Date. Harris CareTracker Direct Messaging Overview

Transcription

1 Date Harris CareTracker Direct Messaging Overview

2 Direct Messaging What it Is? Title Direct Mail is a secure health messaging solution that allows Providers or Patients to safely communicate and transmit encrypted health information over the Internet. Direct messaging looks and feels like regular but behind the scenes, direct messages have an added layer of security ensuring the message can only be decrypted and viewed by the intended recipient. Direct Mail vs. Traditional Direct messages can only be sent from one Direct Mail address to another Direct Mail address. While a Direct address looks very similar to a traditional address, it is important to note that a standard account (e.g. Gmail, Hotmail, or your company ) are NOT Direct addresses. Messages sent to or from traditional accounts are not secure and will fail to send via Direct. To ensure secure delivery, you can only send direct mail to recipients using a Health Information Service Provider (HISP) that is part of the DirectTrust network. DirectTrust is a centralized source of accredited Direct service providers. Meaningful Use CareTracker uses PhiMail direct messaging software, an ONC HIT certified technology for Direct messaging which supports providers participating in the Meaningful Use Stage 2 incentive program. 2

3 Direct Messaging How It Works! Title Hospital A Practice B Direct Project specifies a simple, secure, scalable, standardsbased way for participants to send encrypted health information directly to known, trusted recipients over the internet. Hospital B A primary care doctor refers her patient to specialist. She sends the specialist a copy of patient s clinical snapshot. When the specialist completes her consult, she sends information about her findings back to patient s PCP 3 Practice A A primary care doctor refers her patient to the hospital for observation or a scheduled surgery. She sends the hospital a copy of the patient s pertinent clinical information. The patient is discharged from the hospital, who also sends her discharge information to the referring provider.

4 Direct Messaging How to Enroll Title Direct Mail Enrollment To start the enrollment process, download the Direct Mail Enrollment Guide from Documents section in CareTracker. This document will be listed under the CareTracker> Meaningful Use section. Follow the directions within the enrollment guide and initiate a ToDo requesting Direct Mail access to Category= Sales, Type = EHR, Reason = Other. In the body of the ToDo be sure to include group name, NPI number and the number of Direct Mail users. You should attach a copy of the completed enrollment guide paperwork and mail the originals to the address indicated in the guide. As part of the enrollment package, each company must designate a verifier who will be responsible for confirming the identity of authorized users in their organization and adding or removing access to direct mail. 4

5 Direct Messaging How to Set Up Title Direct Mail Setup in CareTracker After completing the enrollment process, you will receive a Direct Mail address that must be entered in the CareTracker Rapid Release environment to activate your Direct Mail account. Important: You can only send and receive Direct Mail from the CareTracker Rapid Release environment. You can activate Direct Mail from CareTracker, the Channel Partner portal or CareTracker Support. To activate Direct Mail from CareTracker: 1 Log in to the CareTracker Rapid Release environment: 2 Click Administration module > Operator Settings. 3 Enter the Direct Address and click Save. After your operator profile is updated, you can begin sending Direct mail. 5

6 Direct Messaging How to Use Title Using Direct Mail Direct Mail is accessed from the Messages Center, just like ToDos, Mail and Fax. A Direct Mail option has been added to the Messages Center navigation pane NOTE: Only Direct Mail users will be able to see the Direct Mail tab. A Direct Mail tab has been added to the Messages Center window. 6

7 Title Measure 5: Health Information Exchange 7 Currently only Available in Rapid Release

8 Direct Title Messaging How to Satisfy Objective 5 Measure 1 The Harris CareTracker encounter type must be either a Visit encounter type or a custom encounter type that is flagged as an Office Visit. This means the Office Visit checkbox must be selected for the encounter type in the Custom Encounter Types application. Create an outgoing referral where the Transition of Care field is set to Yes. Where: Patient module > Ref/Auth tab Where: Medical Records module > Clinical Toolbar > Referrals application 8

