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Direct User Manual - North Dakota Health Information Network

1. Additional information may be added using the More Information menu and choose whether to share the contact with other Atmail users with the Shared Permissions menu Click the Save Contact button to save the contact to the selected address book To Edit the Contact navigate to the Contacts screen and select a contact Click the Edit button to make required changes to the contact and click Save Contact button To Delete the Contact navigate to the Contacts screen and select a contact Click the Delete button to remove the contact No warning will be displayed and the contact is deleted without a prompt Copyright 2012 Orion Health Limited All rights reserved Page 23 ORION HEALTH Adding more fields A user can create fields for multiple email addresses phone numbers and other information using the green plus sign buttons by each input field Click the green plus sign to create a new field enter the appropriate information and select options from the drop down menus Fields may be removed from a contact by clicking the red minus sign next to the field Click on Save Contact when finished to save the additional information Adding a new group Click the New Group button to create a new Contact group and name the new Contact group folder User may add contacts to groups by dragging their names from the contact list in the middle pane to the group s folder in the left pane To Delete a Contact List select the
2. To access Webmail Settings navigate to Settings tab gt Webmail Settings folder Die a tip CE LET ene Page 26 Copyright 2012 Orion Health Limited All rights reserved ORION HEALTH Lyp Webmail Settings Email Settings ER anti Spam Settings Delete Trash on Logout Email Filters Mail Options aie Interface Language Date display 10 imezone Pacific Auckland The following fields are available to view and or edit Account Name Displays email account name Real Name This will appear in the Sender field of sent emails before the email address Reply To Specify an email address for replies to be sent to instead of the email address used to log in Thread Support Check this box to display email conversations as threads Thread Limit Select from dropdown age of email to be included or excluded from thread Available options are 3 months 6 months 1 year 2 years or infinite Display Email Images Select to display extermal images in email messages rather than as an attachment Automatic Draft Save Select to automatically save draft emails while composing default is every 2 minutes Automatic Folder Reload Select to enable auto reload and or sound notifications Delete Trash on Logout Select to automatically delete all mail from Trash folder upon logout Default View Select 2 pane or 3 pane view Interface Language Select preferred language for the Webmail interface Date D
3. For Changes April 1 2013 Direct Secure Messaging User Manual Copyright 2012 Orion Health Limited All rights reserved Page 5 ORION HEALTH Direct Secure Messaging 1 0 Introduction Direct Secure Messaging Secure Messaging utilizes national standards to communicate health information between healthcare organizations providers and patients Secure Messaging is an easy to use secure communication method that replaces mail and fax transmissions between known parties such as providers labs and public health departments Key feature and functions of Direct Secure Messaging are e Ability to easily send encrypted messages between Orion Health HISP subscribers and non Orion subscribers trusted HISPs e g HealthVault e Direct Message Portal webmail e New Secure Mail notifications sent to a non secure email address Purpose The purpose of this document is to identify the key concepts within Direct Secure Messaging that will allow the user to effectively utilize the application Specifically this document provides Direct Secure Messaging End User details Disclaimer All patient identifiers contact details and medical conditions represented in the screenshots and presentations shown in this manual are fictitious to the best knowledge of Orion Health Orion Health and do not relate to a real person or persons The screenshots and presentations shown are intended as examples only and may differ from th
4. Mark as Unread dropdown of the More tab Copyright 2012 Orion Health Limited All rights reserved Page 15 ORI 4 LZ New ON To display message details such as who the message is from the subject of the message and the date the message was sent select the Display Message Information icon Click again to collapse the message details Select the Reply button _ _ in the top navigation bar or the icon above the message to reply to the sender of the message or the Reply All button or open the Reply dropdown to reply to all recipients included in the original email Enter the message Click the Send My Reply Save As Draft or Add Attachment button The replied to message will remain in the inbox and it will display a Replied icon_ _ next to the email Select Toggle Threads to reveal all emails in the thread or Collapse Threads to stack messages in the thread To view an individual message within the thread click on the bolded sender name to reveal the message Select Quoted Text if available to reveal original email Standard editing options are available in the message body such as font changes insert hyperlink add image bullet and numbering B Email F Contacts Settings Succes Y Get Mail Reply Reply All Forward E Spam Delete More Y Inbox Drafts C Sent Spam g Trash Siti Read Receipt Send Email More Options To Add Attachment Save as Draft Send Emai
