7.2.2 Fax ManagerUSER CONFERENCE & SYMPOSIUM 2013

MASTERING HEALTHCARE STRATEGIES

AUSTIN TEXAS

Presentation Overview

• Fax Manager Overview

• Fax Manager Administrator Privileges

• Fax Manager Application

• Fax Manager Changes with Docman

Topics

Fax Manager Overview

The fax server was re-written with an emphasis on the following key areas:

• Windows 7 compatibility, a more user-friendly Fax Manager Application with complete control over inbound/outbound faxes, easier fax management within Solution Series

• This presentation outlines the new layout and functionality of the Fax Manger

• Application, changes to fax services as they pertain to the inbound/outbound drivers, as well as changes to the DocMan module

Fax Manager Administrator Privilege

Administrator Privilege

• It’s one of those privileges where you either have it or you don’t. So any access above Deny will give the same level of access to everyone.

• As to its function, it designates the user as an admin of the Fax Manager Application, which means they have access to everything within Fax Manager.

Fax Manager Configuration

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Admin Setup

Admin Setup – These items apply to ALL faxes• Check on delay and outbound count every __ minutes

• This is where the user sets how often the pending faxes will be polled for failed

faxes with the user specified delay time, as well as overall fax count

• Defaulted at 15 minutes

• Upper limit of 300 minutes

• Lower limit of 0 minutes

Admin Setup

Admin Setup – These items apply to ALL faxes• On failure notice (after retries) notify

• Create a list of e-MDs users that you want to notify

• On fax delay of __ hours, notify

Create a list of e-MDs users that you want to notify• On outbound fax count of __ notify

• Create a list of e-MDs users that you want to notify

Current User Configuration

• Allow other to see my faxes can be set to active

• Create a list of e-MDs users with rights to your Fax Manager application

• Users in list can see current user’s faxes

Notify Rules for Current User

Current User Configuration

• Allow other to see my faxes can be set to active

• A list of other users can then be created by user

• Users in list can see current user’s faxes

Notify Rules for Current User

Current User Configuration

• This is where the user specifies how long a fax job must have the status “failed” before a notification will be sent

• A list of other users can then be created by user

• Users in list will receive notification of current user’s fax failures at specified time delay

On fax delay of ___ hours, notify

Server Configuration Settings

Selected Server: Server whose settings are being modified

Purge sent faxes after: User specifies a time period in which successfully sent faxes must sit in the “Sent Faxes” tab before the archived fax image/notes are purged and no longer available to be viewed

• Defaulted at 2 days • Upper limit of 90 days• Lower limit of 0

Purge received faxes: User specifies a time period in which received faxes must sit in the “Received Faxes” tab before the archived fax image/notes are purged and no longer available to be viewed.

• Defaulted at 2 days • Upper limit of 90 days• Lower limit of 1

Server Configuration Settings:

Purge every: User specifies a time frame in which the sent and received faxes will be polled for faxes that have remained in either tab for the specified time frame. For example, every 10 minutes Fax Manager will check the sent and received faxes for any jobs that have remained there for 30 minutes or more:

•Defaulted at 15 minutes•Upper limit of 30 minutes•Lower limit of 1 minute

Maximum retries: The maximum amount of times a fax will attempt to be sent:

•Defaulted at 5•Upper limit of 10•Lower limit of 0

Retry Delay: Time between attempted retries:

•Defaulted at 3 minutes •Upper limit of 10 minutes•Lower limit of 1 minute

Fax Manager Configuration

Over the next several slides we will show you how to do the following:• Maintain Fax Groups

• Maintain Phone Numbers

• Maintain Routing Rules

MAINTAINING FAX GROUPS

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The box below represents the first screen a user will see once the user clicks the “Maintain Fax Groups” button within Fax Manager.

• Clicking “Maintain Fax Groups” will allow a user to add new groups or modify/delete existing groups.

• The user will click “Add New” and a free-text box will appear below the list of groups already in the system. The user will type the name of the new group into the free text box and click “Add.” The new group will now appear in the Group list.

• To associate a group with a facility, check the box next to the facility.

• Users may choose more than 1 facility per fax group.

• Only users with have access to these facilities will be able to see the fax group in DocMan.

• A user will not be able to use a pre-existing group name.

• Click Done, and you will be prompted to save any changes.

MAINTAINING PHONE NUMBERS

Clicking “Maintain Phone Numbers” will open the Phone number maintenance

window. To add a number:

• Click “Add New.” • The free-text box will populate underneath the list of phone numbers. • Enter the phone number into this box and click “Add.” • The phone number will be added to the list. • Clicking Cancel will remove the new number free-text box; however the

user will remain within the phone number maintenance window. • A user will not be able to use a pre-existing number here. If this

happens, user will receive a warning message stating the number already exists. This warning message will have “Ok” as the only option and clicking this option returns the group name text box with the name the user just attempted to enter highlighted for modification.

