Inbox for Results: User Guide

The Secure Messaging Inbox is the primary way to receive results into MediRecords. Providers and labs can send result files directly into a practice or provider's Inbox, ready to be linked into the relevant patient record. This article covers the full results workflow, from a result arriving in the Inbox or Holding Bay, through checking it, to linking it to a request, adding follow-up actions, and uploading results manually where needed.

Contents:

1. Viewing the Secure Messaging Inbox
2. Filtering the Inbox
3. Searching the Inbox
4. Supported File Types
5. Checking a Result
6. Adding Comments to a Result
7. Linking a Result to a Request
8. Adding an INR Result
9. Adding a Cervical Screening Result
10. Creating a Task
11. Creating a Clinical Action
12. Booking an Appointment
13. Sending an SMS
14. Checking Another User's Results
15. Manually Uploaded Results
16. Reassigning a Message to a Different Patient
17. Opening a Patient Record from the Inbox
18. Creating a New Patient from the Inbox
19. Setting the Patient Notified Flag
20. Setting the Confidential Flag
21. Printing a Message
22. Deleting a Message

Viewing the Secure Messaging Inbox

1. To open the Inbox, click the Mailbox Icon, which is the sixth tab on the MediRecords Application Ribbon.
    

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. Multiple providers can be selected at once.
• 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.

Supported File Types

Results received via Secure Messaging are generally sent in an HL7 format. These files are converted and presented within the Inbox for checking:

• If a result is received in a .oru format, the Inbox message type will default to a Result file, and be stored in the patient's Results grid on checking.
• If a record is received in a .ref or other HL7 format, the Inbox message type will be Correspondence, and be stored in the patient's Correspondence In grid on checking.
   

Checking a Result

When a result or letter has been received in the Inbox, it must go through a checking process to acknowledge receipt, link it into the patient file, and assign a status describing the outcome. For example, a result showing no signs of illness might be marked as Normal, while a result with concerning information might be marked as Abnormal.

There are two ways to check a result if no other follow-up action is needed:

Short Way: Check & Mark Normal

1. Select a result in the Inbox.

2. Click Check & Mark Normal. 

   

    

The result will be checked, moved into the patient record, and the next result file selected.

Longer Way: Checking and Marking Normal Without Publishing to the Patient

1. Select a result in the Inbox.
2. Open the Checked menu.
3. Select the relevant status.
   
    

4. If a pop-up appears about publishing to the mobile app or Engage, make the relevant selection. This will only appear if the patient has an account. 

   

   
    

The result will be checked, moved into the patient record, and the next result file selected.

Adding Comments to a Result

You can add a comment to a result if you would like to attach a note to the record, for example to note that everything looks fine, or that a follow-up appointment has been booked. Once the result is checked, comments are displayed in the patient's Investigations (Results) grid, and in the Mobile App or Engage.

Linking a Result to a Request

If a result is received in response to an Investigation Request (pathology or radiology) created within MediRecords, you can link the new result to the original request to indicate the workflow is complete:

1. Select a result in the Inbox.
2. Click Link to Request. The message will expand to display a list of all outstanding requests for the patient.
    
3. Click the tick-box next to the relevant open request, then click Partially Received or Fully Received.
    
   • Partially Received: use this if more result files are expected. A request can have multiple tests, and results may be sent back in separate files.
   • Fully Received: use this once all results have been received for the request.

You will receive a pop-up notification that the result has been linked successfully.

Adding an INR Result

1. Click the envelope icon to open Secure Messaging.
2. Select Inbox.
3. Search and select a patient's result.
4. Click INR to open the INR form.
    

This will open the INR form to be completed:

Adding a Cervical Screening Result

1. Click the envelope icon to open Secure Messaging.
2. Select Inbox.
3. Search and select a patient's result.

4. Click CS to open the Cervical Screening form.

   Note: the patient's gender must be saved as female in MediRecords for this option to appear.

   
    

This will open the Cervical Screening report form. Complete the necessary details and select Save. This information will then be available in the patient's record, under Clinical > Cervical Screening.

Creating a Task

1. Click the envelope icon to open Secure Messaging.
2. Select Inbox.
3. Search and select a patient's result.
4. Click the Task icon to open the task form.
    
5. Complete the task form and click Save.
    

This will save a new task for the assignee. Once saved, the task icon appears in light blue to indicate that a task has been created for this result or message.

Creating a Clinical Action

To create a Clinical Action regarding the patient, for example a recall:

1. Click the Clinical Action icon to open the form.
    
2. Complete the required fields on the New Clinical Action form and click Save.
    

You can also open More, then Create Activity, to create a Clinical Action.

Booking an Appointment

To book a new appointment for the patient at the time of reviewing their result or letter:

1. Click the Calendar icon to open an appointment form.
    
2. The patient's contact details will be displayed, so you can see how best to reach them while booking.
3. Complete the required details and click Save.
    

Sending an SMS

Some practices choose to send an SMS to let a patient know their results have arrived, and the outcome. This is a key workflow for practices whose model relies on the results workflow and Mobile App to share results with patients, such as sexual health clinics.

1. Click the SMS icon to open the SMS On Demand form.
    
2. Send an ad hoc custom message, or select from one of the SMS templates configured for your tenant.
3. Complete the required details and click Save.
    

Checking Another User's Results

When a provider goes on leave, another user in the practice may need to monitor their Inbox for urgent items. You can access another user's Inbox using the Filters described above:

1. From the Inbox, click Filters.
2. Search and select the provider in the Provider field. Multiple providers can be selected.
3. If needed, search and select particular patients if waiting on a specific result.
4. Adjust any other filters as required. The list of results will update accordingly.

Manually Uploaded Results

Not all results in the Inbox arrive via Secure Messaging. Results can also be uploaded directly, or through Bulk Scan Upload, so a provider can review them alongside everything else they have received.

Manual Upload: Inbox

1. From the Inbox, click New, then New Result. 

   

   
    

2. Enter the relevant information about the result.

   Note: the user entered into the Ordered By field determines whose Inbox the result will land in for checking.

3. Attach the result file, if there is one.
   
    
4. Click Save. 
    

The result record will be created and assigned to the Inbox of the user in the Ordered By field.

Manual Upload: Bulk Scan Upload

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 result or 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 result or 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 result or 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 result or 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 result or 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 result or 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 Correspondence: User Guide