5. be edited by the user on the My Details screen See The My Details section of this document for more information The timeout period may be set to a lower amount of time than set by the HIE but not more The screen below provides an example of the warning a user may see if the user has been inactive for a set period of time Copyright 2012 Orion Health Limited All rights reserved Page 7 ORION HEALTH You are about to be automatically logged out due to inactivity Any unsaved work may be lost 00 11 Tay Cancel Automatic Logout Clicking cancel will allow the user to remain active User Homepage The User Homepage automatically appears when a user logs into HIE Clinical Portal It displays summary information relevant to the user The layout of each user s homepage is composed of one or many windowlets Windowlets allow a screen to be partitioned allowing a user to see more than one view on a single screen The homepage defaults to the screen Homepage Screen Homepage Screen Page 8 Copyright 2012 Orion Health Limited All rights reserved ORION HEALTH Menu Bar Found on the left hand side of the HIE Clinical Portal window it is the primary navigation method Each menu contains one or more icons which are graphical links to entry points screens Access to menus and items within it are dependent on access privileges granted to the user ORION orion tj V O Logout
6. Orion Health Limited PO Box 8273 Symonds Street Auckland New Zealand Ph 64 9 638 0600 Fax 64 9 638 0699 infa oarinnhealth cam Direct Secure Messaging End User Manual ORION HEALTH Legal Notice 2012 Orchestral Developments Limited All rights reserved Trademarks displayed in this document are the property of Orchestral Developments Limited or their respective owners and may not be used without written permission of the owner Oracle is a registered trademark of Oracle Corporation and or its affiliates Windows SQL Server and IIS are registered trademarks of Microsoft Corporation and or its affiliates UNIX is a registered trademark of The Open Group and or its affiliates Acrobat and Reader are registered trademarks of Adobe Systems Incorporated and or its affiliates Linux is a registered trademark of Linus Torvalds and or his affiliates IBM is a registered trademark of International Business Machines Corporation and or its affiliates Mozilla and Firefox are registered trademarks of the Mozilla Foundation Mac OS is a registered trademark of Apple Computer Inc This document is provided subject to the terms of the license and Support agreement relating to the software application Orchestral Developments Limited has made reasonable efforts to ensure that all information contained in this document is accurate but no liability is accepted by Orchestral Developments Limited its agents or suppliers for use o
7. Save Contact button to share e Remembered Preconfigured list that stores all Email Addresses that have been typed into an Email and subsequently sent the email This list only remembers Email Addresses that are not already in other folders e Favorites Preconfigured list that can be used by the user for any purpose and is another example of a list e These symbols allow the user to create more folders or delete folders they no longer require When creating a folder with the symbol or the button the user Page 22 Copyright 2012 Orion Health Limited All rights reserved ORION HEALTH can give any name to the folder Some special characters are not allowed in the name If the user deletes the Global Shared Remembered or favorites Contact Lists the system will re instate these folders the next time the user logs on a New Contact 4 amp New Group L2 Edit Delete Log Mail Jb Import lt j Export Q Sync More Y Personal Contacts Global Shared E Remembered Ei Favourites cee Test Group Add Edit Delete contacts A user may send a message to an email address which is not in the contact list by typing an address in the To CC or BCC fields Secure messaging will automatically save these email address as Contacts in the Remembered folder To add a new contact click the New Contact button and type the contact s information in the appropriate fields
