MHC CAR USER GUIDE

Transcription

1 One Connection for a Healthier Missouri MHC CAR USER GUIDE address: helpdesk@missourihealthconnection.org Phone: P a g e

2 Contents About Direct Communications... 4 MHC Car System Requirements.. 4 Getting Started with Your MHC Car Account... 5 Log In... 6 Activating a MHC Car Account... 6 Account Settings & Preferences. 9 Change Password.10 Alerts s.11 Send an Check for s.. 12 Read an Reply to or Forward an Delete an Print an Save an File an Mark an as Read or Unread 13 Flag or Unflag an Search for an Arrange s Manage Your Contacts.15 View Contacts Add a New Contact.. 15 Delete a Contact.. 16 Add a New Group of Contacts.16 Create Distribution Group/Add Contacts to a Group.. 17 Files and Folders.. 19 Default Folders File an Create a New Folder P a g e

3 Delete a Folder.22 Manage Folders...23 Empty Thrash Folder Web Mail Settings Accounts. 25 Message Status. 26 Message Status Fields...27 Date Sent. 27 Sent from 27 Sent to.. 27 Date/Time Accepted Date/Time Confirmed Message Type.. 27 Status.. 27 Extended Status Message ID Size Message Status Icons.. 28 Additional Features. 29 Directory Search. 29 C-CDA Viewer.. 30 User Self Service 31 Reset Password Forgot Username P a g e

4 About Direct Communications Missouri Health Connection (MHC) provides you with a secure, Direct Address. The purpose of this address is to allow you to send/receive secure communications to/from colleagues, other members of the healthcare community, and patients in a way that is both HIPAA compliant and complies with the federal standards of the Direct Project. Since MHC Car is based on the standards of the Direct Project you are not restricted to communicating only with other MHC participants. MHC Car accounts are not meant for personal use. You can only send and receive s to and from others with Direct Addresses. This restriction protects patient privacy. If you enter an address in the To field that is not a Direct Address, you will receive an error message and be unable to send the . MHC Car System Requirements MHC Car is compatible with most browsers and operating systems: Supported browsers include: Latest versions of Internet Explorer, Firefox, Safari, and Google Chrome. 4 P a g e

5 Getting Started with Your MHC Car Account Log In You can access your MHC Car Account from any computer by going to the address associated with your Direct Web Portal. To log in, enter URL in your address bar. Hit enter. The following screen will display. Enter your Username (do not enter part) and Password. 5 P a g e

6 Activating a MHC Car Account After logging in to your account, you will be asked to accept the end user license agreement. Check the box and accept the License Agreement. You will then be asked to change your password. Change your password and select Save. You can also manually change your password once your account is activated by selecting your Username, in the top right hand corner, followed by Account and then Change Password. The temporary password you received in the pre-registration is considered the Current password. 6 P a g e

7 Once you ve changed your password, you will receive a confirmation stating that your registration has been completed. Click the link Click Login and you will be directed to the log in page. Now, enter your username and your new password and sign in. 7 P a g e

8 Once you ve signed in, the screen below will display: 8 P a g e

9 Account Settings & Preferences You can access all of your account settings and preferences by selecting your Username, in the top right hand corner, followed by Account. Select Personal Info to edit your information. 9 P a g e

10 Change Password You can manually change your password by selecting Change Password, entering in the current password and your new password, and then selecting Update. Preferences Select preferences to adjust alerts Alerts To choose whether or not you wish to receive an alert to your contact whenever a new message is received in your MHC Car mailbox, select Account, then Preferences and turn on (or turn off) new alerts. *Note: alerts will not be sent for Shared Organization accounts. 10 P a g e

11 s Send an To send an , select New Message from the toolbar on the left of your screen. You can also select Web Mail, on the top and then select New Message. You may either type in the address or select To to search and select from recent recipients. Type in the Subject line and the body of the . You may add one or multiple attachments in one of two ways: 1. Select Click to attach a file from the attachment area below the subject line of the . Find and select the file(s) you wish to attach. 2. Drag and drop files into the attachment area below the subject line of the P a g e

12 The toolbar above the To line will allow you to return to your Inbox ( Back to List ), Send your message, Save a copy of the in your Drafts folder, and Cancel your current message. Check for s New s are always visible in your Inbox when you log in. To check for new s when you are already logged in, select Check Mail on the toolbar above your Inbox or Mail and then Web Mail at the top of your screen. You can return to the Inbox from anywhere within the Web Portal by selecting Mail and then Web Mail at the top of your screen. For more information on ways to customize when your Inbox is refreshed please refer to the Account Preferences and Settings section of this manual. Read an When you select an in your Inbox, it will appear on the right or below depending on the layout selected in Settings. To open an as a full screen, double-click on the in your Inbox. Reply to or Forward an Select the from your Inbox and then select either Reply, Reply to all, or Forward from the toolbar above the P a g e

