carelogic External Message Center Release Notes 10/3/2014 Revised 11/17/14 Proprietary Information: For Use by Qualifacts and Our Customers Only

Transcription

1 carelogic External Message Center Release Notes 10/3/2014 Revised 11/17/14

2 Table of Contents Feature Specifications... 3 When does this change take place? Is it critical?... 3 Who is affected, who will use?... 3 Why should I use this?... 3 How do I use this? How do I make it work? How do I report on this?... 4 Instructions... 4 Additional Information... 9 Critical Priority High Medium Low How soon will this change need to be addressed? Immediate: These changes need to be addressed immediately, as they will affect end-user experience. Coming soon: These changes will be reflected soon, but there is time to implement (if necessary). Optional: These changes can be used/implemented, based on System Administrator discretion. *** Any items that are Critical/High Priority will be highlighted by a red, shaded box*** *** Any items that are Medium Priority will be highlighted by a yellow, shaded box*** ***Any Notes, Helpful Tips, or Low Priority items will be highlighted by a green, shaded box*** 2

3 External Message Center Priority: Medium - Update or change is coming; there is time to implement Feature Specifications Modules/Areas Affected: ECR, Message Center Summary and Expected Outcomes: The External Message Center is a secure messaging platform within CareLogic that enables the HIPAA-compliant transfer of patient health information. A MaxMD Direct messaging address is required for sending and receiving external messages, so users must have a Direct messaging account before using this feature (see Configuration for information on creating a Direct account). The Summary of Care feature relies on the External Message Center to send a Summary of Care document (Transition of Care or Clinical Summary) to both providers and patient portals outside the agency. When does this change take place? Is it critical? Effective Date: The External Message Center will be available after completing the MaxMD registration process Who is affected, who will use? Roles/Programs/Lines of Business: The External Message Center is available to CareLogic users with a Max MD Direct address. Users of this feature will include clinical staff that send and receive secure messages outside of the agency. Configuration Information: To use the External Message Center, customers must register their agency with MaxMD, CareLogic s Direct messaging service provider, and create a Direct messaging account for their users. For details on this process, please see the MaxMD Setup Instructions for Customers. Why should I use this? Benefits and Efficiencies: The External Message Center provides a platform in CareLogic to send consumer health data via Direct messaging. It provides a connection for users to send secure messages to consumers and to other providers, and to perform the following actions: 3

4 Attach a CCDA to an outgoing message, so that a Transition of Care document can be sent to another provider and a Clinical Summary can be sent to a patient portal Attach a CCDA from an incoming message to a client record in CareLogic Receive CCDA, CCR, and C32 attachments and attach them to the document library Scenarios: The psychiatric nursing staff at GCP Agency oversees the transfer of health records for client referrals and discharges. When Jane Smith is referred to a provider at ABC Agency, the psych nurse on staff can send Jane s records to ABC Agency quickly and securely. The nurse creates a Transition of Care document, composes a message in the External Message Center, attaches the Transition of Care and sends to another clinician with a Direct account at ABC Agency. Jane Smith requested access to her health information so she can view and send her records to other clinicians as needed, so the nurse at GCP Agency attaches Jane s Clinical Summary to a new message and sends it to her secure patient portal account via Jane s Direct address. How do I use this? How do I make it work? How do I report on this? Workflow Impacts and Dependencies: CareLogic customers must use a Direct messaging account to send messages from the External Message Center, and these messages can only be sent to other Direct addresses. Some CareLogic customers may already use Direct messaging to send consumer health data via another Health Information Exchange, ie. state-specific HIE. However, to use the External Message Center in CareLogic, users must create a Direct messaging account with Qualifacts contracted Direct service provider, MaxMD. Customization: N/A Instructions External Message Center Interface To navigate to the External Message Center: 1. Click the message icon on the CareLogic toolbar The message center will open in the Internal Message Center inbox by default. The Internal/External buttons are located at the top right corner of the page and provide a way to toggle between the Internal and External Message Center with a single click. The Internal/External buttons are also a visual cue, as the button for the message center in use will be a darker gray color. 4