8. ailbox has been established by the DSM Administrator the user may access the Secure Mail feature Secure Mail is used to information via Direct an encrypted email delivery channel manually to a trusted provider The Send to Direct functionality is not automatically enabled and must be enabled and configured by an Administrator The DSM Administrator will assign register and grant permission to the user in order for the user to send and receive secure messages via the Direct Secure Email system Click Secure Mail to access the Direct Mailbox Secure Mailbox I cons enlisted erin NSM EN Email Email section of the mailbox Contacts Saved Email contacts Settings Webmail Anti Spam Email Filters and Mail Options settings New Select Email or Contact from the dropdown Get Mail Refreshes Inbox Reply Reply to sender of active email Reply All Reply to all email addresses on the email distribution cc s and bcc s included Forward Forward active email to another recipient Spam Move active checked email s to the Spam folder Note A user should never receive Spam emails as DSM is a secure network However should something appear in this folder please contact the network administrator Delete Deletes active checked email s and moves into Trash folder More Select from dropdowns including e Select All Allows user to Select All emails that have been received or sent e Deselect All
9. are that any saved draft emails may still display the deleted address Only newly started emails after the delete process that will not display the deleted email address Page 24 Copyright 2012 Orion Health Limited All rights reserved ORION HEALTH Exporting and I mporting Contacts A user may import or export contacts in vcard vcf format A vcf or vCard is an electronic business card The standard format allows data to be shared between different mail programs DSM supports the vCard format for address book import and export To save contacts to a vCard file select the check boxes next to the contacts you d like to export then click the Export button Select the name and location to save your vcf vCard file and confirm e g Outlook To import contacts from a vCard file click Import and choose the vcf file from the file selection dialog Click the More button and select Export All to export all users in a contact list Sync The Sync link provides Email Address Book and Settings help Some features and options accessed from the Sync link may not be available to all users Copyright 2012 Orion Health Limited All rights reserved Page 25 ORION HEALTH Settings DSM allows the user to customize the look feel and performance of DSM using the Settings screens The following settings folders are available e Webmail Settings e Anti Spam Settings e Email Filters e Mail Options Webmail Settings
10. as been created and your mailbox address Received is Messages Sent DIRECT adheres to federally recognized standards allowing health care Messages participants to securely exchange encrypted email messages and attachments containing a patients clinical data with known trusted recipients Migrating Direct from traditional fax courier service or USPS to DIRECT wil improve the Secure P speed and security of the electronic exchange of Patient Health Information Messaging To get started e Sign into your DIRECT account at using any compatible device Enter your User ID and password and click Login Once logged into DIRECT you are able to access your inbox by selecting Secure Mail from the toolbar on the left side of your screen a rR O Nyt You can view a message by selecting it from the list within your inbox HEALTH e New messages can be created by selecting New Email from the toolbar at the top of your inbox ealth Information DSM Inbox To access the Message Inbox navigate to Inbox Messages in the Message Inbox are displayed as Unread messages in bold text and all messages are sorted in descending date order Click the Get Mail icon to refresh the mailbox Read and reply to a message 1 Navigate to the Message Inbox 2 Select a message to open The message displays in the right pane 3 A message will be marked as read 3 seconds after selection A User may mark the message as Unread again by selecting the
11. ble on Mac OS machines Refreshes the screen display Moves to the next field on a screen Shift Tab Moves to the previous field on a screen Activates the current selected button or option Page 10 Copyright 2012 Orion Health Limited All rights reserved ORION HEALTH Common My Details My Details is located in the Common tab of the menu bar It allows the user to change passwords set the inactivity timeout period and select or enter information in the My Attributes section My Details Username Inactivity Logout After maximum time allowed Change Password Your maximum timeout is currently 30 minutes Start Screen Important Show alert until dismissed Messages Show alert for 10 seconds hd Deo not show alert Roles perform Groupe belong Users Direct User to Update Proforonces Update Proforances Discard Changes My Details Screen The following fields are available on the My Details page Change My Password Selecting the Change Password button allows a user to change his or her user password Change Password New Password Must be at feast amp characters and not be the same as your user ID Confirm Password Change Password Cancel Password Change Copyright 2012 Orion Health Limited All rights reserved Page 11 ORION Password Policy The password policy for all users is as follows e Passwords must be at least 8 characters long have at least
