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manual:messaging_in_mmex

Messaging

Explain it to me in 15 seconds…
Secure Messaging works like email except that the messages are secure and encrypted- patient related information can be sent safely.

  • Send a message to any MMEx user by selecting their name in the recipient field.
  • All messages with a patient linked will save in the patient record providing you with a full record of communications about a patient.
  • Attach documents from the patient record or from your desktop
  • Use letter writer templates to format your messages.
  • There are a number of system generated messages that you may receive that acknowledge or prompt specific actions in the system.

Secure Messages

MMEx provides a secure and encrypted mail service.

You will be alerted that you have a new message waiting by - a red circle with a number will display in the Side Menu.

Inbox

As with most mainstream mail programs, a new message in the inbox is indicated by the message title displaying in bold and a closed envelope icon to the right side of the screen.

To open a message, click anywhere on the summary line and the contents will display at the bottom of the page.

At the top of the message there are buttons to immediately reply to the message, to forward the message, to print the message and associate with a patient, along with links to download or view any attachments that came with the message.

The Associate With Patient button will save the message and any attachments to the Documents section of the patient's record.

Once you've clicked on the button, search for and select the relevant patient in the pop up box.

To delete a message, click the check box in the summary row on the right hand side and then select Delete from the Action drop down list:

If you have associated the message with a patient, once you delete it from your inbox you will still be able to find the message in the Documents section of the patient record.

Sending a Secure Message

Click on New Message, in the Messaging menu.


To create a message, simply enter a title or subject into the Subject field - this is the title that will be given to the message when it is saved in the patient record. Then start typing a message directly into the editing area immediately below the formatting toolbar. Format the message using formatting commands familiar to any user of Microsoft Word.

If you wish to use a template for your message, select the patient & refer to options (if/as required), select the template you wish to insert and click the Insert button.
If your chosen template requires a patient context or an Addressee, select your patient and choose your addressee from the Address book in the relevant fields.

Select Recipients

Select your message recipient directly from the MMEx directory. If you already know part of the recipient's name, you can start typing it into the name field and a shortlist menu will appear with any matching users.

Carbon Copy and Blind Carbon Copy
You can add further recipients to the message in the same way by selecting their address and then Add To Recipients. In addition, you can copy the message to someone by choosing CC or BCC from the menu to the left of the name.

When the message is completed and recipients selected, press the Send button. Alternatively the message can be saved to the Drafts folder for further editing or entirely cancelled by Save to Drafts or Clear respectively.

The message is delivered by MMEx to the recipient's mailbox and a notification email is sent to their regular email address informing them that a new MMEx message is waiting for them if they have this option turned on in their user profile.

Attach a document

You have the option to select documents to add to a secure message from a local file (e.g. desktop, local drive) or directly from the patient record. The top upload options will open a files selection window. The second upload option will open a list of eligible patient documents for selection. Mark the checkbox adjacent to the document you want to attach and click ok.

If you open this window accidentally and wish to close it without selecting a document, simply click outside of the window.

Mail Settings

You can configure your Mailboxes using the Mailbox settings link. This is located in the Tools section of the Messaging menu

LetterWriter

You can access the Letter Writer by from the tools section of the Messaging menu

NB: Previous versions of the letter writer are no longer available.

When you open the Letter Writer you will see this page. Make your selection and click OK.
If you arrive at the Letter Writer page with a patient record open, that patient will be pre-selected as the patient for your letter.

Create a blank letter

Selecting this option will display a field for you to select a patient.

Place your cursor in the box and start typing the patient's name. A shortlist of relevant patients will display below the box. Highlight your required patient and select it.

A blank letter template will open, with the patient selected. Give the letter a title and write the letter content.

Click on the Back to Wizard button in the top left hand corner to return to the starting page.
Click here for information about finalising your letter.

Create a letter from a template

Select create a letter from a template and choose your template from the available list.
Click here to learn how to create and manage your templates.

Where a letter template requires a patient context or has an addressee, the Patient and Addressee fields will appear. Addressees can be selected from both the list of MMEx users and the list of Organisation Address Book entries.

  • MMEx users are indicated by this icon
  • Address Book entries are indicated by this icon

Enter the required information in these fields and click OK.

If the letter template includes custom tag content, you will also see this content here, for selection before proceeding. Custom tags content may be text fields, drop down lists, check lists or radio lists that guide you to add relevant content for the template you are completing.
The template will display in the letter content field with some information pre-populated. The pre-populated information is determined by the letter template.

Add to, edit and format the letter content until it is completed.

Click here for information about finalising your letter.
Click on the Back to Wizard button in the top left hand corner to return to the starting page.

Create a referral letter from a template

If you wish to create a letter or document AND record a referral at the same time, select this option.
The drop down list will be populated with letterwriter templates that have Is Referral checked in the template creation screen - it will be a shortlist of documents that are referrals.
Select your desired template; add referral record fields will display.