13 Delete an Select the in your Inbox or another folder and then select Delete from the toolbar above the Inbox. Print an Select the in your Inbox and then select Print from the toolbar above the . Save an Select the in your Inbox and then select Save from the toolbar above the to save s to your local machine. File an Select the check box to the left of the in your Inbox. Then select Move to Folder from the toolbar above your Inbox, and select the folder in which you want to file the . You may also drag and drop an to the desired folder. Mark an as Read or Unread Select the check box to the left of the in your Inbox. Then select Mark as Read from the tool bar above your Inbox, and select whether you would like the marked as Read or Unread. You also have the option of selecting Mark all Read and Mark all Unread. Flag or Unflag an Select the check box to the left of the in your Inbox. Then select Mark as Read from the toolbar above your Inbox, and select whether you would like the Flagged or Un-flagged. Search for an You can search for any sent or received Select the folder in which you want to search. 2. Type your search term or terms into the search field located above the list of s (you can search by To, From, and Date). 13 P a g e

14 3. Then select the search icon to begin searching. Arrange s 1. Select the check box to the left of Arranged by above the list of s. 2. Select the arrow to the right of the manner in which s are arranged and select your desired arrangement. 14 P a g e

15 Manage Your Contacts View Contacts On the left of your screen, select Contacts. Add a New Contact 1. Select New Contact. 2. Enter a name and address. 3. You may choose to use a friendly name, so that the will display, for example, John Doe < johndoe@directaddress.net>. 4. To enter additional contact details, select Show additional fields. 5. Select Save. 15 P a g e

16 Delete a Contact 1. Select the contact that you want to delete 2. Select Delete. 3. You will be asked if you are sure about deleting the contact. Select OK. Add a New Group of Contacts 1. Select New Group. 2. Enter a name for the group. 3. Select Create Group 16 P a g e

17 The icon here indicates a group Create Distribution Group/Add Contacts to a Group 1. Select the contacts you would like to add to the distribution group 2. Go to Add Contacts to. 3. Select the specific group from the drop-down menu. Select the contacts you want to add to the group 17 P a g e

18 Once you ve added the contacts individually, you can click the group link to view the members in detail. You can select any contact that you would like to remove. You can also the group from this area. To return to the menu screen, click the MHC Car address link next to Contacts Click the link to return to the menu screen 18 P a g e

19 Files and Folders Default Folders The following folders are included in your Web Portal and cannot be deleted: Inbox all new s will first appear here. Sent Items all s that you sent can be found here. Drafts s that you saved without sending can be found here. Trash s that you delete will be temporarily located in the Trash folder before permanent deletion. File an Select the check box to the left of the in your Inbox. Then select Move to Folder from the toolbar above your Inbox, and select the folder in which you want to file the . You can also drag and drop an into the desired folder. 19 P a g e

20 Create a New Folder 1. Select Manage Folders on the bottom-left of the window. Manage Folders button 20 P a g e

21 2. Select Add New Folder 3. If the new folder should be inside an existing folder, select a Parent Folder from the dropdown. Otherwise, select No Parent. 4. Type in the name of your new folder 5. Select OK. 21 P a g e

22 If you return to the menu screen, you will see the new folder that you ve created. Delete a Folder 1. Select Manage Folders on the bottom-left of the window. 2. Select the folder you wish to delete. 3. Select Delete Selected. *Note: deleting a folder will also delete all of the messages in the folder. 22 P a g e

23 Manage Folders 1. Select Manage Folders on the bottom-left of the window. 2. Select the folders you want to show up in your mailbox under the subscribed column. If the folder is not selected, the folder and its contents will not be displayed in your mailbox. 3. Select Save changes. Empty Trash Folder Select the arrow to the right of Delete from the toolbar above your Inbox, and select Empty Trash P a g e

24 5 Web Mail Settings You can access all of your web mail settings and options by selecting Settings on the right side of the Web Mail screen. From the Common tab of the Settings page, you may adjust the following basic settings. Remember to select Save after adjusting your Settings: Skin alter the appearance of your Web Portal page by selecting one of the five (5) provided templates. Layout Select the bubble to the left of your preferred Inbox layout. Language Messages per page Contacts per page Auto-check mail every Select how often you would like the system to automatically check for new messages Time format Select whether you would like time presented in a 12 or 24 hour format P a g e