12. display to the left of the Message Inbox Default folders are Inbox Drafts Sent Spam Trash Using the mouse users may drag and drop messages from one folder to another Email filters may also be used to sort messages into folders automatically To add or delete folders 1 Click the Add or Delete Folder button or at the bottom of the folders pane 2 Name the folder required to Add folder 3 If a sub folder is required select the Folder and click the Add Subfolder button 4 Name the sub folder 5 To Delete folder or subfolder click the Delete Folder button Deleting a folder will also move all messages within the folder to the Trash folder Copyright 2012 Orion Health Limited All rights reserved Page 21 ORION HEALTH Contacts The Contacts tab houses and manages email addresses and contact information to be used within Direct Secure Messaging Users may store individual contacts create distribution lists and import or export existing contacts Clicking the Sync button in the top navigation bar when the Contacts tab is active may access additional information regarding the use of the Contacts functions Contacts allows the user to view Contacts Email Addresses that are in the system local domain users The DSM Contacts function has a number of pre configured groups that the user can use but cannot delete At the same time a user may create groups for individual use In DSM the user can acc
13. e actual screenshots and presentations generated by the released product in commercial production Page 6 Copyright 2012 Orion Health Limited All rights reserved ORION HEALTH Getting Acquainted with the User I nterface Logging into HIE Clinical Portal The HIE Clinical Portal Login screen is shown below A username and password are required to gain access to the application A temporary password will be assigned when the account is established Once the user has entered the username and temporary password the system will prompt the user to change the password Note The username Is not case sensitive the password Is case sensitive HIE Clinical Portal Login Screen Logging out of HIE Clinical Portal The Logout button is used to exit the HIE Clinical Portal It is located in the upper portion of the menu bar just above the Patients menu Logout Button It is important to use the Logout button as opposed to clicking on the X button x located in the upper right hand corner of the browser The logout button will log the user out of the system If it is not used the session will remain active for a pre defined period of time before the auto logout feature is activated Automatic Logout The inactivity timeout feature in HIE Clinical Portal ensures robust security by logging out the user if he or she has been inactive for a pre defined set of time The inactivity timeout period is currently set to 30 minutes but may
14. edvnntaaorimsacedisanncns 13 Additional Attributes c cccecececceseeeeeeeeseeeeeeateeeetes 13 U2 E ee ee een ee AT cee eee 13 Direct Secure Messaging Secure Mailbox ICONS ccecceseceeeeeeeeseeeeeeseeeeeeeeess 14 Working With Messages ccccesesesseceeeeeeetereeeteeaeaeatess 15 ADON r entered ante EE 15 Send a new Message ccececeeeeeeeeteeeeeeeereeeeeeaees 17 Send a Group Message ssssssrsrrrrerrrrrrrrrrrrerrrn 18 Forward A M SSQQ ccceceececeeeeeeeeeeeeeeeevensereeass 18 Downloading or Printing a Message 18 Copyright 2012 Orion Health Limited All rights reserved ii ORION HEALTH Opening and Downloading an Attachment from a Message eceseseeeeeeeveveneeeens 19 Draft MessageS s ssssrssersrrrrerrerrrrrrrrrererrererrn 19 Sent MessagesS ssussrnsrrsrrnrrrsrrerrrrerrrrerrrrrne 19 Spam Messages nu chtecicinaewninscsataciecoestuesrineiereessenm 20 Emptying the Spam FOIder ccececeeeeeeeveveeeeeees 20 Deleting a Message sssersrrrerrrrrrrrrrrrrrrrrrrerrne 20 SOCA EIA aE ENEE E EER 21 Ge lice ieee ee E T EE 22 SSN NG n E E 26 Webmail SettingS cccccccscscscececereeetereeeeeeeeaeaeass 26 Anti Spam Settings sssssssssrsrrerrrrrerrerrrrrrrrrrerrerns 29 EE e E E teaneendeennsens 30 Mall OPUONS sasine isnan eas E i 30 Copyright 2012 Orion Health Group of Companies All rights reserved ORION HEALTH Revision History Reason
15. er erases the messages or empties the Spam Folder To empty the Spam folder 1 Navigate to the Spam folder 2 Select message s to delete and click the Erase button OR 3 Click the Empty button to delete all messages in the Spam folder Deleting a Message Users may delete a message at any point by selecting the message then the Delete button The message is then moved into the Trash folder Deleted messages are stored in the Trash folder and may be viewed or moved back to the Sent or Inbox folders Individual messages can be Erased from the Trash folder or the entire Trash folder can be deleted permanently using the Empty link As Secure Mail messages may represent Personal Health Information or medical documents all messages are archived If a deleted message must be retrieved contact the DSM Administrator Page 20 Copyright 2012 Orion Health Limited All rights reserved ORION HEALTH Search Email Within the Direct mailbox a user may search for mail by typing text in the search box or selecting the Advanced Search dropdown The Advanced Search options are Date To From Subject Body Unread and Flagged Select one or more of the search criteria and click Search to return results that meet the Advanced Search criteria Advanced Search Date Upto 1 year old From To subject Body Unread Flagged Search Cancel Adding and Deleting Folders Folders allow a user to sort and manage email Default folders
