RightFax WellMed s Electronic Fax Service Step Action Result

Transcription

1 RIGHTFAX INTRODUCTION Objectives: Explain the benefit of using an electronic fax system. Be able to open and manipulate a RightFax from the RightFax utility box. Be able to fax a document from a desktop or file. Add his/her personal information to a cover sheet. What is an electronic fax system? An electronic fax system: Accepts incoming faxes in an electronic form. Converts the faxes to PDF for viewing and saving. Sends outgoing faxes from electronic documents on your desktop or in your files converting them to PDFs and sending them to remote faxes. Why do we use an electronic fax system? WellMed uses an electronic fax system in order to be: Financially responsible through: Decreased at-the-fax wait time for staff. Decreased fax maintenance and costs. Decreased archive space to save all of the materials that we have faxed in and out. Decreased use of paper Environmentally sensitive through: Reduced use of consumable resources. Attentive to HIPAA Benefits through: Decreased volume of lost documents which could expose HIPAA information. Ability to attach electronic documents which allows us to eliminate the volume of papers sitting in files on our desks or throughout the building, which also increases HIPAA security. 1 of 8

2 RightFax Utilities WellMed uses RightFax Utilities as our e-fax application. There are multiple RightFax boxes all with a unique fax number. Users are given permissions to utilize specific RightFax boxes. Permissions are sometimes referred to as rights or access. ACCESSING RIGHTFAX FAXES There are two ways of reviewing RightFax faxes: 1. In a RightFax box (aka RightFax Utility or RightFaxUtil) 2. Through an Outlook address that automatically gets the faxes from RightFax. What does RightFax look like and how do you know you have RightFax? RightFax Utility If you have RightFax utility on your windows task bar there will be an icon that looks like a printer. RightFax Outlook Mailbox On your Outlook Mailbox, there will be a group mailbox The group mailbox will be identified by a box that has multiple folders in it as opposed to a personal which just has a letter in a single folder. Working with an Outlook RightFax Mailbox Faxes from Outlook Opening from Outlook Works like any other PDF document: Can be forwarded via using standard Outlook commands. Can be faxed using RightFax. Can be saved to a shared drive or the user s desktop using standard Outlook commands. Are automatically time-stamped. Opening RightFax Utility 1 Click the RightFax Utility icon. The RightFax Utility menu 2 of 8

3 2 Select the FaxUtil menu option. The RightFax FaxUtil window opens. 3 In the left panel of the RightFax FaxUtil window, open your destination folder if it does not automatically open. Set-up of the Inbox The fax list displays in the right panel. There are two main ways that mailboxes are structured: Clinic folders (or some other business aggregation) For example: One for each designated market. Personalized folders One for each staff member. o If you have a personal folder, you must set up delegates. Reason: If you are not at the office, then one of your teammates can manage your fax box so that the faxes are not sitting idle and unmanaged. o All of your team members are delegates for your box. Add a Delegate to your Inbox 1. Highlight your folder. Whatever folder is highlighted is where the delegates are added. 2. Select the Tools menu. The submenu 3. Select the Delegates menu option. The Delegates window opens. 4. In the Available User list in the left panel, click to highlight the person to be added as a delegate. The names listed in this panel represent people who have permission to that particular main box. 5. Click the double arrow (>>) to move the person s name to the Current Delegates panel, right-side, top. Current Delegates are people who are already granted permission to view the folders in the main box. The name is highlighted. The name moves to the Current Delegates panel. 6. Click the Role drop-down menu. The Role drop-down menu 7. Select the Role menu option. Make sure whoever you assign as a Delegate has an Editor role. The role is highlighted. 8. Click OK. The Delegate is assigned. Note: Repeat this procedure for each person to be added. RightFax Utility Help Menu 3 of 8

4 The RightFax Help menu is located on the top menu in the Utilities box. Clicking Help opens the help menu and reading pane. The Table of Contents is on the left. Highlighted content is displayed on the right. Exit Help by clicking the red X in the top-right corner In the top menu bar, click Help. Select the Contents menu option. In the left panel, locate and select the topic you want to review Working on an Incoming Fax The Help menu The Help window The contents display in the right panel. Work on a fax using the following tools located in the RightFax Viewer toolbar. Tool Function Move from page to page. Zoom or reduce. Rotate Use when the fax displays upside down. Forward DO NOT USE. Forwarding the fax using this method send the document in a document type TIF and the WellMed organization cannot open TIF documents. Use another method to forward. Print. WellMed is a Go Green organization, so make sure you absolutely need to print the document. Once printed, follow HIPAA regulations for managing paper documents. Save to anyplace on your computer or on a network drive. Open a Fax 1. From your RightFax box, locate the fax you want to work and double-click the fax line. Review History The RightFax viewer window opens and the fax displays in the Image tab. 4 of 8

