Chart Summary in the Other Attachments section attachments pane. The application displays the Chart Summary setup. c. In the Chart Summary Report Setup section, select a 1 column or 2 column report format. d. In the Chart Summary Sections to Report section, select the check box next to each section of the Chart Summary you want to include or click Select All to select all of the items. Note: Click Get Chart Summary Defaults to load the default selections saved in the Chart Summary in the Medical Records module. e. In the Items to Reports section, select the checkbox next to each item you want to include. Note: Selecting the Attachments checkbox only includes attachments saved in the progress note, results and history section of the patient's medical record. f. In the Filter section, select the time period to include or select Custom and enter and enter a custom date rage. g. Click Save. The application attaches the Chart Summary. To link a CCD: a. Click Link Patient Data to attach a patient document to the ToDo. The application displays the Patient Links window. b. Click CCD in the Other Attachments section of the attachments pane. The application attaches the CCD. 13. In the Notes box, enter the message and format the information if necessary. 14. Click Save Draft to save the message and send later or click Send to send the mail message to the selected operators Creating a Distribution List A distribution list is a collection of contacts. It provides an easy way to send mail messages to a group of people. A mail message sent to a distribution list goes to all recipients in the list. To create a distribution list: 1. Click the Home module and then click the Messages tab. The Messages Center opens and displays all of your open ToDos). 2. Click Send Mail. The application displays the Message dialog box. 15

20 Messages Center Module 3. Select the checkbox next to each person you want to add to the distribution list. 4. Click the Save icon. The application displays a dialog box. 5. Enter a name for the distribution list in the dialog box and then click OK. To delete a distribution list: 1. In the Distribution list, select the list you want to delete. 2. Click the Delete icon. Note: To remove specific operators from the list, click to clear the checkbox pertaining to the operator and then save the list again Managing Mail Messages The Mail application is similar to any standard application and allows you to send, receive, organize and reply to mail messages. Note: If you want a task to be completed by a specific person, you must send a ToDo and not a mail message Accessing Mail Messages There are two ways to access your mail: In the Home module, click the Messages tab and then click the Inbox link below the My Mail section on the right side of the window. The number next to the Inbox indicates the total number of unread mail messages. Click the Mail link at the bottom of the left navigation pane. The number displayed indicates the number of unread messages in your inbox. 16

21 Messages Center Viewing Mail Messages The Mail application displays all mail messages sent to you. A mail message is used as a method of sharing information and does not require a return action. The functionality is similar to any other application such as Outlook or Outlook Express. The inbox is easy to customize: Click any of the column headings to sort the messages in the inbox by Priority, Subject, Date, etc. Click the filters at the top of the page to view mail messages based on the time period (last 7 days, last month, etc.) or click the Custom tab to enter a specific date range. Click the Rows list to select the number of messages to displays. To view mail messages: 1. Access your mail messages. 2. Click on the plus sign + next to the message to quickly review the message thread without opening the message. Click the minus sign to close the thread. 3. To open the mail, either click on the Subject line or point to the arrow icon in the Actions column and then select Open. Optum PM and Physician EMR opens the message. After the mail message is opened, you can reply, forward or delete the mail message Moving Mail Messages You can move mail messages to the Inbox, Sent, Draft and Deleted folders. 17