16. ess the Contact Lists by clicking in Secure Mail gt Contacts Contact lists are a means by which the user can group Email Addresses and find them easily The list is not a distribution list or a group email list but a user identified list that the user can categorize Email Addresses By using the More button the user can select all Email Addresses in the group then select the Mail button and the system will create a new Email with all the Email Addresses in the To field A Contact list can be used in this manner as a Distribution List if required Below is a description of the preconfigured Contact Lists that the user will see when first viewing their Contacts page They do not need to be used but they cannot be permanently deleted e Personal Preconfigured personal list that a user can add Email Addresses to for personal use No other user has access to this list e Global Preconfigured list that contains all the local Email Addresses in the system This list is displayed to all users and cannot be copied from this list into other lists e Shared Preconfigured list that a user can share with other users To share with another user 1 Navigate to Contacts and select the Shared list 2 Select a contact and click the Edit button The Edit screen displays 3 Turn on Shared Contact and add at least on user email address Permissions field to share the contact with A smart list will display as the username is typed into this field 4 Click the
17. f the documentation by the end user or any other party Questions or concerns relating to this documentation should be addressed to the supplier from whom the product was obtained ji Copyright 2012 Orion Health Group of Companies All rights reserved ORION Contents Revision HI SUOl acts teasucraaeanictenastecunneraciabeenaaaeins 5 Direct Secure Messaging 1 0 ntroduction cccececececeeeeeeeeeeeeeeeaeaeeeesteeeeaeeereteasansetes 6 PUDO cicadas it E ds sae eci tate niente 6 IS CIAIRINGE oea rnin price ais corer tiaeunan dance 6 Getting Acquainted with the User I nterface Logging into HIE Clinical Portal ccccececeeseseeeeveeeeeees 7 Logging out of HIE Clinical Portal c ccececeeseeeeveveeeees 7 Automatic LOQOUL cccccecececeeeteteeeeeteeeeeeeeeeaeaeavananennegs 7 User OMOCN GO Ce caatts thes rmenuniedadivns isa veattobeniuteniememeteas 8 MENU Bal serrera r E T E ES 9 Kao A E PETE EA E E E P ions ve 10 Additional Menu Bar Elements 10 MOTTU K Y eer snemorntananiannanatet 10 Common MY DETAI ene se ene T ee ee 11 Change My Password ins iainneanuannacianmererianamiennanadan 11 Password POIICY ccscscseeeeeeeeueueeeeteteeeeseeeeeeeaeaeananenggs 12 HOMECAJ tal agatcea tees chjcanomameedodiens ae eottaiectutentonenes 12 IMACU TIMEOUT 12 Important Message Notification cccceceeeeseeeeveveveneees 12 ROIS PCMOMN wasssdivesidvianyeventerdationwtemathves nica 13 Groups Beng TOiiccniaiainsa
18. gt Patients gt Worklists Messaging gt Direct Secure Messaging The Menu Bar If more icons are available than can be displayed Up and Down scroll arrows will become available The following menus are available Common Maintain user details e My Details e Worklists Patients Locate a patient s medical records e Recent Patients e Worklists Worklists Worklists allow users to quickly access e Red and manage patient records that may Ce Blue be of special interest e Yellow e Greeen e Orange e Purple Messaging Compose receive and send messages to e New Message other clinical users and receive detailed notification messages Received Messages e Sent Messages Direct Secure Compose receive and send messages to e Secure Mail Messaging other Direct Secure Mail users Copyright 2012 Orion Health Limited All rights reserved Page 9 ORION HEALTH Icons Icon Function Autohide Hide the menu bar making more screen space available for viewing user information Displays the User Search Homepage Displays My Details screen Provides context specific help Additional Menu Bar Elements Element Description O OZO S O lt username gt The HIE Portal user name End the current HIE Portal session Shortcut Keys The following shortcut keys are available Description F11 Toggles between a full screen and a standard Windows display This feature is not availa
19. ils that are classified as Spam Mark as Soam Move to Spam Folder Purge Message Spam Tag The wording to be added to the email header if an email is considered to be spam Whitelist senders Senders or sender domains that send emails but the spam filter picks up as spam Placed in this field all emails from these senders or sender domains are delivered regardless of their content Blacklist senders Senders or sender domains that are believed to be sending spam Senders or sender domains placed in this field will be blocked After changing settings click Save Settings button Copyright 2012 Orion Health Limited All rights reserved Page 29 ORION HEALTH Email Filters Email filters allow users to sort and manage emails into folders automatically r B Email E Contacts Settings Lra Webmail Settings Email Filters P Anti Spam Settings Search Filters Email Filters L Mail Options Filter Options subject contains Read filters to Processed read processed Delete Modify New Rule From f Delete Selected I i Optional Email Filters Optional email filters and settings are Add New Rule Use this option to create email filters Select from the drop down list From To or Subject Then select from second drop down list is is not contains or does not contain In the text box enter criteria to be filtered then specify which folder the rule will del
