Docu-Portal

Docu-Portal is a new module for SOAPware users which provides two major feature additions to the EMR:  (1) inbound and outbound faxing which is integrated with the chart, and (2) a secure patient portal for providing records to patients.  In addition, there are a host of additional communication, document editing, and document capturing features included in the Docu-Portal, such as secure messaging to non-patient contacts, screen capture, PDF editing and generation, and scanned document uploads.  Docu-Portal provides tracking of fax and e-mail communications and provides configurable individual and shared views to inboxes and sent items.  Docu-Portal has been developed for SOAPware by Updox.

Interface

Docu-Portal is viewed through popular browsers, such as Internet Explorer, Google Chrome, Firefox and Safari.  Depending on a user's configuration, Docu-Portal is accessible anywhere on the Internet or only within the user's SOAPware VPN.  An icon saved to the desktop will bring the user to the sign-in screen after set-up. The user can also keep Docu-Portal running in the system tray, so that the screen can be hidden, except when being used.  Small messages appear in the system tray to let the user know that Docu-Portal has a new item for the user to work.  The user can also choose to receive notifications on the user's desk or phone e-mail to alert the user to certain items.

*SHS Customers: If users are using the SOAPware Hosting Service, users will follow the same instructions below on the VPS and not on the local PC.  

Requirements

Requirements = Java version 6, SOAPwareXchange 2010.1.X or above

Click Here, verify that all the aspects of the interface are installed & configured.

Docu-Portal Connector

Docu-Portal Connector

When creating a Docu-Portal account, the user will be prompted to select an EMR, in our case SOAPware & a custom connector will be created for this interfacing between SOAPware & Docu-Portal, called the Docu-Portal Connector.  The connector is a file (soapware_hosted.jnlp) that is ran by Java, installed to Start > Programs > Docu-Portal Connector and has several settings that can be adjusted to assist the user with personal & EMR interaction with Docu-Portal.

The Connector

The Connector

The Connector creates the link between the Updox Service Database & SOAPwareXchange.  The application logs into the account on Docu-Portal so that the user can send & receive requested documents/information from the local computer or SOAPware.

1.  Connection Information: The connection information contains the user's personal login information so that the connector can interface with Docu-Portal.  The Server Location setting (https://www.myupdox.com/udb) is generally never modified unless directed differently by SOAPware Technical Support.

2.  Save to Disk Options: The Patient Home Folder is the location on the local computer where the Patient Chart Directory File will be created. The option “Send to Disk”in patient associated actions will automatically create a series of sub-folders within this folder, as configured by the “Patient Folder Pattern”.  The Patient Folder Pattern directs the filing order and file naming of patient-specific folders which are saved directly to a user's computer (in addition to saving them in SOAPware). When users select a category at the time of filing the record, that category will become (or populate an existing) sub directory under the patient folder. For example, assuming the home folder is C:\PatientData and the record is titled “Test File”, and it is associated with patient “Joe Smith” and categorized as “Radiology”, the default file pathway of (@LI@/@LN, @FN@) will create the following file location:

C:\PatientData\S\Smith, Joe\Radiology\Test File.pdf

The following abbreviations are used to construct the actual folder path based on patient and action attributes:

   @LI@ – Labeled with the patient's last initial

   @FI@ – Labeled with the patient's first initial

   @LN@ – Labeled with the patient's last name

   @FN@ – Labeled with the patient's first name

   @ID@ – Labeled with the patient's account number

   @BD@ – Labeled with the patient's birth date

3.  Import Directory Options: Ordinarily, users do not change the SOAPwareXchange "In" Directory from the default setting.  This must match the "In" folder location of SOAPwareXchange, specified in the SOAPwareXchange "Set Locations" settings.  In addition, the Report Download Directory is ordinarily not changed from the default setting.  This must match the location SOAPwareXchange expects to find the files to be imported, as specified in the file sent by the Docu-Portal Connector to SOAPwareXchange for processing.

 

Docu-Portal for SOAPware

Docu-Portal for SOAPware

After the user's  Docu-Portal Account is created, when the user goes to login at http://www.Updox.com the user will be prompted to select the EMR, SOAPware in our case, then a file will begin to download (soapware_hosted.jnlp).  This file will be ran by Java & start the "Updox for SOAPware" Helper which includes all the same tools mentioned below in "Main Menu Explained" & a few others.

1. Open Docu-Portal Browser will take users to the login page of the practice Docu-Portal website or the main page if he/she is already logged in.

2. Open Auto Upload Folder will open, on the user's  local computer, the folder associated with the "auto upload to Docu-Portal" function (default = C:\Documents and Settings\USER\SendToDocu-Portal).

 

Main Menu

Main Menu

Actions

Compose will allow users to create a document (w/ attachment) to send to a patient's chart in SOAPware, to fax to a contact in SOAPware, or send to another Docu-Portal enabled Practice.

Add File allows users to upload any file to the Docu-Portal so that it can be passed securely from patient, contact or SOAPware.

Capture Screenshot allows users to store a pre-selected area of what's displayed on a user's monitor in an image file; so that the user may edit it or send securely through Docu-Portal.

Open Image Editor opens a window allowing users to create an image similar to Microsoft Paint; when a image is being viewed a menu will appear above the image allowing users to edit the image using the same tools found in Image Editor.

Sign Out will log out the current user that is logged into the Updox Docu-Portal.

Tools

Change Password allows users to create a new password for the users' Docu-Portal User ID.

My Profile allows users to edit the Name, Address, Time Zone, Email, & Signature Image of the users' Docu-Portal User ID.

Usage Information allows users to view the usage & limits associated with the users' Docu-Portal Monthly Plan; Chart Imports, Email, Fax Pages, Portal Messages, Saves, Secure Messages, User Accounts.

Clear Cache

Admin

Manage Users allows users to manage users (view, edit or add) in the Docu-Portal Practice.

Practice Profile allows users to view or edit the practice information associated with Docu-Portal; Name, Address, Phone, Fax, & Settings.

Practice Portal allows users to enable or disable the Practice Portal; as well as view/edit the name displayed & the web address (for example: http://soapware_clinic.myupdox.com) used to access it from anywhere with web access.

Manage Templates

Edit Fax Coversheet allows users to view/edit the default coversheet used by all faxes being sent by Docu-Portal.  Certain Text, referred to as Marcos, are required for the coversheet to function correctly; {fromName}, {fromFax}, {toName}, {toFax}, {subject}, {instructions} are used by the faxing function so that it knows what fields to pull &  where to place it in a user's coversheet.

Billing Information allows users to view the usage & limits associated with the users' Docu-Portal Monthly Plan, Bill Dates & amounts as well as edit Credit Card Information.

Connect to EMR

Help

General Overview links to the following PDF (http://myupdox.com/udb/files/help/ov...w_soapware.pdf) for a document describing the Docu-Portals usage.

Setup References links to the following PDF (http://myupdox.com/udb/files/help/setup_soapware.pdf) for a document describing how to link Outlook Mail, Gmail, Faxing Service, or MAC to you your Docu-Portal.

FAQ links to the following PDF (http://myupdox.com/udb/files/help/faq_soapware.pdf) describing many functions of the Docu-Portal.

Have an Idea for Us? allows you to send question or comments directly to Updox for review; pertaining to an idea, question, problem or praise.

Contact Us gives you contact information for SOAPware Support (1-800-455-7627x3)

What's New?

Takes the user to the following address (https://myupdox.com/udb/whats_new.html) where the user can find new features & bug fixes being added to Updox.