22 Messages Center Module To move a mail message: 1. Access your mail messages. 2. Select the mail message to move. In the Actions column, point to the arrow icon and then click Move To Folder. Optum PM displays the Select Folder dialog box. 3. Click on the folder to which you want to move the mail message. Optum PM and Physician EMR moves the mail to the selected folder Replying to a Mail Message To reply to a mail message: 1. Access your mail messages. 2. Select the mail message you want to reply to and do one of the following: To reply to only the sender, point to the arrow icon in the Actions column and then click Reply. To reply to all of the recipients, point to the arrow icon in the Actions column and then click Reply to All. 2. Type the reply message and then click Send Forwarding a Mail Message Forwarding allows you to send the original mail message to a new recipient. To forward a mail message: 1. Access your mail messages. 2. Select the mail message to forward. 3. In the Actions column, point to the arrow icon and then click Forward. Optum PM displays the Forward Message window. 4. In the To field, click the search icon. Optum PM and Physician EMR displays the Select Operator dialog box. 5. Select the checkbox next to each person to whom you want to forward the message or select a group from the Distribution list and then click Select. Optum PM and Physician EMR closes the Select Operators dialog box. 6. Click Send. Optum PM and Physician EMR forwards the message to the selected recipients Deleting a Mail Message To delete a mail message: 1. Access your mail messages. 2. Select the mail message you want to delete. 18

23 Messages Center 3. In the Actions column, point to the arrow icon and then click Delete. Optum PM and Physician EMR deletes the message from the list. Tip: You can view deleted messages by clicking the Deleted link under My Mail Working with Attachments If a ToDo, Mail message or Fax contains an attachment, you can save the attached file in the Document Management application. Click the attachment name to view a preview of the file. Click the Upload Document icon to upload the attachment to the Document Management application. Click the Convert icon to convert a file or link into a PDF. This is important if you are sending the attachment to someone who cannot access Optum PM and Physician EMR. Click the Delete icon to remove the attachment Fax Faxing Set up Optum PM and Physician EMR uses MyFax technology from Protus to provide a secure e-faxing fax solution that allows you to send and receive faxes online, right from Optum PM and Physician EMR. You can set up e-faxing for your practice in a few easy steps: Create a MyFax account Configure your My Fax Account Create a Optum PM and Physician EMR Fax Queue Add the Fax Queue to your operator's profiles Fax Setup Options If you have an existing fax number you have two options: Add a MyFax number as an additional fax line (Recommended) Select this option if you want to retain the use of your fax machine in addition to e-faxing from Optum PM and Physician EMR. This option allows you send and receive faxes from the original fax number assigned to your fax machine as well as send and receive faxes electronically in Optum PM and Physician EMR using your new MyFax number. Additionally, you can manually transfer your existing fax machine number to your new MyFax number through your telephone company. This means that all inbound faxes to your fax machine 19

24 Messages Center Module will be received electronically in Optum PM and Physician EMR. However, you can still send outbound faxes from your fax machine as well as from Optum PM and Physician EMR. Transfer your existing fax number to MyFax Select this option if you want to discontinue use of your fax machine and send/receive all faxes electronically in Optum PM and Physician EMR Creating a MyFax Account You must create a MyFax account and then have your fax number linked to Optum PM and Physician EMR before you can begin faxing. After creating an account, you will receive a user ID number, fax number and a temporary password via . Contact the following MyFax representative to set up your account: Richard Solomon Ext After receiving a user ID and temporary password from MyFax, proceed to Configuring your MyFax Account Configuring your MyFax Account All of your incoming and outgoing faxes are securely stored in the Optum PM and Physician EMR Messages Center. However, your MyFax account is also set up, by default, to store all of your faxes. After you receive a MyFax user ID and temporary password, you must log in to MyFax and disable the fax storage option for your account. To configure your MyFax account: 1. Open an internet browser window and go to 2. Click Login in the upper right corner of the page. MyFax displays the login page. 3. In the Login ID box, enter your MyFax User ID number or the Fax Number you received from MyFax. 4. In the Password box, enter the temporary password you received from MyFax and then click Login. 5. Follow the on-screen instructions to change your temporary password. Next step: Creating a Fax Queue Creating a Fax Queue After creating and configuring your MyFax account, you must create a fax queue in Optum PM and Physician EMR. The fax queue is an inbox where faxes are sent and received for a particular fax number. You need your MyFax User ID number and password to create a fax queue. Warning! 20