20. isplay Select display format for date received on email headers MM DD YY or DD MM YY Messages per page Select the number of simultaneous messages to display in the Webmail interface Reduce the number if the user connection is slow Copyright 2012 Orion Health Limited All rights reserved Page 27 ORION HEALTH Timezone Specify the time zone for user location Signature Specify a message that will be added to the end of every email sent from Webmail Options include plain text or HTML for the signature After modification of settings click the Save Settings button to preserve Webmail Settings Page 28 Copyright 2012 Orion Health Limited All rights reserved ORION Anti Spam Settings As the DIRECT system is a Trusted network of Email providers a user should never get any spam emails in this folder unless a filter has been set up to move emails in this folder Changing the standard settings is not recommended Liq Webmail Settings Anti Spam Settings fy Anti Spam Settings Spam Filter Sensitivity Email Filters L Mail Options g f Message Classification Mark as SPAM default Spam Tag SPAN The following options are available if the user opts to change the settings Spam Filter Sensitivity Set the degree 1 20 to which the spam filter looks for spam within emails A lower score indicates more aggressive spam marking Message Classification The default action to take on ema
21. iver to For example New Rule From is and account domain com Move To Trash This will move all emails received from account domain com to the trash folder To add a new rule 1 Navigate to Settings gt Email Filters 2 Create a new rule using the dropdown lists 3 Click Add Filter to add the new rule A user may also Delete or Modify a filter by selecting the rule and clicking on Delete Modify button Select the filter to delete tick the box and click Delete Selected Mail Options Mail options in DSM include features such as auto reply and notifications The auto reply feature allows th automatic reply to any received email This feature may be useful if the user is unavailalbe to answer emails for a period of time The notifications feature allows a user to be notified of a DSM email to a separate nominated email account which will direct the user to the DSM system The notification messages do not contain message details only a link to DSM Sign on and validation must occur prior to viewing the DSM email Page 30 Copyright 2012 Orion Health Limited All rights reserved ORION HEALTH Enable Notifications Check this box to enable notification of new email to a non Direct email address Only one email account may be designated to forward notifications In most cases you must enable Notifications through your Clinical Portal My Details Where this screen is not available you may enable Notification
22. l DSM New Email Page 16 Copyright 2012 Orion Health Limited All rights reserved ORION HEALTH Send a new message To compose a new message 1 Select the New gt New Email button The New Message screen displays in a new tab No Subject Read Receipt Send Email More Options To Subject More 2 Complete the required fields in the message such as To Subject and the Message body By clicking More additional fields are revealed for entry such as CC and BCC e CC Carbon Copy to send an email to another per on besides the recipient e BCC Blink Carbon Copy to send an email to another person without any of the other recipients being notified e Files A list of the files attached to the message The Files field will contain any attachments to the Message with the ability to delete the file prior to sending if necessary 3 Selecting the Read Receipt option notifies the sender when the recipient has opened the message If the sender asks to be notified the subject line of the message will be preceded with the word Read for example Read John Cardinal 4 Add an attachment if desired To do so select the Add Attachment button and select the correct file from the library 5 Select the Send Email button to send the message or the Save as Draft button At any point a message can be saved as a draft by clicking Save As Draft button The message will be stored in the Draft Messages fo