5 1. From the RightFax viewer, click the History tab. Personalized Fax Cover Sheets The fax s history displays in a list. The information is date stamped and includes: View Records Transmission Records Your RightFax mailbox can be customized to include your name and numbers on outgoing faxes. 1. From the main toolbar, click Tools. 2. Select the Options menu option. 3. Select the User Information tab. Complete the following User Information fields: Name Fax number Voice number 4. Company: WellMed Medical Management City/State (optional) The Tools menu The Options window opens. The User Information tab The User Information fields are completed. 5. Click OK. The user information will be added to the cover sheet. Copy Fax Confirmation into TruCare 5 of 8

6 This is done in order to create a record in TruCare of the fax confirmation (the proof that the fax was sent, that includes a date and time stamp). Note: We no longer copy the fax confirmation into the fax cover sheet. 1. Open the fax in the RightFax viewer. The fax 2. From the RightFax viewer, click the History tab Highlight and copy (use the Copy function or right-click on the mouse) the Transmission Record. Open a patient record in TruCare and locate the Patient Authorization Note section. In the note field: Type Fax confirmation Type the sender s first initial and last name. Type the sender s title. The fax s history displays in a list. The Transmission Record is copied to the clipboard. The Patient Authorization Note section The new information is added to the Patient Authorization Note. 6. Paste the Fax Confirmation from the clipboard below the information created in Step 5. Renaming a Fax The Fax Confirmation is added to the Patient Authorization Note. Renaming a fax is done for a variety of reasons: Some teams rename the file as Compete so that they know that it is a fax that has been completely managed and processed. Some teams rename the file with the patient s name. 1. Open the fax in the RightFax viewer. The fax 2. Perform the keyboard command ALT + aa to open the editor box. 3. Type the name in the Name field. A pop-up editor box The new name is entered into the Name field. 4. Click OK. Sending Outgoing Faxes through RightFax You can send faxes from your computer through the RightFax Utility. The fax closes and is renamed on your fax list. 6 of 8

7 1. Open the fax in the RightFax viewer. The fax 2. Click File. The File menu Select the Print menu option. Note: If you just click the Print icon, you will print normally. Using the Print option in the File menu enables you to prepare the document to fax. In the Printer Name queue, scroll through the list and select RightFax Printer option. 5. Click OK. The Print window opens. The RightFax Printer option highlights. The Fax Information window opens. 6. Select the Main tab. The Main tab 7. Complete the following fields to address the fax: Name: Type the recipient name. Fax Number: Type the fax number. Account: Type the TruCare authorization number. Matter: Type the patient s last name, followed by the first name. Enter as many letters of the first name as will fit. The correct information is entered into the appropriate fields. 8. Select the Cover Sheet Notes tab In the Notes to be Placed on the Cover Sheet or in SMS Message window, from any accessible file (i.e. a Word document), copy and paste the standardized corporate HIPAA disclaimer, which is required for all WellMed outgoing faxes. If You need to add an attachment. If you are ready to send the fax. 11. Click the Folder icon. 12. Then Click the Attachments tab. Go to Step 11. Go to Step 15. Browse for the file to attach. Note: You can access any file from your computer hard drive or from any mapped network drive. The Cover Sheet Notes tab The required disclaimer is input into the coversheet notes field. The Attachments tab The Select File Attachment window opens. The file is located. 13. Select the file. The file is highlighted. 14. Click Open. Alternatively, in Step 13, you can double-click the file to open it. 15. Click Send. The file is added to the Selected Attachments pane of the Attachments tab. The fax is sent. Once the fax is sent, the document is still open and must be closed. 7 of 8

8 To check the fax status: 16. If Your RigntFax box is set up to receive confirmations. You want to view the fax status FaxUtil. Then You will receive an in your Outlook mailbox confirming the fax status (Successful, Abandoned, Failed, etc.). Go to Step 17. The fax confirmation is in Outlook (if you are set up to receive RightFax s) and the fax status is displayed in the RightFax Utility. 17. Open RightFax Util. 18. Locate the fax in the fax list and view the status in the far-right Status column. The status is depicted in colored radio bullets and the statuses are: Red The fax was unsuccessful to do some sort of failure. Blue Scheduled to be sent. Green OK, indicating the fax was successful. The RightFax Utility window opens. The fax status is displayed in the Status column. 8 of 8