25 Messages Center You can only use your fax number in one fax queue. Do not create multiple queues using the same MyFax fax number. To create a Fax Queue: 1. In Optum PM and Physician EMR, click the Administration module and then click the Queues link in the General section of the System Administration menu. Optum PM and Physician EMR opens the Queues application. 2. Click Add New Queue. Optum PM displays the Queue Details fields in the lower pane of the screen. 3. In the Queue Name box, enter a name for the queue. 4. From the Group list, select the group for which you are creating a queue. 5. In the Fax Account box, enter your MyFax User ID number. This is the ID number you received from MyFax. 6. In the Fax Password box, enter your MyFax password. This is the password you created when you configured your MyFax account. Do not use the temporary password you received in the MyFax registration In the Fax Number box, enter your MyFax fax number. 8. Click Save. Optum PM and Physician EMR adds the queue to the Queues list. Next Step: Adding a Fax Queue to an Operator's Profile Adding a Fax Queue to an Operator's Profile Operators cannot access the fax queue until the queue is added to their operator profile. After adding the queue to an operator's profile, the queue will be visible when the operator opens the Messages Center as illustrated below: To add a fax queue to an operator's profile: 1. Click the Administration module and then click Operators & Roles under the Security section of the System Administration menu. Optum PM displays the Group Operators list. 2. Click on the name of the operator to whom you want to add a queue. Optum PM displays the operator's profile in the lower frame of the screen. 21

26 Messages Center Module 3. In the ToDo Queues field, click the search button. Optum PM displays the Operator Queue Access dialog box. 4. Select the check box next to each queue you want the operator to access and then click OK. Optum PM and Physician EMR adds the queues to the ToDo Queues box. 5. Click Save. Optum PM and Physician EMR updates the operator's profile. The new queue will now appear in the operator's Messages Center. 6. Repeat steps 2-5 for each operator you want to add to the fax queue. 7. You are now ready to begin faxing. Note: You must receive a confirmation from Protus that your MyFax number has been linked to your Optum PM and Physician EMR account before you can begin faxing Checking Faxing Activity You can log in to your MyFax account to view the faxing activity on your account, including the total number of incoming and outgoing faxes. To check faxing activity: 1. Open an internet browser window and go to 2. Click Login in the upper right corner of the page. MyFax displays the login page. 3. In the Login ID box, enter either your MyFax user ID, fax number, or address. 4. In the Password box, enter your password. 5. Click Login. MyFax displays your MyFaxCentral account page. 6. MyFax displays your fax usage for the month on the right side of the page Sending and Viewing Faxes Optum PM and Physician EMR has integrated MyFax technology to enable secure online faxing. Optum PM and Physician EMR automatically generates a cover sheet for faxes. The cover sheet displays the name, address and phone number of the fax sender and recipient, the date and any text entered in the Notes box when the fax was created. You have the option not to include the cover sheet Viewing Faxes To view faxes: Click the Fax link in the left navigation pane. The number indicates both the new faxes you received and any faxes that failed transmission. Click the Home module and then click the Messages tab. Click the fax queue in the menu on the right side of the page. 22

27 Messages Center Fax Statuses FAX STATUSES Status Open In Progress Received Open Received Closed* Sent In Progress Sent Rejected Sent Confirmed* Closed* Description Indicates the initial state of a Fax. It remains open until further correspondence or action is taken. Indicates that the fax is in progress of being resolved. The fax has been received and requires further action. The fax has been received and closed. The fax has been sent, but has not been confirmed as received or rejected by the recipient. The fax has been sent and rejected by the recipient. The fax has been sent and received by the recipient. Fax has been reviewed and requires no further action. Closed-Client Review Indicates that the Support Department has resolved and closed the fax. * Faxes with these statuses are not included in the total fax count Sending a Fax You must set up a My Fax account to send faxes from Optum PM and Physician EMR. To send a fax: 1. Click the Home module and then click the Messages tab. The Messages application displays all of your open ToDos. 2. Click Send Fax. Optum PM displays the New Fax dialog box. 3. (Optional) From the Macro Name list, select the macro you want to use for the fax. (A Macro is a grouping of one or more templates that you can use to populate the fax with pre-formatted content.) Note: Macros and templates are created in the Event Manager application in the Administration module. 23