  • Patient name will autopopulate with the current record open or the patient selected at the previous step.
  • Referral Type and priority will default to “Standard”
  • Date referred will default to today's date and the referral end date will be 12 months from today and will adjust as you modify the referral date and/or referral type.
  • First Appointment is an optional field
  • Referred By will default to the user's name with their provider number populated from their user profile, as it is assumed that the user is creating the referral to another service/provider. You may select another user or address book entry for this field.
  • Referred to -Specialty - a list of Specialties to assist with categorising referrals
  • Referred To - Named Person - MMEx users or address book entries that have the selected category applied.
  • Referral Source - list of options is configured in the organisation centre by your organisation administrator
  • Reason for referral - list of options is configured in the organisation centre by your organisation administrator

Click OK to open the letter template.

In the text window complete the referral letter.

Click here for information about finalising your letter. Click on the Back to Wizard button in the top left hand corner to return to the starting page.

Open an existing draft letter

Select Open an existing draft letter. A list of your current drafts will display.

Click the one you want to continue working on to highlight and select it.

The draft will open with the patient selected and the draft content displayed.

Complete your letter.

Click here for information about finalising your letter.
Click on the Back to Wizard button in the top left hand corner to return to the starting page if you opened the wrong draft.

Insert Content

At the right hand side of your letter, you will see Insert Content options.

Place your cursor where you want the content to be inserted and click on the desired content button.

  • Last Progress Note - Most recently recorded progress note
  • Today's Progress Note - All progress notes recorded today, regardless of author
  • Previous Day's Progress Note - All progress notes recorded yesterday, regardless of author. Most recently recorded progress note if one was not entered yesterday
  • Current Medications - List of current medications recorded in medications tab
  • Immunisations - List of immunisations recorded in immunisations tab
  • Smoking Status - most recent entry from the Smoking module
  • Alcohol Status - most recent entry from the Alcohol module
  • Substance Use - most recent entry from the Substance Misuse module
  • All Medical History - All medical history recorded in the patient Medical History tab
  • Ongoing Medical History - All (non-archived) medical history with status 'ongoing' recorded in the patient Medical History tab
  • Resolved Medical History - All (non-archived) medical history with status 'resolved' recorded in the patient Medical History tab
  • Outgrown Medical History - All (non-archived) medical history with status 'outgrown' recorded in the patient Medical History tab
  • Other Medical History - All (non-archived) medical history with status 'other' recorded in the patient Medical History tab
  • Allergies - All allergies as recorded in the allergy tab
  • Alerts - All alerts as recorded in the alerts tab.
  • Signature - opens a signature box for recording a script signature to be added to the document.

The following content opens a pop up where you can select and refine what you want displayed.

  • Results - use filters to find the information you want to insert, mark the desired results with a checkbox. This will insert the entire pathology report.
  • Observations - select your date range and all observations recorded during that time period will display for you to select the ones you wish to include. This may be your preferred way of displaying results as the result value only.
  • Observations graph - select your date range and the observations you wish to include in the graph.


Finalising your Letter

There are a number of options available to you to finalise your letter.

Save Letter as Draft

Click Save Letter as Draft, and the letter will be saved in the selected patient's documents list. It can be reopened using the Letter Wizard draft option,or by clicking on the letter in the documents list.

The letter will be saved with the creation date. The Last edited column will display the date and time the letter was last saved as a draft.

Save Letter and Finalise

Clicking this option will finalise the letter and lock it for editing and take you back to the wizard screen to start another letter.

To view the finalised letter, you will find it on the documents tab of the selected patient.

If you are wanting to print the letter immediately, the suggested workflow is to click Print, then Save letter and Finalise.

Send as Message

Only available when creating a referral, a popup will appear and allow you to select the MMEx user to send the referral to. This can be different to the addressee of the letter.

Download Letter as PDF

This action will download the letter as a PDF but will not finalise the letter. It will remain in draft form.

PDF Page Setup

  1. Set the Page Size for printing. Take note that if the selected page size is a pre-defined label size, the label's margin settings will not take effect in the PDF output
  2. Set the Layout to Portrait or Landscape
  3. The Header Text and Footer Text fields will not accept the following characters: < > “
  4. The Header Text and Footer Text fields can make use of special variables that acts as placeholders for dynamic information, such as the date, time, or page numbers. The following variables will be substituted with the appropriate value during print time:
  • [page] - substituted with the number of the pages currently being printed
  • [frompage] - substituted with the number of the first page to be printed
  • [topage] - substituted with the number of the last page to be printed
  • [title] - substituted with the title of the document
  • [date] - substituted with the current date in system local format
  • [time] - substituted with the current time in system local format
  • [patient] - patient name
  • [provider] the current user name
  1. Set the Header Text, [date] [time] will print out as
  2. Set the Header Alignment
  3. Set the Footer Text, [title] Page [page]/[toPage] will print out as
  4. Set the Footer Alignment
  5. Click Ok
    1. Once you click Ok the changes will appear in the PDF
    2. To Remove them from the PDF you will need to close Letter Writer. Please note any unsaved changes will be lost.

