1. Before sending and receiving eFax orders, you will need to make sure you and other users have access to the Send eFax/Orders and the Inbox feature. There are two ways you can update access to users in your account.
Update role privileges for all future users added under a specific role, by going to Settings > Teammates > User Controls.
Update current user privileges by going to Settings > Teammates > Users > Edit for each existing user > Manage Privileges. This will update immediately for eac specific user that needs access and is already in AR.
2. Users can then see the eFax section within patient profiles. Navigate to Patients Tab > select a patient profile > click on eFax Orders.
3. Then click on Send Order to create an eFax order for the patient.
4. Now let's get started on creating the order:
Under the Clinic section, you can choose which clinic this order needs to be associated to and sent from.
You can select the User that needs to be tied to this order as well.
Then you will choose where to send this order under the To section. The list in this section pulls from the Favorites that you create as you create your templates. Please refer to this article for setting up your Favorites: http://learn.aestheticrecord.com/en/articles/9970417-efax-configuration-creating-templates-favorites
5. You will then want to select which template to use, from the list of templates you have created. Please refer to this article if you still need to set up templates: http://learn.aestheticrecord.com/en/articles/9970417-efax-configuration-creating-templates-favorites
If you want to associate the chosen template to the Favorite you selected above, you can check the box below and this will auto-default to the specific template each time you create an eFax order for that Favorite location (this is just a quick and easy way to not have to select the same template each time, but you can always change this!)
6. After choosing the Clinic, User, Favorite (To), and Template, use the Panels section at the bottom to choose which Panels need to be added to the order. If you do not need all types selected within each Panel Category, use the blue arrows to the left of each Panel Category, in order to expand and choose specific types.
7. Once you have all portions complete, click Continue.
8. This will bring you to a preview of the order being sent over. You can make any additional edits here by utilizing the tool bar and editing directly within the text box.
When you have finalized the order click Send at the bottom!
9. In order to check the status of a sent order, you can head back to the Patients Tab > select the patient profile > eFax Orders. From here, you will see all orders associated to this patient, as well as the details and status of each.
You also have the ability to view any sent/received orders after the fact, but clicking View in the right hand column of the order.
10. In order to associate an order that has been received back to your clinic, you will need to first head to the Inbox Tab at the top of your web browser.
Note: When you receive an eFax order back, you will receive a red notification badge next to the Inbox Tab (just like when you have a pending SMS in your Inbox).
11. Click on eFax Orders from the Inbox section to view all orders and history.
12. This section is helpful, as it will show you helpful details related to the eFax Orders:
Direction column for whether it is an outgoing or incoming order
Current Status of the order (sent, failed, received)
Which user the order was sent by and the date of the action
Keep in mind here, user names are only associated to outgoing orders. There will not be a name associated when an order is received.
Under the Actions tab to the right, you have the ability to download orders that were successfully sent and received, and you will see Assign Patient next to all incoming/received orders.
This is important to pay close attention to, as you will not be able to view any received orders through a patient's profile, until you have gone through and successfully assigned the right patient to the order itself.
13. By clicking the download button in the step above, you are able to pull up and view a PDF version of the order itself.
14. After you assign an eFax order to the right patient from the Inbox, it will get saved to the patient's document repository within their profile.
You can view this by going to the Patients Tab > select your patient > More Info in the upper right hand corner > Documents.
15. From here, you will see eFax as the file type, the date and time stamp of when it was assigned to the patient and added to their document repository, the name of the user to assigned the order, and actions for viewing and/or setting an expiration date for this order if applicable.
If you set an expiration date for a file in the Document Repository, you will see sticky note reminders, as well as a red timer show up next to the patient's name when a document is about to expire or has expired.