25 Accounts From the Accounts tab of the Settings pages you can update Properties, Signature and Manage Folders. Properties Customize the way your name will appear on outgoing s. Signature Customize your Direct Mail signature. Manage Folders Add and Delete mailbox folders P a g e

26 Message Status You may review your Message Status report, by selecting Mail, then Message Status. The Message Status Report displays the status of your sent messages for any of your Direct Addresses including Organization/Shared Addresses, whether they were successfully sent or failed and provides additional information about the successful delivery or reasons for failure. To view the Message Status for a different Direct Address, select the desired Direct Address from the From Menu, select the filter icon, and select the Green Filter button P a g e

27 Message Status Fields Date Sent The date and time when message was sent. Sent From The sending MHC Car address. Sent To The destination Direct/ MHC Car address. Note that the same message could have been sent to multiple TO/CC addresses, but since the status could be different for each destination address, each TO address has a separate line in the message status report. Date/Time Accepted In Direct protocol guaranteed message delivery is ensured by the use of MDNs - message disposition notifications. One such MDN must be sent by the receiving HISP once the message is received, validated and accepted for delivery to the recipient. Once our HISP receives such MDN, the date/time when it was sent is logged as the date/time accepted. This type of MDN is called MDN: processed and it is mandatory according to the Direct specification, and the receiving HISP must send it for each successfully received message. Date/Time Confirmed Second MDN, called MDN: dispatched may be sent by the receiving HISP - it is optional. When it is sent, it typically indicates that message was indeed delivered to the intended recipient. Note that not all HISPs send it. When our HISP receives MDN: dispatched, it is logged as date/time confirmed. Message Type MDN or not an MDN. Status Whether the message was a success or failure P a g e

28 Extended Status If the message was successfully delivered to the destination server, extended status will contain the IP address of the server and return code (success is indicated by the SMTP code 250). Message ID Unique ID assigned to the message by the sender. The ID is required by standards and by Direct protocol. It can be useful if further troubleshooting is required, otherwise it can be ignored. *Note: Message ID is only displayed in the downloadable report. Size (bytes) The total size of the encrypted message sent. *Note: Size is only displayed in the downloadable report. Message Status Icons FILTER REFRESH Filter your report by selecting the filter icon and complete the desired information and select the Green Filter button. Refresh your report by selecting the refresh icon displayed DOWNLOAD PRINT MESSAGE STATUS GUIDE Download your report by selecting the download icon Print your report by selecting the refresh icon Review report information by selecting the message status guide icon 28 P a g e

29 Additional Features Directory Search The Directory Search allows you to locate other users with Direct Addresses. To view the Directory, select Directory, and then Search in the Menu. To search the directory you must select the Directory to Search and Directory Type. The Directories to Search are All and Local, with local being the users on your domain. You can then decide whether you would like to search by additional criteria (to search by specialty, all three of the criteria must be selected. You also have the ability to send a message and add to contacts directly from the Directory Search output P a g e

30 C-CDA Viewer The Consolidated Clinical Document Architecture (C-CDA) includes CCD files which are generated and sent by EHR software. These files are unreadable, unless opened with EHR software or another viewing technology. When a CCD file (generated according to the C-CDA rules defined by the HL7 industry standard) is sent as an attachment, the One Click C-CDA Viewer adds a View button to the attachment. This allows users to view the structured data in human readable format simply by clicking View, with no additional software required P a g e

31 User Self Service Reset Password You may reset your password by selecting the Forgot Password link on the log in page, entering your Username and then selecting Send. A temporary password will be sent to the contact address associated with the account. If you never activated your account and are unable to locate the initial temporary password or your account is locked, please contact your Administrator as you will not be able to reset your password. For security purposes, no other identifying information will be included in the . Forgot Password button If you reset your password and do not receive the temporary password, your contact address may have been entered incorrectly. Please contact your Administrator if this happens P a g e

32 Forgot Username You may request your username by selecting the Forgot Username link on the log in page. You must enter your contact associated with your Direct Account and select Send. You will then receive an at your contact providing you with your username. If more than one MHC Car account is linked to the contact , or you do not receive your username, please contact your Administrator who can assist you in accessing your account. Forgot Username button If you attempt to log in with an incorrect username and password combination Five (5) times or haven t had your identity verified, your account will be locked for security reasons. Please contact your administrator if this occurs P a g e

33 Thank you for using MHC Car ! Please contact us with any questions or comments at