Navigate to eFax Inbox on the Patient Timeline
1. Head to the patient's timeline on the app by locating their profile from the main screen, or you can click the blue bubble in the bottom right hand corner > magnifying glass > search for the patient's name.
Please remember; in order for a user to access and utilize eFax, their privileges need to allow it. You can do this by going to Settings on the web > Teammates > Users > Edit the user > Manage Privileges and check the privileges for "Send eFax Orders" and "Inbox"
2. Next, click the 3 dots in the upper right hand corner of the Patient's timeline.
3. Locate the eFax Orders tab from the pop-up menu.
4. In the upper right hand corner, you can use the Filter/Sort tool to adjust the views of the Patient's orders.
Sort by allows you to view the patient's orders list in an ascending or descending format, based on key details.
Filter by direction is helpful to use if you want to narrow down your search to just outgoing orders sent from your Aesthetic Record account, or incoming orders that have been received back.
Create & Send an eFax
5. To create and send an eFax Order, click the add document icon
6. First, you will select the clinic from which the eFax is being sent. It will default to the preferred clinic listed on the Patient's profile . You can change if needed, however.
**** The clinic options that you see from the list will be limited to the clinics available for that user. ****
7. Next, select the user to list as the sender. This will default to the user who is creating the order, but it can be changed.
8. In the To number field, you can manually key in a number or you can choose an existing favorite from the dropdown.
9. If you have already created a list of Favorites, you can select the right one from the list. If you need to add a new number, click the plus sign.
10. Fill out the recipient's name, fax number, and the default template you want to use, and click Save. Once you save, you can select it from the available list.
11. Based on which favorite you chose in the previous step, a template has likely been pre-populated under Lab Form. You can open the drop down to choose a different template if you prefer.
Note: You can create and manage templates through Settings > Clinical Documentation > eFax Configuration on the web.
12. The last step before previewing the created order is to choose what you want to include in the order from the list under the Panels/Tests section.
We've included the most commonly requested panels for Aesthetic clinics, but if something is missing, keep in mind you can also manually add to the order text in the next step or permanently in your template.
13. Each of the Panels includes multiple tests that you can select or deselect. You can use the search tab to find specific tests, and if you are requesting all tests be completed for that panel, you can utilize the Select/Deselect All option at the bottom.
14. Once you have finished filling in all of the details for the eFax order, click Preview in the upper right hand corner.
THIS IS A REQUIRED STEP! If you do not click Preview, your information will be lost. This is how you advance to the final screen for a confirmatory look before hitting Send.
15. On the last screen, you can make any final adjustments to the lab form- you an add missing details, include panels we don't already have included, etc. Once you feel good about the content, click Send.
16. Once you hit Send, you can track the progress until completion. As it processes, the document icon will say Processing, and once completed, it will say Outgoing. In the event it fails, you will see a Failed message which could mean the number is incorrect or the destination number is offline.
View & Assign Recent eFax Orders
17. To view a list of recent orders for the Patient, you can use the calendar icon in the upper right hand corner while in the eFax section. You can choose to view the list of recent orders from the last 7 days, 15 days, 30 days, or select a custom date range.
18. You can also view incoming & outgoing eFax orders from the mobile inbox.
Go the Navigation Menu > Inbox > eFax Orders
The red notification badge that shows up on eFax Orders tab indicates the number of received orders that need to be assigned to the appropriate patient.
19. From the inbox, you can click on the documents that were sent and received for all Patients. As long as a Patient is assigned, this is the same information available on their timeline under eFax Orders.
If we are unable to capture the Patient's name on an incoming fax, you must manually assign those documents to the right Patient. Click Assign Patient, then you can search in the dropdown for the right Patient. Once you assign it, the Patient's name will populate in the inbox, and you will see the fax on the Patient's eFax Orders section.