Print

This action will download the letter as a PDF for printing but will not finalise the letter. It will remain in draft form.

If you have MMEx Assistant activated, (speak with your Organisation Administrator or Helpdesk to find out more about this) the letter will print directly without downloading first.

Address Book

Having an up to date Address Book for your clinic speeds up writing letters in Letter Writer, as a pre-formatted Address for a provider/hospital/specialist or clinic can be selected and dropped into the Letterwriter. The Address book also underpins a number of functional features in MMEx such as referrals and some specialist assessments such as Ear Health and Hearing.

The Address Book is located from the Messaging link in the Side Menu, select Address Book

There are two tabs

  • My Address Book manually populated from within your organisation, tailored to your organisation’s needs.
  • MMEx Address Book a list of all MMEx users across Australia (and their MMEx secure messaging address)


Clicking on a person’s name in either list, will show their details.

My Address Book

Add an Entry

Click on the blue Add Entry button at the right-hand side of the screen.

Select Organisation or Named Person depending on the entry you are making.

Named Person
Enter details in the relevant fields.

If the person belongs to an organisation that is already recorded in the Address book, select that organisation by typing part of the organisation name into the Organisation field. A short list of possible options will be displayed, select the required one.

If the person's organisation is not listed in the Address Book, enter the details via the other option. By selecting an organisation, when you save this entry, the person will be connected to the organisation as a Key Contact. Changing or clearing this field will remove the Key Contact link.

Select a Category (aka role, profession, specialty, service area) and a Region for this person. These fields are important to support both searching and future functionality of MMEx.

Click Add to save the entry.

Organisation
Enter details in the relevant fields.

Select a Category (aka facility type, specialty, service type) and a Region for this organisation. These fields are important to support both searching and future functionality of MMEx.

Add a key contact for the organisation by either selecting an existing named person (someone already recorded in the address book) using this field, or clicking on Add new named person - using this button will create a separate named person address book entry for the Key Contact.

When someone is saved as a Key Contact for an organisation, their organisation will be set for their individual entry simultaneously.
If an existing named person is already part of an organisation, they must first be removed from their current organisation before they can be added to this one.

You can edit the Key Contact details or remove them as a Key Contact for the organisation using the Edit or Remove buttons in the relevant row.

Find an Entry

Use the keyword Search box, or filters to locate a specific entry.

  • Entry Type - filter the list by Organisation or Named Person
  • Region - search by a region to locate organisations or people in a particular area.
    • You may wish to develop some standardised local rules around the regions you apply to users
  • Category - search by category to locate an organisation or person who provides a particular type of service.
    • If you require Categories that are not present in the list, please let Helpdesk know so it can be considered for addition to the categories list.

Click on Clear to remove all filters.

Each column can be filtered by clicking on the column title. First click sorts the data A-Z, second click Z-A

Manage the Address Book

Delete old or duplicate entries using the Red Delete button in the row of the unwanted entry.
Warning - there is no undelete function

Under the Filters, click on Advanced to reveal additional options

Import From Excel To import from Excel, you must use the import template provided by clicking on Download Import Template.

Named Entities (Individuals) and Organisations are managed separately due to the different fields in each entry type. ON the Named Entity spreadsheet, the organisation name must be exactly the same as the organisation's name in the address book for it to link up properly and details to update. Similarly, the category and region fields must be the same as one of the values in the respective dropdowns when editing or adding an address book entry. If they do not match up, they will be set to 'Other'.

Please ensure that the Country for each entry is listed as Australia (or other country name where relevant) not left blank

Export to Excel Exporting to Excel will export entries from the address book.
Again, Named Entities (Individuals) and Organisations are managed separately due to the different fields in each entry type.

MMEx Address Book

The MMEx Address Book is a listing of all MMEx users, their organisation and their secure messaging addresses. The content of this page is managed largely by MMEx Administrators and Organisation administrators.

Find an Entry

Use the keyword Search box, or filters to locate a specific entry.

  • Region - search by a region to locate MMEx users in a particular area.
  • Category - search by category to locate an organisation or person who provides a particular type of service.

By selecting Region as either Any Region and the Category as Any Category, your search will be broad and inclusive.

Click on Clear to remove all filters.

Each column can be filtered by clicking on the column title. First click sorts the data A-Z, second click Z-A

Mailbox Settings

The Mailbox Settings feature helps you organise your messages into separate mailboxes. This page can be located:

Click on Mailbox Settings in the Messaging section of the Settings Side Menu.

You can change the order in which your mailboxes sit on the left hand side of the page by using the Move Up and Move Down buttons.

To create a new mailbox, type the name you would like to call it in the Name box. Select the mail type and press Add Mailbox. The new mailbox will appear in your list of mailboxes.

manual/messaging_in_mmex.txt · Last modified: 2019/12/09 06:18 by sarahb