Set Up and User Guide Version 3.2.2 Updox, LLC support@updox.com 614-547-9635
Table of Contents Creating and Managing Internal Updox Users... 3 How to Send and Receive Faxes... 4 How to Import Files into the Updox Workspace... 5 How to Edit Images and Documents... 6 Patient Portal Settings... 9 Sending a Message / Document to a Patient... 11 How to Build Patient Forms... 12 Creating and Managing Patient Accounts... 15 2
Creating and Managing Internal Updox Users To manage existing users and create new ones choose ADMIN from the main navigation bar and select MANAGE USERS. This will bring up the MANAGE USERS dialogue box. You will see existing practice administrators and regular users on the left hand side of the box. To edit an existing user click on the name of the user to show their current selections and options. Features include: Change user name and password Set current time zone Create an NHIN DIRECT email address o To create your NHIN direct email type in your desired name into the box and click on the SAVE button. Your new email address will be the name you entered @direct.myupdox.com. o What is the DIRECT Project? The Direct Project develops specifications for a secure, scalable, standards-based way to establish universal health addressing and transport for participants (including providers, laboratories, hospitals, pharmacies and patients) to send encrypted health information directly to known, trusted recipients over the Internet. The Nationwide Health Information Network (NHIN) is a set of standards, services and policies that enable secure health information exchange over the Internet. Can view Practice items this allows the user to see all practice items in the workspace Active Activate or disable a user account Admin Allows user to access the ADMIN menu from the navigation bar Account Holder the account holder is the first person who has been set up in the portal 3
How to Send and Receive Faxes Receiving Faxes It is easy to receive faxes into the Updox workspace once you have ported your existing fax number to Updox or use a local / 800 number provided during your account registration. If your fax number is not portable and you wish to keep it, you can call forward from your existing number to your new Updox fax number. You can find your Updox fax number by clicking on the ADMIN tab on the main navigation bar. Choose PRACTICE PROFILE from the menu list. Your Updox fax number will be listed at the bottom of the Basics Tab. Faxes will automatically begin coming into the Inbox of the Updox workspace as they are sent from third parties to your existing number or the one provided by Updox during registration. Sending Faxes To send a fax, click the SEND ITEM button to the left of the document you would like to send to a third party. This will bring up a new dialogue box showing the pages you have selected to be faxed out of Updox. Next, enter the fax number of the contact you would like to send to. You can select the SEND FAX TO or ADD CONTACT FOR option below the number you entered in the box. Once you select SEND FAX TO, the fax cover sheet page will be displayed below the fax number. You can enter a title and instructions which will be included in the fax cover page. You also have additional delivery options to choose from: Send Cover Sheet check the box to include a cover sheet with your fax Send Comments This box allows you to include History of correspondence with your fax Send Paper and Allow Online Access This option will send a paper fax to the recipient and also provide instructions and a code on the cover sheet to download the fax as a PDF from your patient portal web site Just Online This option will only send a cover sheet with instructions and a code to download the fax as a PDF from your patient portal Just Paper This option will only send a paper fax and not allow online access 4
How to Import Files into the Updox Workspace In addition to receiving faxes, there are several ways to upload files, documents, and images into the Updox Workspace. These include: ADD FILE Choose ACTIONS from the main navigation bar and select ADD FILE. Once you select the ADD FILE choice, a dialogue box will appear allowing you to search your files on your computer. Choose a document to upload to the Updox workspace. DRAG AND DROP You can drag and drop any file from your desktop into the Updox workspace. Simply click and hold on the document and drag it over the Updox workspace. The window will turn black and say Drop files to Upload. Release the mouse and the file will begin to upload. PRINT DRIVER You can print from any application on your computer, including Updox, Outlook, Microsoft Word, or any web browser directly into the Updox workspace. Choose the PRINT function from any application and choose Updox from the drop down menu. UPDOX AUTO-UPLOAD FOLDER From the ACTIONS tab on the main navigation menu you can choose the OPEN AUTO-UPLOAD FOLDER from the drop down menu. Once the file menu appears you can create a SEND TO UPDOX shortcut on your computer desktop. You can drag and drop any file into this folder and it will be automatically be uploaded into the Updox Portal Workspace. (Note: many practices will point their scanner at this folder to directly scan in documents to be automatically uploaded into the workspace.) CAPTURE SCREENSHOT From the ACTIONS tab on the main navigation menu you can choose the CAPTURE SCREENSHOT from the drop down menu. A gray box will appear and can be moved and resized over the content of any application. Once you are satisfied with your selection click on the OK button at the bottom of the window. This will automatically upload the color image you selected into the Updox workspace. 5
