IN BASKET MESSAGES MANAGING EPIC MESSAGES This material

IN BASKET MESSAGES MANAGING EPIC MESSAGES This material contains confidential and copyrighted information of Epic Systems Corporation - Confidential

EPIC IN BASKET INTRODUCTION • The Epic In Basket is an electronic messaging system designed to meet the complex communication needs of today’s health care organizations. • It allows you to exchange messages and other work with your colleagues—without paper, telephones, or leaving your desk. • You will often find that using the In Basket messaging system is the most efficient and reliable way to handle your communication needs. Your Home screen in Epic defaults to the In Basket. •

IN BASKET MESSAGES Objectives: q In this session you will learn: § To recognize you have email § How to navigate the In Basket § How to change the status of your email § How to Reply, forward and delete email § How to send email

IN BASKET– HOME WORKSPACE Your Home Screen in Epic defaults to the In Basket. This workspace (Home) is the only permanent workspace. You have space for 4 additional workspaces (i. e. patient records/reports).

IN BASKET– MAIL INDICATOR You will find an indicator located at the bottom of the Epic Desktop is the Title Bar where the user’s name is listed. This is where the “Staff Message” alert appears on the In Basket. The color of the message alerts the user as to what type of email has been received. Red High Priority Mail White No Unread Mail Blue Normal Priority Mail

EPIC IN BASKET INDICATOR The envelope on the title bar will always be visible at the bottom of the screen. If you are on a patient record or a report, and the white envelope changes to Blue or Red, that is Epic’s way of indicating to you that you have mail. You can quickly return to the Home screen by clicking on the envelope. Keyboard shortcut: hold down the “Ctrl” key and press “Tab” until you get to the home workspace and then release.

ACCESSING YOUR EMAIL The In Basket folder contains mail received. Click on the “Staff Messages” folder to display all messages received. Keyboard shortcuts can also be used to access In Basket features without having to use the mouse. Pressing “Alt+Down Arrow” will open the Staff Messages.

READING YOUR EMAIL Messages are displayed to the right of the “Staff Message” folder. Click on the message to read it at the bottom of the screen. Keyboard shortcut: use the Up/Down Arrows to move from one email to another.

SENDING A MESSAGE Click “New Msg” to send a new staff message. The enter staff message screen will appear.

SENDING A MESSAGE (CONTINUED) 1 2 3 4 Enter the recipient(s) of the message (lastname, firstname) Select the priority of the message Type in a subject If the message is about a patient, type the name of the patient in the patient field, or press F 3 if you have the patient’s record open. 1 3 2 4

SENDING A MESSAGE (CONTINUED) 5 If this is a call back message, include a telephone number and indicate a call back by clicking within the call back box. 6 Select a “Flag” option to indicate the action you want the recipient to take (i. e. call patient with results; Rx refill). 7 8 Type in the message in this field. A message can be programmed to be sent at a future Date/Time. Click “Accept” to send the message. 5 7 6 8 Click “Cancel” to delete the message. Click “Save As Quick. Action” option to save as a template for creating other messages.

IN BASKET – NAVIGATION Each time you open In Basket after logging in to Hyperspace, you are taken to the home In Basket display. 4 1 3 5 6 1. Folder list pane 2. Navigation folder list 3. Top activity toolbar 4. Folder title bar 7 2 5. Bottom activity toolbar 6. Message list pane 7. Message display pane

FOLDER LIST PANE This expandable list displays a folder for each type of message you have received or sent. Folder List Pane

NAVIGATION FOLDER LIST In the navigation folder list you can select which In Basket folder you want to work in. Choices include: My In Basket, Sent Messages and Completed Work. Navigation Folder List

MESSAGE LIST PANE When you select a message in the message list pane, In Basket displays the message contents in the message display pane in a report format. Message List Pane

IN BASKET DEFAULT VIEW The default view when you first access the In Basket is the Folder Summary. As messages are received, you will see additional folders added. You can change the view by clicking on the Folder List Pane, the setting will be changed, displaying the Message List.

IN BASKET KEYBOARD SHORTCUTS To select the Shortcut Keys select the blue question mark (? ) that will display “Display Legend and Keyboard Shortcut information” button.

VIEWING SENT MAIL 1. Click on “Sent Messages” in the Navigation Folder List. 2. Click on the message folder to display all messages sent by you. 3. Click once on the message you want to read; the message will appear at the bottom of the screen.

IN BASKET TOP ACTIVITY TOOLBAR BUTTONS New Msg Click New Msg to send a new staff message. Click the New Msg arrow button to select a different type of message. Refresh Click Refresh to update the message folders, message listing, and message alerts. Any messages with a status of Done are deleted. Edit Pools Click Edit Pools to open the Sign Into Pools and Covering Groups window, where you can sign in to and out of pools and covering groups. Settings Click Settings to open the User Settings window. From this window, you can choose to save your column settings upon exit or never save your settings.

IN BASKET TOP ACTIVITY TOOLBAR BUTTONS Search Click Search to open the Message Search Report Settings window, which allows you to perform advanced searches on your In Basket messages. Manage Quick. Actions Click Manage Quick. Actions to setup a “template” for something you use all the time. Attach Click Attach to open the Attach Other In Baskets window. From this window, you can select In Baskets of other users and have them appear in your In Basket. The attached In Baskets are added as a new folder in the Folder List pane. Out Click Out to open the Out of Contact window. From this window, you can view the Out of Contact occasions that let other users automatically gain access to your In Basket while you are unavailable.

IN BASKET TOP ACTIVITY TOOLBAR BUTTONS (CONTINUED) - Reply to Sender - Reply to All - Forward Done Click Done to change the status of the selected message. If the Auto. Advance check box is checked, move to the next message in the list. Right Click on the message to select from the following options: Note: The bottom activity toolbar contains workflow specific buttons. Buttons vary greatly depending on the message selected, but the Done button appears consistently for most messages.

OUT BASKET ACTIVITY TOOLBAR: MESSAGE OPTIONS Recall Msg Allows the user to remove a message before it is received. Edit/Resend Allows a retracted message to be received. Remove Takes a message off the list.

SENT MESSAGES – DISPLAY PANE In the message display pane, you can change the views to see information about the sent message. Message Displays the message. Status Displays a brief report in the message display pane that lists the status of the selected message for each of its recipients. History Displays a report in the message display pane that lists each action taken in regards to the message by each of its recipients, including the time at which each action was performed.

VIEWING COMPLETED WORK • Click on “Completed Work” in the Navigation Folder List • Click on the Staff Message folder – this will display a list of messages that have been marked Done by you within the last 30 days • Click on the message you want to read –it will display at the bottom of the screen Move to My In Basket Moves the message back to your In Basket. Tel Call Not used at this time. Flowsheet Not used at this time. Appts Jump to the appointment desk for the patient in the highlighted message.

IN BASKET SHORTCUT KEYS Alt+Up & Alt+Down Arrow Cycles up/down through folders Enter Key Refresh or load message Delete Key Changes status of message to Done Ctrl+Page Up Scroll one page up through report Ctrl+Page Down Scroll one page down through report Auto. Advance Move to next message if current message status is changed to Done.

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