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Mail Manager - Vision Support

Understanding Mail Manager Pathology Messages

The sequence for messages is that when the message first arrives in Mail Manager this will be classed as the original and shown as NO in the Copy column of the message list.

If this original message requires an action, a separate message is created and this will now be shown under the Copy column as Action. For every additional action a separate message is created.

For the original message to be archived away it will need to be marked as READ and ALL the actions placed against it must be completed, otherwise it will remain in the clinicians READ folder. Since DLM310 messages can be archived immediately as the 30 day restriction has been lifted. Therefore clinician's should be looking in their READ folder at the dates of these outstanding messages and chasing up those that have not yet been completed.Date Filter

Important Things to Note in Mail Manager

No Action Copy messages are archived, all the data is written into the original message and the action copy or copies are deleted. Only the original message is retained in the archive.

All staff should have their date filters set to All DATES and ALL MAIL so that nothing ever gets missed. As messages can be archived immediately there should not be any outstanding messages to filter out. Plus everybody should be aware of outstanding messages and question why they still exist.

You may view any archived message from the View menu and then enter a filter date period to look in, as the archive is all messages ever received.

Completing Outstanding Actions

Unfortunately, some practice's did not fully understand how important it is to complete ALL outstanding actions, by all this means those where nothing really needed anything to be carried out by internal staff, and just waited upon the patient to ring in. The consequences of not completing outstanding actions and leaving them to build up is that it may eventually slow the system down.

Ideally it would be preferable to complete all messages that need no internal intervention, however if you prefer to wait for confirmation that the patient has been informed you will need to manage the system very closely and give yourself a cut off period of around 2 or 3 months before sending a letter and then completing the outstanding action. I wouldn't recommend leaving them any longer as they can only be completed one at a time.

An alternative would be to complete the message immediately and enter a Read code of #41C Patient Informed - Test Result as and when the patient rings in for the result.

If you have just realised this and find that you have been given the unfortunate task of completing all these outstanding messages, you should ring the Vision helpline as they have a utility that will remove these outstanding action copies.

3 Daily Checks for all new Incoming Messages

  1. Click the Patient column header to sort all patient's by name, as this will put thePatient Sort asterisk names to the top of the list. These patients need to be assigned to a patient in your Vision system. Otherwise, print the message and return it to sender via fax or email, then delete the message (right mouse click on message > Message > Delete Message)
  2. Click the Status column to sort all the un-filed messages, shown as Available for filing. Tick all these message in the far left tick box area and then use the top toolbar button to File > Ticked > File All messages
    File All
  3. Note that using the right mouse click will only ever deal with that single message.

    Don't forget to use the UNTICK all button once this has completed.

    Some messages may remain as Available for filing or Partially filed, this simply means that the result will need further tasks performed to enable it to be filed into the patient record, such as a Read code will need to be assigned to a result in the message or a unit of measure. This is always shown with a big red cross next to the offending item. It's up to each individual practice to decide who's responsibility this is to resolve these un-filed items, although it is normally recommended that a clinical person should deal with these items, as they sometimes need clinical expertise in figuring out the most appropriate Read code or unit of measure to be used. Alternately, each message may be marked as "Consider Filing Complete" if it is felt that the result need not be filed into the patient record.

  4. Click the Unallocated Mail folder; as any messages in here mean that they have not been assigned to a clinical person and therefore cannot be seen by these staff members. This may be accomplished one at a time or use the left ticks to mark them in bulk and then use the top Staff button to assign all ticked messages to the single clinician.
    Unallocated Mail
  5. A further administrative managers or practice managers check should be to select the Incoming Mail folder which will display all messages and then click the Date column (if not already sorted by date) and chase up as to why there are still either outstanding message that have not been read or outstanding actions that have not been completed after a certain length of time.

Saving a Mail Manager Report to DocMan

The first thing you will need to do is set up Microsoft Office Document Image Writer as shown below.

Once the MS Image Writer has been configured these steps enable messages within Mail Manager to be sent to Docman for filing and workflow.

Saving one message at a time

  1. Select the individual message in Mail Manager and click Print
  2. Select the Microsoft Office Document Image Writer printer, when the printer dialog box opens and click Print
  3. Press the Save button to save it to your default folder. You shouldn't really need to bother naming these, just accept the default name.
  4. Now go into DocMan and select File Documents (as you would normally to scan anything)
  5. Click the Capture menu and select Capture Existing Document
  6. Locate the saved tiff file from the folder you saved it to earlier.

Note: If you print/export one document at a time from Mail Manager the printer dialog box will be displayed as explained above, enabling you to select the MS Document Image Writer printer. If you want to export many messages from Mail Manager at once, this screen will not be displayed. In which case you will need to set the MS Document Image Writer printer as your default printer.

Set default Printer

  1. To set your default printer to be Microsoft Office Document Image Writer; click the Windows Start button, then select Printers and Faxes.
  2. Highlight the Microsoft Office Document Image Writer printer and click the File menu, the select Set as Default Printer

Saving multiple messages at a time

  1. Select all the documents in Mail Manager using the tick option in the far left column that you would like to export.
    Mail Manager
  2. Click the Print button in the top toolbar
    Mail Manager
  3. Just press the Save button for each image to your default folder, don’t bother naming these, just accept the default name.
  4. Now go into DocMan > File Documents (as you would normally to scan anything) and click the Capture menu > Import Entire folder

All the reports are now viewable in DocMan ready to be filed and work-flowed.

Setting Up Microsoft Office Document Image Writer

This step will only need to be performed once. It will set up the image writer to save each document as a tiff file, which makes it easier to view in DocMan

  1. Open the Microsoft Office Document Imaging program. If on a VES this will be displayed when you export your 1st document from Mail Manager.
  2. Click the Tools menu > Options
  3. Select the Other tab
  4. Click the File Import Preferences button
    File Location
  5. Select Tiff as the output format and a default folder to save all your documents into.
    This default folder will need to be continually emptied before each import into DocMan, therefore make it an easy to get to folder location.
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