Medtech32 Australia. Version Medtech Fax Service. Release Notes

Transcription

1 Medtech32 Australia Version Medtech Fax Service Release Notes This Release Notes document contains important information for all Medtech32 users. Please ensure that they are circulated amongst all your staff. We suggest these should be filed safely for future reference.

2 Table of Contents 1. Introduction... 3 Medtech Fax Service Prerequisites Medtech Fax Service Installation Medtech Fax Services... 6 Start the Medtech Fax Service... 6 Stop the Medtech Fax Service Enable Faxing in Medtech Printer Defaults Window Sending a Document via Fax Status of Queued Fax Patient Outbox Window Messages Lodged Window Cancel a Fax in the Queue Appendix A: Windows Fax Setup and Configuration Guide To set up a fax server WINDOWS SERVER WINDOWS Configuring the Outward Fax attributes in Window Fax Server For further information on this release, or any other queries regarding Medtech32 Version Build 4620, please contact the Medtech Helpdesk on Tel: , or support@medtechglobal.com. Copyright Medtech Healthcare Pty Ltd Page 2

3 1. Introduction The latest release of Medtech32 Version provides the user with the ability to access the Medtech Fax Service feature. This service is compatible for those operating systems of Windows 7 or above. The Medtech Fax Service is installed during the Medtech32 Version upgrade, but will need to be run as a manual installation. The user is then able to Enable/Disable the feature from within the Setup > Location > Location Settings screen. Medtech Fax Service Prerequisites The Microsoft Fax Service must be installed in order for the Medtech Fax Tech Service to be installed. Please follow the steps detailed below to check that your system has the Fax Virtual Printer configured. 1. Open Control Panel 2. Double Click Programs and Features 3. Select Turn Windows features on or off 4. Expand out Print and Document Services 5. Check Windows Fax and Scan 6. Click OK This service must be installed only on the Medtech32 Server and the minimum operating system to run the Medtech Fax Service is Windows 7 or above. The message box shown below will be displayed when trying to install Medtech Fax service on any Server machine that does not meet the prerequisite of Windows 7 or above. The Medtech32 Server must be able to access the Fax Machine, and vice versa from the normal Windows device connection. If your version of Medtech32 is not the prerequisite version of Medtech32 Version 9.3.0, then a message box will be displayed advising that your Medtech32 version must be at Medtech32 V9.3.0 Build NOTE: Practices having Client machines with different Operating Systems can still use the Medtech Fax Service provided the Server is installed with Windows 7 or above. Copyright Medtech Healthcare Pty Ltd Page 3

4 2. Medtech Fax Service Installation 1. Insert the Medtech32 Version Build 4620 DVD of the Medtech32 Server machine. 2. Browse to the path \Extras\FaxTech on the DVD. There are two files located within this folder. One is the earlier Setup.exe for the Fax Tech application, and the later version Medtech Fax Service called MedtechFaxService.exe. Double click on the newer MedtechFaxService.exe file. 3. The Service will then begin to run. 4. The Installation progress screen will be displayed. 5. During installation, the Database Structure Check may appear several times to upgrade the Medtech32 database(s). Copyright Medtech Healthcare Pty Ltd Page 4

5 WARNING: DO NOT close the Database Structure Check utility once it has been started as it is upgrading the databases doing so could cause serious damage to your databases. If you encounter ANY errors during Database Structure Check, DO NOT CONTINUE with the Upgrade. Please LOG the exact errors you have encountered, and contact the Medtech Helpdesk for assistance. IMPORTANT NOTE If a database is configured for multiple times in the MT32.INI file, the Database Structure Check utility will not check the database structure of the duplicate database(s). 6. Once the installation has been completed, the following screen will be displayed. Click on the OK button to close this screen. IMPORTANT NOTE If you encounter any errors while installing the Medtech Fax Service, please do not continue and contact the Medtech Helpdesk on for assistance. Copyright Medtech Healthcare Pty Ltd Page 5

6 3. Medtech Fax Services Once the Medtech Fax Service installation has been successfully completed, a new service called Medtech FAX Services will be included in the Services window. To access the Services menu select the Start menu All Programs Administrative Tools Services. By default the service Status will be blank i.e. Stopped and the Startup Type will be set to Manual. Start the Medtech Fax Service: 1. Double click the service Medtech FAX Services to bring up the Medtech FAX Services Properties window. Copyright Medtech Healthcare Pty Ltd Page 6

7 2. Click on the Log On tab. Select the option This account and provide the Staff Windows login credentials (i.e. This is the User Name and Password used to log in to Windows). 3. Now click on the General tab and select the Startup type and from the drop down list options, set the Startup Type to be Automatic. 4. Click on the Start button to start the service. 5. The Status and the Startup Type of the Service will be displayed as Started and Automatic respectively. Copyright Medtech Healthcare Pty Ltd Page 7

8 6. The Medtech Fax Service has now been successfully configured to Start and run Automatically. Stop the Medtech Fax Service: 1. Double click the service Medtech FAX Services to bring up the Medtech FAX Services Properties window. 2. Click on the Stop button to Stop the Medtech Fax Service. Copyright Medtech Healthcare Pty Ltd Page 8

