Direct / Secure Messaging

Transcription

1 Direct / Secure Messaging What is Direct Messaging? Direct or Secure messaging is any electronic communication between either a provider and a patient OR a provider to another provider that ensures only those parties can access the communication. It is HIPAA compliant as the data is encrypted. Direct messaging is required for Meaningful Use stage 2. WRS Health is a certified EHR with secure/direct messaging capabilities. Direct messaging can also benefit all providers in that it can be used to promote care coordination between visits, handle routine health issues, address patient questions and concerns, monitor patient condition(s), and help patients better manage their conditions. Secure messaging can be convenient for handling routine nonclinical tasks such as medication refills and referrals and evidence from a number of practices indicates that offering secure messaging contributes to patient satisfaction with care. For more information on direct messaging benefits click here. Setting Up in WRS Health Direct Messaging is set up through a secure network that is HIPAA compliant. Providers can sign up for direct messaging by contacting WRS Health directly. Providers must also decide which individuals in their practice they would like to have access to direct messaging, as the individuals will have access to patient information and can also discreetly reconcile patient information directly the EMR. Additionally, all individuals who have direct messaging access must be identity proofed. Direct Messaging Addresses Once all paperwork for EMR Direct is submitted the practice will be given two (2) Direct Messaging addresses: One (1) for the practice One (1) for the patient portal

2 The practice address will have the ability to perform both incoming and outgoing connections (can both send and receive messaging) directly from the practice login. WRS Works to make sure that this address is as specific to the practice as possible. These addresses are specific to that practice, based on the NPI, and cannot be duplicated. Additionally this address may be lengthy and cannot be changed. The patient Portal address will have only outgoing communication Where the portal address will not have the ability to receive incoming messaging from any other medical practice. This is to allow patients the ability to send CCDA documentation out to another practice or facility. All sent documentation does log in the practice site for reference. User Administration Practices are able to view which users have access to Direct Messaging by going to: Administration > System Settings > Direct Setup. Here you can view your Practice and Patient Portal direct address and view the users who have access. Users will have a check mark under the Direct column. Meaningful Use Stage 2 Year 1 WRS Health Page 2

3 This is a view only and there is no ability to add or delete users from this page. If the practice wants to remove or add a user they will need to contact WRS Health directly as additional users will need to be identity proofed. User Permissions Additionally, practices need to ensure that each user has their permission turned on for direct messaging by going to: Administration > Resource Management > Resource Setup > select the resource > select permission tab > ensure Import External Clinical Data is selected. Meaningful Use Stage 2 Year 1 WRS Health Page 3

4 Accessing Direct Messaging Direct Messaging can be accessed through: Messaging > Direct Messaging. Users who have direct messaging capabilities will see s Direct Messaging and Tasks. Sending a Message You can send a Secure/Direct Message by going to: Messaging > Direct Messaging > Send a Message. Meaningful Use Stage 2 Year 1 WRS Health Page 4

5 At this time, there is no national database for direct messaging addresses like there is for the NPI database. Therefore, to obtain a direct messaging address for another provider you will need to contact the provider directly and ask for the address. Similarly, when another practice calls to ask for the address/phone number your staff can then give them the direct messaging address for your office. Once you type in a Direct Address, fill in the subject line and Message Body then you select Send and you will be notified if your message was sent successfully: Remember Although sending a message is similar to sending an , Secure Messaging is not . It goes through a carrier and the direct addressed is checked to make sure it is a valid Direct Address. Therefore, if an address is typed into the direct address line the message will not send. Meaningful Use Stage 2 Year 1 WRS Health Page 5

6 Address Book Because there is no national database for direct messaging addresses, WRS Health has included an Address book function to store direct addresses. Because these addresses may be lengthy There is the ability to edit or delete an address in the event that it was misspelled. The system will also remember addresses that were previously sent. Meaningful Use Stage 2 Year 1 WRS Health Page 6

7 Transferring Patient Data In addition to sending and receiving a Direct Message from the Messaging module, you can also send patient data directly from the patient s chart. Functionality has been added where you can generate a CCDA from the EMR All Notes page. Select Generate CCDA Then choose which sections to include, and select Build CCDA : Meaningful Use Stage 2 Year 1 WRS Health Page 7

8 The screen will then refresh automatically, and the newly generated CCDA can be immediately viewed: Lastly, you can then select the CCDA and any additional documents you wish to send to another provider by: Selecting the F/T (Fax/Transmit) button on the documents you wish to send. Then select Transmit Selected Documents. Meaningful Use Stage 2 Year 1 WRS Health Page 8

9 The direct message window will then pop up with the attachments shown. Meaningful Use Stage 2 Year 1 WRS Health Page 9

10 Inbox All individuals with Direct Messaging Privileges in a practice will be able to view messages in the inbox. It can be sorted by date, recipient and sender. WRS recommends that the practice select an individual(s) to monitor the inbox on a daily basis. When you select a message you can view the message contents and any attachments. Furthermore, you can add the attachment to a patients chart by selecting Attach to patient s record then searching and selecting the appropriate patient. Meaningful Use Stage 2 Year 1 WRS Health Page 10

11 The attachment then displays in the patient s EMR All Notes under Documents. Documents will default in the category titled Other. You can then modify the document to change the category name and title of the document. (CCDA records will populate into Imported CCD XML document category automatically). The attachment is then removed from the inbox as the attachment has now been acted upon so there is no multiple attachments made of the same document. Meaningful Use Stage 2 Year 1 WRS Health Page 11

12 Closing a Message After you act upon a message and no longer wish for it to remain in the inbox you can then select the message under status and it will close the message. Individuals will have the ability to view closed messages by selecting closed then search Here you can see the closed messages with a checkmark under Status. (Note you cannot unselect the checkbox to move it to the open status). Meaningful Use Stage 2 Year 1 WRS Health Page 12

13 Sent Messages You can view Sent Messages by Selecting Sent Messages under Direct Messaging. Again, you can sort by date, sender and recipient. Meaningful Use Stage 2 Year 1 WRS Health Page 13

14 Importing a CCD XML Once the CCD file has been uploaded into the patient s chart, you then select Import Clinical Data on the top of the chart: You will then have the following data selections available: Medications, Allergies, and Problems. Click the dropdown and select which category you would like to import. If all categories are available for a particular record, each category must be uploaded individually. Meaningful Use Stage 2 Year 1 WRS Health Page 14

15 You will then see the current data available for the patient on the left and the external data available on the right side. For Medications: You can select if the medication is Active or Inactive or Do Not Import. Then select Preview Reconciled Data list. For Allergy List: You can add as new or archive, or do nothing. For Problem List: You can add as New, Inactive or Active. PLEASE BE VERY CAREFUL WHEN RECONCILING THESE LISTS, AS YOU ARE ADDING CONTENT DIRECTLY INTO THE CLINICAL CHART. WRS advises these actions be done by trained, clinical staff. Once you make a selection you will then be able to view the compiled data. Selecting Finalize Data will then import the data into the patient s note. Meaningful Use Stage 2 Year 1 WRS Health Page 15

16 The data will then be available to view once a new note is created (after the time of data import). (Previous Note Prior to Data Import) (New Note After Data Import with Medication added) Meaningful Use Stage 2 Year 1 WRS Health Page 16