5 2. Click External to go to the Inbox in the External Message Center The External Message Center has a few interface differences from the Internal Message Center, including the removal of the Client and Message columns from the Inbox, and the addition of the Sent tab to display all sent messages. Most of the interface is similar to the Internal Message Center and other service providers, as seen in the image below. The paperclip symbol shows there is an attachment included in that message, and the exclamation point means that message has been marked as important. General Navigation Click the Inbox, Sent or Archive tab to view the messages within that tab Click on the column headings From, Subject or Date to sort messages by the column values Select the check box of one or more messages, then click the Select an Action dropdown menu to apply an action like Mark as unread or Archive to the selected messages To read a received message, click anywhere within the row of that message to open it 5

6 o o Open messages display the message subject as a tab next to the Inbox, Sent and Archive tabs, which makes for easy navigation when multiple messages are open When a message is open, the user can click on any of the four action buttons within the message to choose that action: Reply, Reply All, Forward or Archive o Opened messages remain open until the user clicks the close button Sending Messages and CCDAs 1. To create a new message, click Compose while in the Inbox 2. Enter one or more Direct messaging addresses in the To field To remove an address from the To field, click the close icon next to that address As the user types a client s name in the To field, potentially matching Direct addresses will auto-populate in a drop-down menu; however, these addresses must be entered in the client s ECR in the Direct Address field in order to appear in this drop-down menu. In order for a client s Direct address to auto-populate in an s To field, this address must first be entered in the client s ECR. 3. Enter the desired subject 4. Check the box for Important if desired 5. If a Summary of Care document needs to be attached, type the client name in the Client search field and select the correct client for which a Summary of Care (CCDA) document will be sent 6

7 6. Select the appropriate Clinical Summary or Transition of Care document from the dropdown list of Summary of Care Documents Users may only attach Summary of Care documents for the clients to whom they have privileged access within the CareLogic ECR It s important to know the correct service date of the document you need to attach, as there may be multiple Summary of Care documents for that consumer. More than one document may be attached, and any attached document can be removed by clicking the close icon next to the file name. 7. Click Send to send out a composed message, or Discard to delete the message If an attached Summary of Care document does not match the recipient s Direct address selected from the dropdown menu, the following message will appear: Warning: The document attached does match the receiver of this message. Are you sure you want to continue?" 7

8 Receiving Messages and CCDAs 1. Open the desired message from the Inbox Only messages with the paperclip icon will have a CCDA or other clinical document attached 2. Click View File to open and view the attached CCDA or other document A Summary of Care document in the CCDAA format will open in a human readable format. 3. Click Attach to ECR to send the attached document to the client record in CareLogic Note that only valid CCDAA type documents will be able to be attached to the client s ECR A Matching Client(s) and Document Information overlay will appear to help confirm that the CCDAA is attached to the correct client ECR. The Matching Client(s) table displays other clients in the caseload with demographic data similar to that in the attached CCDAA. This is the same functionality used in Point of Entry to check for duplicate clients. 4. Select the correct Client Name from the Matching Client(s) table 5. Enter the Date and Document Name in the Document Information section These are required fields that will prepopulate with the current date and current document title but they can both be revised. 8

9 6. Click Attach to ECR to match and send the CCDA to the client ECR A message will display when the CDA attaches to the ECR successfully Troubleshooting: For help with the External Message Center, customers should contact CareLogic support. For help with the third party applications used with this feature the Direct messaging provider and patient portal customers should contact those agencies, as Qualifacts cannot support outside applications. Additional Information Follow up/next Steps: For additional assistance, please contact your Qualifacts Implementation Specialist or Qualifacts Support. Qualifacts Support: (866) , option #1 Customer Support Portal: 9