Read an Overview of what it can do.

View these short videos demonstrating some of the functions of the Message Centre

• Managing Unclaimed messages & registering new patients (3:50 mins)
  http://incisivesupport.com/train/vid/unclaimedmail.mp4 
  
  
• Accepting histology, pathology & radiology test results (3:04 mins)
  http://incisivesupport.com/train/vid/mymail_acceptresults.mp4 
  
  
• Sending an email to the patient with their test results (1:23 mins)
  http://incisivesupport.com/train/vid/mymail_emailresults.mp4 
  
  
• Saving emails (and files) to a patient's notes (2:32 mins)
  http://incisivesupport.com/train/vid/mymail_saveemail.mp4 
  
  
• Creating and completing Tasks (3:02 mins)
  http://incisivesupport.com/train/vid/mymail_maketask.mp4 
  
  
• Processing Referral letters (2:59 mins)
  http://incisivesupport.com/train/vid/mymail_referrals.mp4 

View this document to show the difference between the Classic and Integrated editions.

The following video demonstrates some of the main features of the SPM & PHM menu.

http://incisivesupport.com/train/vid/menuoptions.mp4 (7:36 mins)

For more detailed explanation of the options available when using the menu, go to:
Help > SPM/PHM Help then navigate to Basic Concepts or click here

One of the main improvements that comes with the Integrated edition is a much finer level of access rights can imposed so that you are able to restrict staff from viewing or changing information that they do not need to have access to.  This involves taking some time before you start using the Integrated edition is establish the permissions and roles that you want to use.  To make it easier for you, we can provide a set of commonly used permissions and apply these for you.

To give you a better idea of how the Permissions are used you can view the following documents:

• Permissions - Summary
• Permissions - Detailed

The integration will allow you use the Message Centre to retrieve the referral, acknowledge it has been delivered to you, match or create a patient and import the referral to the patient's notes.

The SR portal allows you to have individual or practice-wide accounts.  Contact the Incisive Helpdesk if you need the Incisive application to be configured for practice-wide accounts.

Retrieval of the referrals from the SR Portal is configured using a Windows 'Scheduled Task' and they are then displayed in the 'RSD' tab of the Message Centre.  If the incoming referral does not include a HPI-CPN or it doesn't match with one for a Provider in the database, the referral will appear in the 'Unclaimed' tab, from which it can be assigned.

Training videos:

• Configuring SR integration for a Provider (57 sec)
• Viewing and Importing the Referral (1:21 mins)

Requirements:

• Account with Cervin Media for the Provider or Practice to receive electronic referrals
• 'Specialist Practice Manager' (SPM version 414.4 or newer)
• Assign menu permissions for Setup > Provider > SR Referral to SysAdmin or Practice Manager to configure import connector with the SR Portal.
• Create a Scheduled Task in Windows to retrieve the referral files from the SR Portal (or use Utilities > Import > SR Referrals for manual retrieval)
  • Schedule to run 'SpmCervin.exe' (in the Incisive program directory) at least every hour.
• Ensure each Provider has their HPI-CPN number in Setup > Provider > Config1 so the incoming referrals can be matched to the correct Provider.
• Using the 'Message Centre' to view and process referrals.

This prescription feature, provides the following:

• Online lookup in the NZ Formulary for medicines, including their monographs.

• Issuing the electronic prescription to the NZePS hub and the patient's pharmacy.

• Providing the patient with a digital summary and token of their prescription.

• Retrieving and actioning notifications from a dispensing pharmacy or the NZePS hub.

• Importing pharmacy details from Healthpoint directory.

You will need to have v414.2 or newer to have access to the functions.  

Click on this banner to view the video: 

You are able to select either a single item of a range of items from the Medicare list.

A short video (2.04mins) demonstrates the steps to perform this function. 

http://incisivesupport.com/train/vid/Invoice_MakeItemsFromMedicare.mp4 

Note: 

You are better to run the 'Make Codes' option several times with smaller ranges of Medicare Item numbers rather than enter one large range, i.e. 30,000 to 70,000. The latter would result in Invoice Codes being made for all Medicare Item numbers in the range and will markedly slow down the invoicing system for you.  Once the range of items have been imported they can only be deleted individually.

Only import the Medicare Item numbers that you require for your specialty or sub specialty. More can be added if necessary.

