Evolve Direct: Quick Guide

Receiving patient results or correspondence by email can be a frustrating and time-consuming process. Staff often need to download the attachment, upload it into MediRecords via the Bulk Scan Upload utility, manually assign it to the correct patient, select the right provider, and then ensure the provider has reviewed it. When you are dealing with multiple attachments across multiple patients, those steps quickly add up. 

The Evolve Direct email forwarding solution removes most of this manual work. You can simply forward the original email to the Evolve Direct service, which automatically uploads the document into the MediRecords Inbox, matches it to the correct patient and provider, and prepares the document for provider review. This saves significant time per attachment and per patient, while reducing the risk of misfiling.

If you would like to read more on the value of using Evolve Direct, please see Announcing Evolve Direct.

Contents:

1. Evolve Direct Overview
   • Email Forwarding Workflow
2. Evolve Direct Configuration
3. Forwarding Documents to Evolve Direct
   • Email & Attachment Requirements
   • Document Failures
   • Classifying & Assigning Results & Letters
   • Patient & Provider Matching Rules
   • Sender Matching Rules

Evolve Direct Overview

Email Forwarding Workflow

Results and correspondence are emailed or forwarded to an Evolve Direct email address, direct@inbox.medirecords.com, which is linked to your practice. You can whitelist up to 20 email addresses that may forward to your new Evolve Direct email address. This whitelisting process protects your Inbox from spam or unintended processing. Once the attachment is forwarded to the Evolve Direct email address, the attachment is automatically scanned for provider and patient details, then imported into the MediRecords Inbox.

This workflow allows users to forward documents directly from email into the Inbox without first uploading them through the Bulk Scan Upload utility, and assigning them to patients and providers. It streamlines intake and supports faster clinical review.

If MediRecords cannot confidently read a provider or a patient from the attachment, the document is imported into the Holding Bay instead, so it can be manually reviewed and assigned just like documents that are received via Secure Messaging.

Evolve Direct Configuration

After the Customer Success team have confirmed that Evolve Direct has been enabled for you, follow the below instructions to configure your new inbox management system.

1. Open More in the side-navigation, and select Settings.
   
   
    

2. Click on Configuration.
   
   
    

3. Click on Evolve Direct to open the configuration window.
   
   
    

4. Enter the first email address that you would like to configure into the field provided.
   
   
    

5. To confirm your email has been entered correctly, click on the suggestion that appears directly below the email address.
   
   
    

6. You can then repeat steps 4 and 5 to continue adding emails if you need, up to a maximum of 20 configured email addresses. When you are finished, click Save. 

   📌 Important: Email addresses are validated as they are entered, so the email address you have entered may display in red with an error message if you have made a typing mistake or spelling error.
   
   We would recommend only configuring email addresses affiliated with staff members within the practice, to avoid provider inboxes from being filled with inappropriate attachments or emails.

7. Now you may begin forwarding emails to direct@inbox.medirecords.com.

Forwarding Documents to Evolve Direct

Once you have configured the practice email addresses for Evolve Direct, you can start forwarding documents to direct@inbox.medirecords.com. Evolve Direct will then process any documents it receives for your practice from the configured email addresses, and place them within the respective provider's Inbox or the Holding Bay as required. If there are any issues with processing a particular email or attachment, you will receive a reply email to let you know. 

Documents that have been processed by Evolve Direct will display the Evolve icon beside the document type within the Inbox:

Email & Attachment Requirements

To ensure successful processing, emails must meet the following requirements:

• File Type: Evolve Direct can process PDF and JPEG files.
   

• Attachment File Size: Evolve Direct accepts attachments up to 20MB in size per email.  
   

• Valid Attachment: The attachment forwarded to Evolve Direct must not be corrupt, must be openable, and cannot be password protected. 

Document Failures

If a forwarded document is unable to be processed for any reason, a reply email will be sent to the original sender to let them know that the document wasn't able to be read.

You will receive a failure email in any of the following situations:

• Evolve Direct is not enabled.

• The Evolve Direct email address is not configured correctly.

• The email or attachment cannot be opened due to a corrupted file, password protected file, etc.

• There was no file attached to the email that was forwarded to Evolve Direct. 

• A system error prevented the file from being processed.
   

Classifying & Assigning Results & Letters

Correspondence and results are assigned based on key words within the attachment, such as “result”. These key words help determine which type of document has been received, and how to categorise them within the Inbox and patient record. 

Provider and patient matching are then performed automatically using available identifying information within the attachment, such as names.

Patient & Provider Matching Rules

When an attachment has been emailed to Evolve Direct, MediRecords will attempt to match the correct patient based on the following information within the document:

• First name, last name, and date of birth.

• Medicare number plus individual reference number (IRN).

• IHI number.

• DVA number.

If a matching patient is found within your Patient List, then the result will automatically be assigned to that patient within the Inbox. 

The recipient for the document is determined by the content within the document also. If the information matches the details of a provider within your MediRecords tenancy, the result be automatically assigned to the provider, and land within their Inbox.

In any instance where the patient or recipient is unable to be determined, the document will land in the Holding Bay and will require manual assignment of the patient and/or provider. For information on routing documents from the Holding Bay, please see Secure Messaging: Holding Bay.

Sender Matching Rules

Sender details from the email are automatically matched to existing Contact records in MediRecords by Evolve Direct. This means that you only need to assign a sender yourself if the file has come from an unknown Contact.  

If a matching Contact is found, the sender is assigned automatically. If no Contact exists but the patient and provider matching were successful, then the result will land in the provider's Inbox, and they will need to manually select the sender in the From field.