How to Edit Images and Documents From the workspace Inbox click on any image to view the document. In this window you can rotate and flip the documents if they are sideways or upside down. EDIT IMAGE To edit an image click on the EDIT button in the upper left corner of the screen. This will open the Image Editor for the document you are viewing. Image Editor Menu Bar There are several options in the Menu Bar including: File Add a Page, Add a Screen Capture, Print, Save (CTRL-S), or Close (CTRL-X) the document Edit Copy (CTRL-C) or Undo (CTRL-X) View - Zoom In (CTRL-Equals) or Zoom Out (CTRL-Minus) Send Saves your changes and opens the Send Item window Save Save your changes, making any annotations a permanent part of the image / document Undo Reverses your previous action Bold Bold text Italics Italicize text Font Choose a font style, font size, and font color Line Weight Choose the thickness for any line drawn on the document Line Color Set the color for any lines or shapes added to the document Fill Color Set the fill color for any shapes added to the document Zoom Increase or decrease the viewing size of the document Bring to Front move currently selected annotations in front of other annotations Move to Back move currently selected annotations behind other annotations 6
Here is a sample document which has been marked up using the image Editor: 7
Image Editor Toolkit The image editor toolkit is located on the left side of the image editor window and offers several choices to annotate documents. These tools include: Select Select one of more annotations to move or resize Date/Time Adds current date and time to the document Pencil Add a free form line Highlighter Add a yellow highlight box Rectangle draw a rectangle with sharp corners Ellipse Draw an elliptical annotation Arrow Draw an arrow Image Add a sizable image to the page Signature Add a pen based signature Text Place a text annotation on the page Check Mark Add an X to the page Redact Black out information Round Rectangle Add a rectangle with rounded corners Line Draw a straight line Free Shape Draw a free form, filled shape on the page 8
Patient Portal Settings There are several settings for the Updox Patient Portal to customize the user experience for the patients who join and visit the portal. You can find the patient portal settings by accessing the PORTAL tab on the main navigation bar. Choose PATIENT PORTAL from the menu list. Once you have selected the Portal Profile you will see several settings to choose from including: GENERAL Tab Enable Practice Portal This is checked by default and allows the patient portal web site to be accessed over the Internet. Web Address This is the web site that patients will go to for sign in and to access the patient portal. (Please note: Must start and end with a letter or number, and contain only letters, numbers, or dashes - cannot contain spaces or any other special characters) Name Displayed This name is displayed on the patient portal home page. 9
Enable Message Read Notifications If checked, a confirmation message will be sent to the practice workspace each time a patient views a message. Allow Patients to Create New Messages This will allow patients to create messages which will be delivered to the workspace. Allow Patients to Reply to Messages This will allow patients to reply to messages and documents sent from the practice workspace. Allow Patients to Fill Out Forms This will allow patients to fill out forms created by the practice. All form data will be received in the practice workspace. Allow Patients to view CCR / CCD Records This will allow patients to view and download their Continuity of Care Record (CCR) and Continuity of Care Document. ABOUT US Tab (The Practice Name and Address will be shown by default) Show Contact Info Checking this box will display the practice contact information on the home page of the portal. Show our Work Number Displays the work phone number on the web site Show our Fax Number Displays the practice fax number on the web site Show our Email Address Displays the practice email address on the web site Include Additional About Us Content Checking this box will enable a text box to type in additional content about the practice. HOURS Tab Show our Hours Check this box to show the hours your practice is open We are Open Check the days of the week your practice is open and use the slider to set the hours of operation each day. EMAIL MESSAGES Tab This tab contains the details of the emails sent to the patients when an account has been created for them and each time a new message has been sent to the portal for them. Include Additional New Account Text If you would like to customize the new account welcome message to your patients, enter the content into the text editor and click on SAVE. Preview Email These buttons will allow you to view the contents of the New Account and New Message emails which are sent to your patients. Include Additional New Message Text If you would like to customize the new message to your patients, enter the content into the text editor and click on SAVE. 10