Obtaining the data file

Our recommendation for obtaining the data file of recipients would be to base this on your appointments in a period.  Currently many people are feeling bombarded with emails from all directions regarding the virus.  Rather than targeting a large number of patients, i.e. everyone in your database, it is probably beneficial to limit this to patients who have had an appointment in the last year at most, or perhaps only those with a future appointment.

In a group practice, it is advisable that a single email be sent rather than patients receiving an email from multiple doctors in the practice if they have had appointments with more than one provider.

To obtain a file as the basis for your Mail Merge:

--> Reports - Appointment - Appointments in Period / Appointments in Period (Current Provider)

If you are running the first option, leaving 'Current User Only' unticked will report across all providers that you have permissions to.

After selection of the date range (remember to set this far enough into the future to cover your upcoming appointments) the report will come to screen.

Use the [M] Mail Merge option in the menu bar to save the file.  Note, using this option if the patient has had multiple appointments they will only be listed the once, irrespective of how many providers have seen the patient.

Please note that the Mail Merge option does not filter out any patients marked as deceased.  If you require a file that excludes deceased patients then please contact us.

Mass Email Software

The following applications can be purchased to perform a bulk mail out:

• Constant Contact – Best email service provider. https://www.constantcontact.com/nz/home-page
• Sendinblue – Best bulk email service for beginners. https://get.sendinblue.com/
• Mailchimp – Best all-in-one marketing automation suite. https://mailchimp.com/

Microsoft Office

If you have a Microsoft Office this should have a Mail Out feature.  The screen shot below is from Microsoft Office Professional Plus 2013.

• Use ‘Select Recipients’ to navigate to your data source.
• Once your data source file is selected you can then use the ‘Edit Recipient List’ if required.
• To customize the email you can ‘Insert Merge Fields’ into the document, however, we recommend that you limit the amount of data to limit identifying the patient.
• To see what will be sent, use ‘Preview Results’.  Once you are happy with the output, you can continue with the mail merge.
• Once your letter / email is typed, use ‘Start Mail Merge’ selecting the email option.

• Consent for treatment approvals
• Booking form
• Consult slips
• Test orders
• Blood or product requests
• Nurse checklists

This training video provides a view of the common methods used to select a patient and also gives an explanation of the information displayed in the Patient Header.

      http://incisivesupport.com/train/vid/patientselection.mp4  (2:35 mins)

The Importing and Validating of the form data into SPM or PHM is explained in this short training video:
      http://incisivesupport.com/train/vid/inFORM_ImportXmlData.mp4 (3:18 mins)

To give you a better idea of how the Permissions are used you can view the following documents:

• Permissions - Summary
• Permissions - Detailed

Follow the short video to see an overview of the steps involved.

http://incisivesupport.com/train/vid/office_groupreceipt.mp4   (2:13 mins)

Click here for more detailed information on Group Receipting

You can create tasks for yourself or you can assign to others.

Tasks can be linked to a patient and also message or file.

The following training video provides an overview of creating and completing a task.

http://incisivesupport.com/train/vid/mymail_maketask.mp4 (3:02 mins)

These are some tutorials for the use of some basic functions in SPM.

• Appointments
• Banking
• Dictation
• Incoming Mail
• Invoicing
• New Patient & Referral
• Processing Dictation
• Receipting

You can, of course, include the link to the online form with your appointment reminder, which was explained in this article.  However, if you want to send the questionnaire out a number of days prior to their attendance, you can choose the Session and click on the SMS button in the Toolbar.

Video tutorial

The following link is a short (59 sec) video showing the steps to send a SMS with a link to the COVID questionnaire, then import the patient's answers so they display in their Notes

http://incisivesupport.com/train/vid/covidscreening.mp4

Use QuickText

To make it quicker to add the relevant text into the SMS message we recommend that you create a QuickText template in Setup > Templates > Letters.  Add the text, merge codes and URL (hyperlink) to the online form, then when you want to insert the text into the SMS message just press the F8 key and select it from the list.

The hyperlink to the COVID questionnaire can be shortened so it uses fewer characters in the SMS.

https://forms.incloud.clinic/demo/startup.aspx?f=r&q=c19nzname can get shortened to http://go.incloud.clinic/reply2dr 

inFORM online application

The inFORM web application can be used for a number of functions, including online patient registration, but for this purpose, because you already have the patient registered, it is configured just to ask the COVID screening questions.  The questions are based on those provided by the Ministry of Health, but they have been slightly modified by us.  If you want to ask different questions these can be customised for you.

Further information about the inFORM application is available from this link or you can send a request to help@incisivesupport.com