• “Edit Number” and “Delete” are only actionable if a number is selected from this window. If a number is not selected or does not yet exist these options are grayed out.

Saving: If the user clicks Done, they will be prompted with a window asking if they would like to Save any changes made since accessing the maintenance window. “Yes” saves user’s changes and closes the Fax Group Maintenance window.

Routing Rules

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Fax Routing is the first step in the disposition of incoming faxes:

MATCH FAX NUMBER TO GROUP

Business Rules: • A group can be associated with multiple fax

numbers• A fax number cannot be associated with

multiple groups• If a fax number is not associated with any

group it will still remain in the all groups category (aka “Unassigned fax groups)

Assign a number to a new fax group for the first time:• Click the dropdown next to the fax number and

choose the group to assign

• Click Save to save your changes

Routing Rules

Rules: • The driving column is the Category List. All DocMan categories will be listed here. If the category currently has

a routing rule, a will appear in the Rule column. This column will either display a to show that there is a rule associated, or “ for no rule associated.

• Users will have the option to temporarily disengage an existing rule without deleting it. The Active column allows for this functionality. This column will contain a check box associated with each row. A checked box indicates an active rule.

• The Organization List and Notify List are slaved to the Category Rule List. If there is a rule when you click on a category, the boxes that are selected for this rule become checked. Moving to another category checks those items associated with that rule.

• The “Selected Row Summary” contains a summary of the rule since the selected list of organizations and/or persons to be notified may include items above or below the current scroll list views (off screen).

• Column will sort alphabetically then reverse alphabetically when the title of the column is clicked. Sortable columns are category, phone, and organization.

• If an organization in the “Organization List” is part of a category routing rule, user will be able to right-click the organization name and have an option for “Go to Rule.” Clicking “Go to Rule” will highlight the category routing rule which that organization is a part of.

• These routing rules place the inbound fax into a category within DocMan Fax Filing. It is important to note that these faxes are not associated with a patient yet, but simply organized into a category within DocMan Fax Filing.

Routing RulesTO ADD A NEW RULE:

• Click a category that does not currently have a rule associated (“N” in the rule column)

• Check the boxes next to each organization whose faxes will be routed to this category

• Check the boxes next to each person who will be notified via TaskMan when a fax is received from any of the selected organizations

• User will be prompted to save if they click on a different rule

• May also click Done to save changes. This will not prompt the user before saving.

• Organizations can only be applied to a single category (rule). For example, I cannot put the same fax in both LAB and NURSE NOTES. When you click a category you will always see the entire list of organizations. Those already in use by other rules will be highlighted light red as an indication. The user can still select an organization used in another rule to be used in the current rule; however, there will be an immediate prompt.

• Prompt will indicate that the organization is currently in use by “Category Name (rule).” “Associating ‘Organization Name’ with this new rule will delete its association with the previous rule. Would you like to proceed?” If user clicks ‘YES,’ the organization is “stolen” and associates with the new category. The organization will now be checked and highlighted in red. If user selects ‘NO,’ organization remains associated with the original category. User notification list will not be brought over.

• Creating a new rule will update the rule column next to the selected category with a “Y”

• Newly created rules will be defaulted as active, indicated with a checkmark in the “Active” column

Routing Rules

TO EDIT AN EXISTING RULE

• Click a category that has a rule currently associated (“Y” in the rule column)

• Check the boxes next to each organization whose faxes should be routed to this category, or uncheck those that should no longer be routed to this category

• Check the boxes next to each person who should be notified via TaskMan when a fax is received from any of the selected organizations or uncheck those who should no longer receive notification

• User will be prompted to save if they click on a different rule

• May also click Done to save changes. This will not prompt the user before saving.

• Inactive and active rules will both be available for editing

• Editing an inactive rule will not automatically activate it upon saving

Time Slots

Creating time slots defines the disposition of the modems on the server• Each modem will be listed• The interface will let you define when that modem is “on” for both SEND and RECEIVE

Time Slots

• Modems designated as inbound are on for inbound traffic at all times

• When you move the cursor over any empty area on the grid, the Day/Time at the point of the cursor will display in the status row

• When you move the cursor over a time slot, the status row displays the start-stop information for that time slot

• Feedback on the selected time slot is immediately displayed in the status row and in the Duration and Start windows. It is also reflected in the Selected Modem Summary grids.

• The Selected Modem Summary is immediately updated for all start-stop pairs whenever a change is made in the time grid. Clicking on a row or time slot associated with a different modem resets the summary for that modem.