9 4. Enable Faxing In Medtech32 The following options have been introduced in the Documents tab of the Location settings window (Setup Location Location Settings Documents tab) to Enable and configure the Fax Parameters for the selected Location: Have Faxing Select this option if the Medtech FaxTech has been installed at this Location and you wish to enable this feature. Fax Method Select the desired Fax Method from the drop down list. There are two options, and by default the option Fax Tech will be selected. Note: For practices running Windows 7 and above, the Medtech Fax option must be selected from the drop down list. Note: It is a requirement that the user Logs off Medtech32 and then Logs back in again, for the changes to be saved and take effect. 5. Printer Defaults window Once the Fax Method has been configured to use the Medtech Fax Service in the Location Settings window as detailed above, the Fax field in the Printer Defaults window (File Print Setup Printer tab) will become locked down. The Fax configured here can be modified only if the Fax Method option MedTech Fax has not been selected in the Location Settings window. Copyright Medtech Healthcare Pty Ltd Page 9

10 6. Sending a Document via Fax New/ View Patient Document Window An outbox document can be sent via Fax from within Medtech32. From the New / View Patient Document window, once the Recipient of the document has been selected (and if their record in the Address Book has a valid Fax Number), then the Fax option can be selected. Click on the Fax button and a message box will advise that the fax has been Queued to be sent. Document Wizard Window Following the process described above, once the recipient has been selected, the outbox document can also be sent from the Document Wizard screen by clicking on the Wizard button of the New / View Patient Document window. Copyright Medtech Healthcare Pty Ltd Page 10

11 Selecting the Fax option from the Wizard will also bring up the message box indicating that the fax has been Queued to be sent. IMPORTANT NOTE The Warning message will be displayed when clicking the Fax button in the document screen if the Recipient does not have a valid Fax number in their record entry (located in the More tab) of the View Address Book window (Setup Agencies Address Book): If the Fax number provided in the View Address Book is not a valid i.e. sequence of Zero s, then the Warning message shown below will be displayed when clicking the Fax button: Copyright Medtech Healthcare Pty Ltd Page 11

12 Status of Queued Fax Once a fax has been Queued to be sent, it can be viewed from within the Patient Outbox window (Module Outbox Patient Outbox) as well as the Messages Lodged window (under Tools Message Transfer Messages Lodged). Both the screens mentioned above now have a new Fax tab that displays all the faxes for the patients. By default, once a fax has been queued, the initial status will display as Pending. The other possible status are: To be Sent, In Progress, Failed, Completed. IMPORTANT NOTE The Fax tab has been designed to display the outgoing fax messages and their status, and is available only on the Patient Outbox and Messages Lodged window. Although the Patient Manager window (Module Clinical Patient Manager) also has the Outbox tab, the Fax tab will not be available in the Outbox tab. MESSAGE LODGED EMPTY STATUS COLUMN If the Tools > Messages Lodged > Status column does not display the Fax status of the documents sent to the Fax Queue the column is blank then the Medtech32 Fax Service may need to be re-installed. The Status column should not ever be blank if the Medtech32 Fax Service has been successfully installed. Copyright Medtech Healthcare Pty Ltd Page 12

13 7. Patient Outbox Window The Patient Outbox window displays those Faxes specific to the patient on the palette. The Filter option in the Patient Outbox window allows the user to filter the Patients Faxes based on different parameters. Patient This field displays the patient on palette and is disabled To This field allows to filter based on the recipient of the fax Status This field allows to filter based on the status of the fax Date From / Date To This field provides the ability to view those Faxes that had been sent to the queue for the date range selected Copyright Medtech Healthcare Pty Ltd Page 13

14 8. Messages Lodged Window The Messages Lodged window displays all faxes for all patients. The Filter option in the Messages Lodged window allows you to filter the faxes based on different parameters. Patient This field displays the patient on palette and is disabled To This field allows to filter based on the recipient of the fax Status This field allows to filter based on the status of the fax Date From/ To This field provides the ability to view those Faxes that had been sent to the queue for the date range selected IMPORTANT NOTE The Messages Lodged screen of the Fax Queue has been designed to display the outgoing fax messages and their status, and MUST be managed by a Staff Member in your Practice to ensure that all Faxes that have errors in their transmission are manually followed up to ensure compliance of duty of care. Copyright Medtech Healthcare Pty Ltd Page 14

15 9. Cancel a Fax in the Queue If a Fax needs to be Cancelled from either the Patient Outbox or the Messages Lodged windows, then it can be done either by right clicking on the Fax entry on the screen - and choosing the Cancel option - or by selecting the Cancel option from the Patient Outbox menu. Module > Outbox > Patient Outbox Menu > Patient Outbox Copyright Medtech Healthcare Pty Ltd Page 15