9 Direct Messaging How to Satisfy Objective 5 Title Create a Medical Record Request ToDo and attach the patient s Chart Summary or CCD and the Referral. The ToDo must have the following settings: a. Category = Interoffice b. Type = EHR c. Reason = Medical Record Request (Provider) d. Close the ToDo. IMPORTANT: Once a ToDo is sent DO NOT immediately close the ToDo. The CareTracker system needs time to recognize that the ToDo was created. Best Practice is to close at end of day. 9

10 Direct Messaging How to Satisfy Objective 5 Title Continue with Link Patient Data NOTE: Make sure that both the Referral and (CCD or Chart Summary) are attached to the todo before closing. 10

11 Direct Title Messaging How to Satisfy Objective 5 Measure 2 Must have Direct Mail. Create and attach Transition of Care / Referral Summary plus Referral and send. Where: Home Module> Message Center Where: Medical Records module > Clinical Toolbar > Message Center 11

12 Direct Title Messaging How to Satisfy Objective 5 Create a Direct Mail message and attach the Patient s Transition of Care / Referral Summary and the Referral. The message must have the following settings: A. To: Direct Mail Address of Recipient (NOTE: Can only send to other Direct Mail address) B. Include Patient Name (NOTE: Patient in Context will automatically be added C. Add Subject Line D. Click Link Patient Data E. Add Transition of Care/ Referral Summary and Referral F. Include Message G. Click Send 12

13 Direct Title Messaging Troubleshooting Important It is important to note that you can only send Direct Mail from the CareTracker Rapid Release environment ( If you send Direct Mail from CareTracker s live environment ( the Direct Mail message will not be sent and you will not receive an error message. Error Messages The following error message will appear if the message was not sent because the Direct address you are sending to does not have a valid trust anchor. If you believe the Direct Mail address is valid, contact CareTracker Support. 13

14 Direct Title Messaging Troubleshooting Important It is important to note that you can only send Direct Mail from the CareTracker Rapid Release environment ( If you send Direct Mail from CareTracker s live environment ( the Direct Mail message will not be sent and you will not receive an error message. Operators will see the following general error message if a Direct Mail message was not sent for an unknown reason: 14

15 Direct Title Messaging Patient Portal Patient Portal: Transmit Health Record For practices using the Patient Portal, remind your patients that they can use Direct Mail to securely transmit their health record to a physician or a supported HISP such as HealthVault. Patients can view and download their health information using the Blue Button on the Health Record tab in the Patient Portal. The Blue Button program is a national initiative designed to give patients easy and secure online access to their health records. Clicking the Blue Button generates a consolidated view of the health record and gives patients the option to download the file for their records or transmit the data in either PDF or XML format. Patients do not need their own Direct Mail address to transmit their health record from the Patient Portal. Messages sent to a direct account from the Patient Portal are all sent from the following global address: patientportal@caretrackerdirect.com. Note: For more information on the Blue button initiative, go to 15

16 Direct Messaging FAQs Title Who is a Direct Mail user? Person who will be using Direct Mail. Each user must have their own Direct Mail Address. Who is a Direct Mail verifier? The Verifier attests via the completion of the Organizational Application, Identity Verification Form and Verifier s List that the identity of the Direct Mail users listed on the Verifier s List sent to CareTracker has been verified. This verification is typically done at the time of employment with the practice by the Practice Administrator, Office Manager, Compliance Officer or Practice Owner and one such officer of the practice should complete these forms. How long does Direct Mail enrollment take? The turn-around time for this enrollment is heavily dependent on completion of Steps 1-3 in the Direct Mail Enrollment Guide. When CareTracker receives via certified mail the necessary documents from the customer; CareTracker commits to 5-10 business day turn-around. 16

17 Direct Messaging FAQs cont. Title Can users share a Direct Mail Address? At this time, users cannot share a Direct Mail address. All operators who will send or receive mail must have their own direct mail address. A future request is being considered to allow for queues. Do all users need to complete the Identify Verification form and have it notarized? Not all users, only the designated Verifiers need to complete the Identity Verification form. This form indicates that the Verifier has verified the identity of everyone on the Verifier s List. Does the Verifier Need to be a user? No, an administrative (non-clinical) person may be the verifier and verify the users but does not need to be a user themselves. Will I be invoiced by provider or by user? By user. Please see sales for details on the fees for this service. 17

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