Secure Send

Secure Send uses email or ZedSMS to send invoices, referrals (including radiology and pathology) and documents to a patient or NOK Account Payer using a link to a secure download page.

Considerations

•   Secure Send is a free feature for Zedmed customers.
•   Using ZedSMS with Secure Send will cost SMS credits.
•   The email and SMS will show the practice name but not the practice email or phone number. 
•   If a practitioner sends multiple documents using Secure Send, all documents will be uploaded to the portal, but the patient will
      only receive an email or SMS notification for the first document - if the documents were sent within a 15-minute window. This
      avoids unnecessary notifications as the first email or SMS will give access to the portal where all new documents will be located.

For common patient questions, see the Secure Send FAQ for patients.

Secure Send video guide

Requirements

The practice should also consider when to use Secure Send. The function is ideal for telehealth and video consultations. It can also be used for in-person consultations, but note that the Secure Send pathology and radiology templates do not include contact details for specific laboratories.

Practice 
Secure Send is requested by submitting a  Secure Send request form. Zedmed will set up a branded download portal for your patients and will need access to your Server to complete the setup. Upgrade to Zedmed v36.5 before submitting the request.

Practitioner 
To use Secure Send for pathology and radiology referrals, an electronic signature must be set up in the practitioner's profile. If it is not, the referral will be sent without a signature. To learn more, see the Electronic signature guide.

Patient/payer 
The patient or NOK Account Payer being sent the document must be set up as a payer in the patient's record. The default payer can be different but the patient/NOK Account Payer must also be selectable. The patient should also have their email address and mobile number added to their patient record to populate the Secure Send delivery fields.

SMS 
For Secure Send to support SMS deliveries to a mobile number, the practice must be using ZedSMS. Without ZedSMS, Secure Send can only deliver to email addresses. 

For Pathology and radiology referrals
To use Secure Send for laboratory referrals, Zedmed's 'PathologyZedmedRequestForm' or 'RadiologyZedmedRequestForm' templates are used because lab-specific templates rely on laboratory paper.  To support these templates, the practice will need to create a pathology addressee with the pathology template and a radiology addressee with the radiology template in the Clinical Address Book. See the screenshot below.

Sending invoices

A patient's invoices can be sent electronically to the patient if they are the payer. This is done in the New Invoice screen or later from the patient's Account Enquiry screen. 

Third-party payers can have their email or mobile number typed into the fields provided, and additional recipients can be added using a comma between email addresses and mobile numbers. This should be done with caution because if an incorrect email or mobile number is used, the unintended recipient will be able to view any documents the patient has in the download portal, including letters and referrals. 

To send an invoice:

  1. Follow the standard invoice creation process to create and fill in the new invoice.
  2. Select Send to Patient.
    The Send Invoice dialog will open.
    The patient's name will be shown and the payer will be the patient or 'NOK Account Payer'. The notification will be sent to the payer.
    Note: If you select the down arrow by Send to Patient, you will have access to the original Email as Attachment option.
  3. Select Recipient Email or Recipient Mobile, depending on the patient's preference.
  4. Select Send.
    A delivery success or failure notification will display.

To send an invoice at a later time at the patient's request:

  1. Open the patient's record.
  2. Go into Account Enquiry.
  3. Select Send to Patient and follow the process outlined above.

Sending referrals

The function is ideal for telehealth and video consultations. It can also be used for in-person consultations.

Important: Zedmed has created a Radiology and Pathology template to support electronic signatures, and the practitioner must have a signature file in their profile to use these templates. As noted in the requirements section above, the practice should create a pathology addressee for the pathology template and a radiology addressee for the radiology template, and the practitioner should use these addresses when using Secure Send for a Pathology or Radiology referral.

To send a referral:

  1. Follow the standard pathology, radiology or referral letter process.
  2. For radiology and pathology:

    1. Select an addressee that uses the "Zedmed Default" template.
    2. The Order Test button will add the referral to the Today's referral section.
  3. For referral letters:

    1. After selecting File > Distribute, review the Send to Patient section.
    2. Choose a Recipient email or recipient mobile.
    3. You can also use Distribute to send it electronically to the referral recipient using secure messaging.
    4. Select OK to add the referral letter to the Today's referral section.
  4. Select Secure Send.

    • The Secure Send button will open the Send screen for the referral in the Today's Referrals section.
    • Multiple referrals will open in the tab's order (Pathology, Radiology, Letter) not the order they are listed.
  5. Review the Send dialog.

    • The title will show the name of referral being sent.
    • Select Recipient Email or Recipient Mobile, depending on the patient's preference.
      Additional recipients can be added using a comma between email addresses and mobile numbers.
      Caution - if an incorrect email or mobile number is used, the unintended recipient will be able to view any documents in the download portal.
    • Optional: Copy TO Mobile or Copy To Email fields.
      You can add recipients to the Copy fields if they have a valid email address or mobile in the Clinical Address Book.
      To remove a CC: use right-click > Remove.
      You can use the Address Book's HealthShare directory for email delivery, not for SMS.
  6. Select Send.
    A message will display that includes the text 'Delivery successful'.
    The patient will receive a link to download the referral, which will be useable for 7 days as explained in the section below.
    'Template not found' will appear if a laboratory referral addressee does not have the pathology or radiology template.
    Summary Views
    Sent referrals are saved in Summary Views > Referrals.
    You can right-click a saved referral and select Send to Patient to reopen the Send screen.
    To send the referral at a later date:

    1. Go to  Summary Views.
    2. Select the Referrals tab on 
    3. Right-click the document and select Send to Patient.
    4. Follow the steps in the section above to send the letter.

Sending letters 

Practitioners can send letters and documents such as management plans and medical certificates using Secure Send. 

To send a letter or document:

  1. Follow the normal process for a referral letter or a quick document.
  2. Select File > Distribute.
    The Print/Send screen will open, with a section called Send to Patient.
    The patient's name will be shown and the payer will be the patient or 'NOK Account Payer'. The notification will be sent to the payer.
  3. Select Recipient Email or Recipient Mobile, depending on the patient's preference.
  4. Optional: Copy TO Mobile or Copy To Email fields.
    To add additional recipients using these fields, they must be in the Clinical Address Book and must have a valid email address or mobile number. To remove a CC: use right-click > Remove.
    You can use the Address Book's HealthShare directory for email delivery, but not for SMS.
  5. Select OK.
    A message will display that includes the text 'Delivery successful'.

To send a letter at a later date:

  1. Go to  Summary Views.
  2. Select the Referrals or Documents tab on 
  3. Right-click the document and select Send to Patient.
  4. Follow the steps in the section above to send the letter.

How a patient uses Secure Send

The patient will receive an email or SMS with a link to the document, followed by another message with a security code to enter into a security prompt. The link will be valid for 7 days.

The steps are as follows:

  1. Open the first email or SMS message from the practice.
    There will be a Download link in the message.
  2. Select the Download button.
    You will be presented with a 6-digit security code prompt.
  3. Open the second email or SMS with the security code.
    This will be delivered just after the message with the download link.
  4. Copy or type the code into the prompt.
  5. Select Sign In.
    Your Secure Send portal will open and show all the files sent to you in the last 7 days.
  6. Click on the file to open or use the down arrow to download it.
    If you download multiple files quickly a download lock will apply for 30 minutes.

Monitoring Secure Send

You can view Secure Send messages for all patients in Zedmed's Message Manager. You can view Secure Send messages for a specific patient using the Messages tab on the patient's record. 

Secure Send messages will have the description "File Delivery messages".  You can see the address or mobile number the document was sent to and what the document was.