28 Messages Center Module 4. (Optional) From the Template list, select the template you want to use for the fax. The application populates the Notes field with the content from the template. (You must select a Macro before selecting a template.) 5. In the To box, type the fax number. You can also select a fax number from your contact list: a. Click the Search icon next to the To field. Optum PM displays the Select Contact dialog box. b. Select the checkbox next to the contact to whom you want to send a fax. c. Click Select. 6. In the From box, click the queue name. A response to this fax will be saved in the same queue. 7. If a patient is in context, their name appears in the Patient box by default. However, you can also select a different patient by clicking the Search icon. Note: To remove the patient from the Patient box, click the Remove icon. 8. In the Subject box, enter the subject of the fax. 9. Select the checkbox next to Include Cover Sheet if you want to include the standard cover sheet with your fax. Clear the checkbox is you do not want to include a cover sheet. 10. In the Notes box, enter the message and format the text as needed. The text entered here will be displayed on the fax cover sheet. 11. To add a document to a fax: To link a clinical document: a. Click Link Patient Data to attach a patient document to the ToDo. The application displays the Patient Links window. b. Click one of the following: Order, Result, Referrals, Pat Education, Documents, or Prescriptions. The application displays the items in the patient's record. c. Click the checkbox next to each item you want to attach and then click Save. The application attaches the item. To link a CCD: a. Click Link Patient Data to attach a patient document to the ToDo. The application displays the Patient Links window. b. Click CCD in the Other Attachments section of the attachments pane. The application attaches the CCD. To link a Chart Summary: a. Click Link Patient Data to attach a patient document to the ToDo. The application displays the Patient Links window. 24

29 Messages Center b. Click Chart Summary in the Other Attachments section attachments pane. The application displays the Chart Summary setup. c. In the Chart Summary Report Setup section, select a 1 column or 2 column report format. d. In the Chart Summary Sections to Report section, select the check box next to each section of the Chart Summary you want to include or click Select All to select all of the items. Note: Click Get Chart Summary Defaults to load the default selections saved in the Chart Summary in the Medical Records module. e. In the Items to Reports section, select the checkbox next to each item you want to include. Note: Selecting the Attachments checkbox only includes attachments saved in the progress note, results and history section of the patient's medical record. f. In the Filter section, select the time period to include or select Custom and enter and enter a custom date rage. g. Click Save. The application attaches the Chart Summary. 12. Click Send. Optum PM and Physician EMR sends the fax Resending a Fax If a fax fails transmission, you can open the fax and resend it. The failed fax will retain any attached documents and the operator can edit the To, From, and Subject fields as needed. To resend a fax: 1. In the Messages Center, click on the fax that failed transmission. The application opens the fax. 2. Edit the To, From, and Subject fields as needed. 3. Click Resend. The application sends the fax Editing an Attachment To edit an attachment: Click the Upload Document icon to upload the attachment to the Document Management application. Click the Convert icon to convert a file or link into a PDF. This is important if you are sending the attachment to someone who cannot access Optum PM and Physician EMR. Click the Delete icon to remove the attachment. 25

30 Messages Center Module Creating a Fax Contact List To create a contact list: 1. Click the Home module and then click the Messages tab. The Messages application displays all of your open ToDos. 2. Click Send Fax. Optum PM displays the New Fax dialog box. 3. Click the Search button next to the To field. Optum PM displays the Select Contact dialog box. 4. In the Fax Number box, enter the contact's fax number. 5. In the Contact Name box, enter the contact's name. 6. Click the Add icon next to the contact's name. Optum PM and Physician EMR adds the contact to the list. Note: To delete a contact from the To box, click the Remove icon. 26

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