23. lder By default a message is automatically saved as a draft every two minutes Once a message has been sent it cannot be recalled A copy of the message will be stored in the Sent folder Copyright 2012 Orion Health Limited All rights reserved Page 17 ORION HEALTH Send a Group Message Rather than add email addresses to a message one by one you may send a message to an entire group at once To send a message to a contact group 1 Navigate to Contacts gt Contact List group and click on the contact group to add to the email 2 Click the More button and Select All all email addresses in the group are selected 3 Click the Mail button and a new message screen displays with all selected contacts in the To field 4 Complete the email as usual as described previously 5 Click the Send Email button Forward A Message To forward a message 1 Navigate to the Message Inbox by selecting Direct Secure Messaging gt I nbox 2 Select a message to open it The message displays in the right pane 3 Select the Forward button The Forward Message screen opens containing all the information included in the original email 4 Enter a new recipient or recipients in the To field Note Forwarded messages do not include any recipients of the original message in the To field 5 Write the email as described in Sending New Messages All attachments in the Original message will be included in the forwarded message by defa
24. list and click the Delete button Deleting Remembered or Sticky Email Addresses As with all email systems users send messages to many email address that are not in their contacts or address book and the system will remember these email addresses These Remembered email addresses are sometimes referred to as Sticky email addresses or Saved email addresses and are normally automatically displayed when the user starts typing in an email address in the To CC or BCC lines in the email Some systems store these addresses in the contacts address book lists and others place these addresses in a separate file on the system Orion Health s system stores these emails in the Contacts list under the Remembered folder As a user may type in the wrong email address or the email address may no longer exist users may want to delete these Remembered or Sticky addresses at some stage To delete these old Remembered or old Sticky email addresses in the Orion Health s system the user must e Go into the Contacts list via the menu button on the top of the DIRECT Secure Messaging screen Select the Remembered folder on the left hand menu De select the top Direct Email address that is selected by default Select the Direct Email address es to delete Select the Delete button from the menu bar second from the top The entry is deleted with no prompt When a new email is started this deleted Remembered Direct Email address will not be displayed Be aw
25. nding a New Message section or delete the Draft The user may also print of download the email by clicking the Reply icon Sent Messages Sent Messages are messages which have been composed and sent by the user To view a Sent message 1 Navigate to Sent folder a list of messages will display 2 Select a message to read 3 A user may work with the message as described in Sending a New Message section or delete the Draft The user may also print of download the email by clicking the Reply icon Copyright 2012 Orion Health Limited All rights reserved Page 19 ORION HEALTH Spam Messages Spam Messages are messages the user does not wish to receive Because DSM is a secure system users should never receive an unwanted message In the event a user does receive a spam message the user should contact the DSM Administrator To mark a message as spam 1 Navigate to Inbox folder a list of messages will display 2 Select a message mark as spam 3 Click on the Spam button on the top navigation bar 4 The message will be moved into the Spam folder A user may work with the spam message as described in Sending a New Message section delete the message or restore the message To restore the soam message 1 Navigate to the Spam folder a list of messages will display 2 Click on the message to restore 3 Drag the message into the Inbox Emptying the Spam Folder Messages will remain the the Spam folder until the us
26. one number one symbol e g one capital letter and not match any previous passwords e Password will expire every 90 days for all users e Passwords must be strong Note the method for determining password strength is documented in detail in the Solution Design document e Accounts will be locked out after 5 bad login attempts counter and account reset after 15 minutes Homepage Select the format of the homepage Start Screen to display following login Inactivity Timeout In order to provide a secure environment a default timeout of 30 minutes has been set by the administrator On this screen a user can set up an inactivity timeout period for his her account that is less than the 30 minute maximum timeout This setting ensures that the user will be logged out of HIE Portal if he she does not use his her computer for the number of minutes equal to the inactivity timeout value e f a timeout of less than 30 minutes is preferred by the user he or she can re set the timeout to 2 3 4 5 10 15 or 20 minutes e HIE Portal counts mouse movement over the menu or context bar as activity As such if a user is viewing a document and the mouse pointer does not move over these areas a timeout may be triggered I mportant Message Notification An important message is one that has been tagged important by the user who sent it The HIE Portal user who receives the message will see an alert at the bottom of the screen The mes