• If the outbound status of a modem is turned off the outbound driver will finish sending queued faxes before shutting down

Fax Management

Deleted Faxes

• The Deleted Faxes tab will behave much like the “Deleted Items” does for e-mail

• This tab will include any fax jobs that have been deleted either manually by the user or automatically according to purge settings

Right-Click Menu

Each fax in the grid will have a menu accessible by right clicking the line item

This menu will contain the following:

• Restore/Resend - This option will restore a deleted fax job back to the tab where it was before deletion. For deleted outbound fax jobs, this option will also allow the user to attempt to re-send the fax and refresh the retry count. This also allows the user to edit the number the fax is being sent to as well as the priority, if necessary, before attempting to resend the fax

• Re-assign Pseudo Server – This will allow the user to re-assign the fax job to another pseudo server

Fax Management

Received Faxes

• The Received Faxes tab will behave much like the “Inbox” does for e-mail. This tab will include any fax jobs that have been received by the system.

• The window will have the following columns in the following order: • Sender: • Number the fax job was sent from • Sortable numerically • Date/Time Received: • Date/Time the fax job was received • Sortable chronologically • Sending Phone Number:• Number the fax job was sent from • Sortable numerically • Recipient Phone Number: • Number the fax job was sent to • Sortable numerically • Server: • Pseudo Server receiving the fax job • Sortable alphabetically • Image: • Clicking this icon will display the fax image. Hovering over the icon will display the message “Click to view image.”

Fax Management

Sent FaxesThe Sent Faxes tab will behave much like the “Sent Items” does for e-mail. This tab will include any fax jobs that have been successfully transmitted out of the system.

Grid will have the following columns in the following order: • Priority: • This will represent the priority assigned to the fax job. • Sortable highest-lowest/lowest-highest priority • Sender: • User login who submitted the fax job • Sortable alphabetically • Date/Time Sent: • Date/Time the fax job was submitted • Sortable chronologically • Destination Phone Number: • Number the fax job was sent to • Sortable numerically • Title: • Title given to the fax job at time of submission• Sortable alphabetically • Server: • Pseudo Server associated with fax job • Appears red and bolded if the Pseudo Server associated with the fax job is deleted from Server Manager • Sortable alphabetically • Notes: • Yellow piece of paper icon displayed if there are associated fax notes• Sortable by presence of icon • Image: • Clicking this icon will display the fax image• Fax images will be archived

Fax Management

Pending Faxes

The Pending Faxes tab will behave much like the “Outbox” does for e-mail. This tab will include any fax jobs that are awaiting the “outgoing” time slot of the modem, that are in the process of “retrying,” and that have failed to send.

Fax Management

Pending FaxesThe window will have the following columns in the following order:

Priority: This will represent the priority assigned to the fax job Users will be able to set priority at the time of fax submission within Solution SeriesSortable highest-lowest/lowest highest priority)

Sender: User login who submitted the fax jobSortable alphabetically

Date/Time Sent: Date/time the fax job was submitted

Sortable chronologically Destination Phone Number: Number where the fax job was sent

Sortable numerically Title: Title give to the fax job at time of submission

Sortable alphabetically Server: Pseudo Server associated with fax job Status: Colored cell based on the status of the fax

Sortable by status type Retry Count: This column will display the retry number that is next as well as how many remain

Sortable based on retry countNotes: Yellow piece of paper icon displayed if there are associated fax notes

Sortable by presence of icon Image: Clicking this icon will display the fax image

DocMan

DocMan - Filtering by Fax Group

Fax Groups created within Fax Manager will be viewed within a new window below Categories in DocMan Fax Filing

DocMan

With the introduction of this new filtering system, a mechanism needs to be in place to handle misplaced faxes

This feature will be incorporated via a new double-click option for each fax job

• Users will highlight the fax job(s) to be re-assigned

• Users will then double click the Fax Group to re-assign the fax job(s)

• Users will receive pop-up notification that the re-assignment was successful

DocMan - Re-organizing misplaced faxes

• Re-assigned faxes will now be associated with the new Fax Group. This action is traceable via the DocManaudit trail

DocMan

DocMan Audit Trail accessed via the Control Panel within DocMan

Re-assigning a fax (document) from one fax group to another will be captured and the appropriate description given

TaskMan

Notifications

TaskMan notifications can be set up within the “Configuration” tab of Fax Manager. There are two types of notifications that can be sent based on these options: Failure and Max Outbound

Failure Notification:

There are two types of failure notifications that can be sent based on options set by the user:

• “Polling” Notification: This notification type has 2 dependencies. First the user must specify how often the pending faxes will be polled for failed faxes. Then the user must specify how long a fax must sit with a status of failed before they are notified. These settings are maintained in the Admin Setup section of the Configuration tab of Fax Manager.

• Individual Fax Job Notification: The user can set option to be notified for each failed outbound fax job. This option is activated via “On failure notice (after retries) notify” in the Configuration tab of Fax Manager. Users will receive only one notification for each failed fax job.

Server Management

Fax Service

• The e-MDs Fax Service is responsible for all inbound/outbound fax processing and database management

• The service employs various drivers in order to facilitate all communication between e-MDs Solutions Series and Microsoft Fax

• This ensures that database tables are kept up to date with the most accurate information provided from MS Fax and connected modems, while also keeping the modems/drivers up to date with changes made to database (Fax Manager) configuration settings