Inbox for Correspondence: User Guide

The Secure Messaging Inbox is where correspondence from other providers arrives to be reviewed, linked to a patient, and checked into the patient record. This includes letters and other inbound documents sent directly to you, or sent to another provider who has included you as an interested party. This article covers viewing, filtering, and managing correspondence in the Inbox, from opening a message through to checking it into the patient's file.

Contents:

1. Viewing the Secure Messaging Inbox
2. Filtering the Inbox
3. Searching the Inbox
4. Adding Comments to Correspondence
5. Reassigning a Message to a Different Patient
6. Opening a Patient Record from the Inbox
7. Creating a New Patient from the Inbox
8. Setting the Patient Notified Flag
9. Setting the Confidential Flag
10. Printing a Message
11. Deleting a Message

Viewing the Secure Messaging Inbox

1. To open the Inbox, click the Mailbox Icon.
    

2. The Inbox can also be opened directly from the Home tab. Click View underneath the Lab Results Counter.

   Note: Users with a Practice Manager subscription will not be able to see the Inbox. If you have an Integrated subscription, you will need to click the Inbox button to switch to your Inbox. If you have a Clinical subscription, you will only have access to the Inbox.

The Inbox stores all secure messages that have been linked to a patient and allocated to you. Messages stay in the Inbox until reviewed and formally closed. Once a message has been checked, it is stored in the Correspondence In section of the patient file. Once a result is checked, it is stored under Investigations (Results) in the patient file.

Filtering the Inbox

The Filters in the Inbox let you narrow down messages based on:

Type

• Letters: all inbound correspondence, saved in Correspondence In once checked.
• Pathology Result: results from pathology labs, saved in Investigations (Results) once checked.
• Dynamic Letter: saved in Correspondence In once checked.

Status

• Checked: messages that have been checked. Checked messages close automatically and the status cannot be edited.
• Unchecked: messages that are unchecked, still open, and can still have their status edited.
• Open: unchecked messages.
• Closed: messages that have been checked.

Provider, Patient, and Date

• Provider: search and select particular providers, or all providers.
• Patient: search and select particular patients, or all patients.
• When: select a date range from the given options (Today, Last week, Last month, Last 6 months).

Searching the Inbox

You can search the Inbox using a keyword from the Subject, Request name, Patient Name, Provider name, or To/From fields in the search bar. Type the word into the search box and the system will populate a list of the closest matches, across all statuses.

Adding Comments to Correspondence

The Correspondence In modal includes an optional Comments field, allowing you to add a note against a letter while reviewing it in the Inbox (up to 300 characters). Any comment you add is retained once the item is checked and closed, and remains visible in the Correspondence In modal for future reference.

The Comments field is also available through FHIR Read and webhook integrations, for practices making use of these.

Reassigning a Message to a Different Patient

If a message was assigned to a patient in error, follow these steps to reassign it to the correct patient:

1. Click the envelope icon to open Secure Messaging.
2. Select Inbox.
3. Select the message that needs to be reassigned.
4. Click the patient name highlighted in blue. This is a search and select field.
    
5. Enter the correct patient's name.
    

The message will now be assigned to the patient that was last typed in.

Opening a Patient Record from the Inbox

1. Click the envelope icon to open Secure Messaging.
2. Select Inbox.
3. Search and select a patient's message.
4. Click More to reveal a drop-down list, then click Open Patient.
    

You will be redirected to the patient record.

Creating a New Patient from the Inbox

1. Click the envelope icon to open Secure Messaging.
2. Select Inbox.
3. Search and select a patient's message.
4. Click More to reveal a drop-down list, then select Create New Patient.
    

This will open a new patient form.

Setting the Patient Notified Flag

1. Click the envelope icon to open Secure Messaging.
2. Select Inbox.
3. Search and select a patient's message.
4. Click More to reveal a drop-down list, then select Patient Notified.
    

Note: This selection does not notify the patient. It is for record purposes only, to note that the patient has already been notified some other way.

Setting the Confidential Flag

1. Click the envelope icon to open Secure Messaging.
2. Select Inbox.
3. Search and select a patient's message.
4. Click More to reveal a drop-down list, then select Flag as Confidential.
    

Once this is done, the lock symbol above the patient's name will appear locked.

Printing a Message

1. Click the envelope icon to open Secure Messaging.
2. Select Inbox.
3. Search and select a patient's message.
4. Click More to reveal a drop-down list, then select Print to open a print preview.
    

Deleting a Message

1. Click the envelope icon to open Secure Messaging.
2. Select Inbox.
3. Search and select a patient's message.
4. Click More to reveal a drop-down list, then select Yes to confirm the message will be deleted.
    

Further Reading

• How Do I Setup Secure Messaging
• Inbox for Results: User Guide