27. ows user to Deselect items selected e Flag Allows user to Flag emails to stand out e Remove Flag Allows user to Remove Flags previously selected e Mark as Read Allows user to mark emails received as Read e Mark as Unread Allows user to mark emails as Unread Compose Tab signifies a new message in the draft stage without subject and can be deleted by clicking the X to the right of Compose Page 14 Copyright 2012 Orion Health Limited All rights reserved ORION Working With Messages This section describes working with messages Sending receiving and forwarding messages and attachments will make up the bulk of user work with Secure Messaging Inbox The Direct Secure Message Inbox houses user email messages and will display when first received Direct Secure Messaging is set up just like most email systems ORION Secure Mail 09 Apr 13 24 orion tj MiEmail EContacts Settings P Search Mail A l O _ZNew y GetMail lt 5 Reply Reply All gt Forward 5 Spam Delete More v ogou oe er L inbox INBOX Welcome to your new email account Drafts postmaster direct orionhealt postmaster direct orionhealthmail com thourago 4 Welcome to your new email account a Sent WELCOME TO DIRECT SECURE MESSAGING SYSTEM DIRECT Your n E Spam DIRECT secure mailbox has been created Welcome to DIRECT Secure Messaging 2 System DIRECT A Tash Message u Your DIRECT secure mailbox h
28. s through Secure Messaging Notifications Address Specify the email address to forward incoming notifications Enable Autoreply Check this box to enable automatic reply Vacation or Out of Office to Incoming messages Autoreply message Enter the message to send to the senders of all incoming email After making changes to Notifications or Auto Reply click Save Settings button Copyright 2012 Orion Health Limited All rights reserved Page 31 ORION HEALTH Any questions regarding this documentation can be directed to Tami J ones Senior Change Management Specialist Orion Health d 909 895 3131 m 310 625 4753 f 310 496 2835 e Tami Jones orionhealth com s tami jones0426 www orionhealth com Page 32 Copyright 2012 Orion Health Limited All rights reserved
29. sage that displays is based on the alert selected on the My Details screen The following options are available e Show alert until dismissed f selected displays the message until the alert is closed by the user e Show alert for lt n gt seconds If selected displays the message for the set number of seconds e Do not show alert If selected the important message alert will never be displayed Page 12 Copyright 2012 Orion Health Limited All rights reserved ORION HEALTH e Use default Display for lt n gt seconds If selected displays for the period of time set by the administrator An example of the message notification is provided below You have a new important message B mportant Message Notification Roles Perform This section lists the user s role membership which determines access to the portal screen and functions Groups Belong To This section lists the user s group membership which determines access to the different portal screens and functions Additional Attributes Group attributes may be added to a group to allow an administrator to gather additional information about the user or to provide additional features to the user The following attributes have been pre configured for a user Users This field displays the user s email address Copyright 2012 Orion Health Limited All rights reserved Page 13 ORION HEALTH Direct Secure Messaging Once a Direct m
30. ult The attachments may be removed or new ones added 6 Select the Send Email button to send the message or the Save as Draft button 7 The forwarded message will remain in the inbox and will display a Forwarded Icon Downloading or Printing a Message To print or download a message 1 Navigate to Inbox and select the message to print or download 2 Open the Reply dropdown list by clicking on the Expand icon and select either Download or Print 3 A dialog box will display prompting the user download or print the message Page 18 Copyright 2012 Orion Health Limited All rights reserved ORION HEALTH Opening and Downloading an Attachment from a Message When a message Is received with an attachment the Attachment icon is displayed next to the message To open the attachment 1 Navigate to Inbox and select the message containing the attachment 2 Open the Reply dropdown list by clokcin on the Expand icon and select Download 3 User will be prompted to open or save the attachment Draft Messages Draft Messages are messages which have been composed but not sent To save a message as a draft click the Save as Draft button The message is then sent to your drafts folder By default a message is automatically saved as a draft every two minutes To view a draft message 1 Navigate to Drafts folder a list of messages will display 2 Select a message to read 3 A user may work with the message as described in Se

Direct User Manual - North Dakota Health Information Network

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