16 APPENDIX A: Windows Fax setup and Configuration guide If your Practice is running Windows 7 (or above) and wish to use the Medtech Fax Service to send and receive faxes at your Practice, you first need to outfit your PC with a fax modem. A fax modem is a relatively inexpensive add-on hardware that allows your computer to communicate with a fax machine over a standard phone line. The devices come in two varieties: internal and external. Internal fax modems plug directly into your computer motherboard, similar to the way a video or sound card is plugged in. External fax modems are small devices that connect to the serial or USB ports. Before using Medtech Fax service, make sure you've properly installed your fax modem, and that it's plugged in to a standard analogue phone line. 1. Click the Windows Start button, click All Programs, and then click Windows Fax and Scan. 2. At the bottom of the left pane, click Fax, and then click New Fax on the toolbar to launch the Fax Setup wizard. 3. Click Connect to a fax modem and follow the instructions. To set up a fax server Before you begin, make sure your computer is connected to the network and you know the network address of the fax server (for example, \\MTFaxserver) 1. Click the Windows Start button, click All Programs, and then click Windows Fax and Scan. 2. To use Fax view, click Fax at the bottom of the left pane. 3. Click the Tools menu, and then click Fax Accounts. 4. Click Add, and then, in the Fax Setup wizard, 5. Click Connect to a fax server on my network and then follow the instructions. Copyright Medtech Healthcare Pty Ltd Page 16

17 WINDOWS SERVER 2008 Medtech Fax Service Release Notes Step 1 Click Start, then "Administrative Tools." Click "Server Manager" and then select "Roles" from the left pane. Step 2 Select "Add Roles" from the right pane. Select "Fax Server" on the Select Server Roles screen. Step 3 Click "Add Required Role Services," then "Next." Step 4 Click "Add" and then enter into the appropriate fields which users and groups will have access to the fax server. Click "OK," then "Next." Step 5 Select "Only Routing Assistants Can Access the Fax Server Inbox" to limit access to the inbox to Routing Assistants - users responsible for routing the faxes. Select "All Users Can Access the Fax Server Inbox" to enable all users to access the inbox. Click "Next." Step 6 Enter into the appropriate fields which groups and users will have access to the inbox, if applicable. Click "OK," then "Next." Step 7 Follow the remaining on-screen prompts until you reach the summary screen. Review your selections and then click "Install" to create the fax server. Step 8 Click Start, then "Run." Enter "services.msc" into the Run dialog box and then click "OK." Step 9 Right click "Print Spooler" and then select "Stop" from the context menu. Right click "Print Spooler" again and then click "Start" to restart the service. Step 10 Click Start, then "Control Panel." Double click "Phone and Modem Options" and then enter your regional and dial-up information into the appropriate fields. Click "OK." WINDOWS 7 Step 1 Click Start, then "All Programs." Click "Windows Fax and Scan." Step 2 Select the Fax tab and then click "Tools." Click "Fax Accounts." Step 3 Click "Add," then "Connect to a Fax Server on My Network." Enter the network address of the server into the Name field. Click "Next." Step 5 Create a name for the server and then click "Done" to set up the fax server. Copyright Medtech Healthcare Pty Ltd Page 17

18 Configuring the Outward Fax Attributes in Window Fax server The Fax outbox folder is the queue of all faxes that are waiting to be sent or are in the process of being sent through Medtech. If you send faxes using multiple clients, the Outbox is the collective queue for all these devices. After a fax is sent successfully, it is moved to the archive. You can view the Fax outbox from Medtech 32 but alternately can view from this folder by using Windows Fax and Scan. Include banner. If you are configuring Medtech32 to include logo in Fax, the system will automatically add the logo configured in Medtech32. Alternately you can add a banner to outgoing faxes. A banner is text that is added to each page of a transmitted fax. The banner format cannot be modified. However, if all the banner information does not fit, a shorter version appears. Information in a banner includes: o o o o Date and time of transmission TSID of sender Recipient phone number (full version of banner only) Page of total pages Allow use of personal cover pages. If you are not opting Medtech log on fax functionality, you can enable users to attach custom cover pages to outgoing faxes. If you do not enable this feature, then users connecting to a fax server with a remote fax printer connection can only choose cover page templates located on the fax server computer. Use device Transmitting Subscriber ID (TSID). You can specify that the TSID specified for the device should be used. If you do not enable this option, the TSID used in the outgoing fax is the sender's fax number. Number of retries. You can set the number of retries for attempting to resend faxes following an unsuccessful connection attempt or transmission failure. If the maximum number of retries is reached, the outgoing fax remains in the Outbox until it is deleted or until you restart the failed transmission. Retry after. You can set the number of minutes between attempts to retry fax transmission. When the maximum number of retries has been exhausted, the user can restart the transmission, which resets the transmission attempts. Discount rate start and stop. You can specify times when discount rates for the fax line apply and send faxes during these times. A discount rate fax job can never start transmission outside the specified discount period. However, for a long fax, a discount rate fax job might have some part of its transmission outside the specified discount period. Copyright Medtech Healthcare Pty Ltd Page 18

19 Automatically delete faxes older than. You can specify that failed faxes in the fax queue should be automatically deleted periodically. The fax queue consists of the Outbox folder and Incoming folder. Source of content included from: For any queries on the Medtech Fax Service, or if you need assistance installing this feature, please contact the Medtech Helpdesk on Tel: , or Copyright Medtech Healthcare Pty Ltd Page 19