Sending a Message / Document to a Patient Compose a Message To send a new message to a patient, choose the COMPOSE button from the main screen or press CTRL + N. This will bring up a New Item window. First you need to select a patient to send the message to by typing a first or last name in the Relate to Patient box. Once you have selected a patient, click on the SEND TO PORTAL button. You can enter a subject for your message and add text to the message body. You can also set an alert to be notified in the Workspace if the patient has not viewed the message within a specific timeframe. You can also add attachments using the ATTACH button in the upper right hand corner of the window. Once your message is ready, you can click on the SEND button in the upper left hand corner of the window to deliver it to the patient. Sending a Document / Image to a Patient In addition to sending a message, you can also send documents and images to patients via the portal. From the inbox, select the document you would like to share with the patient and click on SEND ITEM on the left hand side of the document. This will bring up a New Item window. First, you need to select a patient to send the message to in the Relate to Patient box. Once you have selected a patient, click on the SEND TO PORTAL button. You can 11
enter a subject for your message and add text to the message body. You can also set an alert to be notified in the Workspace if the patient has not viewed the message within a specific timeframe. Once your message is ready you can click on the SEND button in the upper left hand corner of the window. How to Build Patient Forms You can build forms for your patients to complete in the Patient Portal with the easy-to-use Form Builder. To access the Form Builder, choose ADMIN from the main navigation bar and select MANAGE FORMS. To start a new form click on the NEW button in the lower left corner of the screen. First, provide a title for the new form. Next, click on the options boxes that apply to the form. Active If you would like to show the form in the portal check the active box Public if you would like to form to be available on the portal web site prior to logging in with a user ID and password. 12
Adding Fields to the Form Click on ADD A FIELD to bring up the Field Properties Box. Every field on the form can be made mandatory by selecting the REQUIRED check box. If any field is not filled out that is required the patient will not be able to submit the form and will see a Red message box indicating which fields need to be completed. There are multiple types of fields which can be added to your form, including: Single Line Text This field will display a single line text box Multi-Line Text This field will display a multiple line box Date Picker This will show a calendar for patients to choose a date Label / Instructions This field will display any text contained in it Section Heading This field will display labels in large bold font with a solid line below for a section of the form Spacer This field will insert a line break between fields Check Box This field will include a box which can be selected by the patients Drop Down List This field will let you create a drop down list with unlimited items 13
Radio Button List This field will let you create a radio button list where your patient can only choose one option to select Check Box List This field will create a list of items which can be checked by the patient Managing Fields in a Form Once you have created fields in your form you can also perform other functions including: Edit a Field To edit a field click on the Pencil icon to the right of the field Delete a Field To delete a field click on the Red Circle icon to the right of the field Change Field Order To move a field click and hold the mouse on the grey circles and drag the field to its desired order in the form 14
Creating and Managing Patient Accounts Creating Patient Accounts To create a new patient account choose ACTIONS from the main navigation bar and select ADD NEW CONTACT. This will bring up the NEW PATIENT dialogue box. Fill in relevant demographic information for the patient and click on the SAVE button. Please note if you want a patient to receive their account information automatically an email address is required in their account. Managing Patient Accounts To manage existing patient accounts choose TOOLS from the main navigation bar and select ADDRESS BOOK. This will bring up the ADDRESS BOOK dialogue box. Type in the name of the patient you wish to edit and hit return. This will bring up all matching accounts to the search term. Click on the name of the patient to bring up their record in a new dialogue box. From this box you can perform the following tasks: Modify patient demographics You can edit and add demographic information from the BASIC and DETAILS tabs. Modify portal information You can change a patient s user ID and reset their password. Please note for security purposes you cannot view a patient s current password. Opt Out - You can opt-out a patient from receiving future portal messages. Manage inbox You can delete messages in the patient s inbox Workspace Items You can view and resend messages in the patient s inbox, sent items, and archived items. 15