Establishing productive workflows is dependent upon many factors, including the physical layout of computer workstations, printers, scanners and faxing equipment in clinical and office spaces.

Printers should be placed in a location that is convenient to providers and staff members needing to retrieve letters, forms and prescriptions printed out for patients.

Example:  Printers placed at the nursing desk, in each exam room and/or at the front desk.  A combination of any of these locations may be required, including a centrally-located printing station connected to the clinic network.

Scanner(s) should be placed in a location that is convenient for use by staff members authorized to scan documents, images, etc. into patient charts.

Like printers, fax machines should be placed in areas accessible to all who will be using this equipment during the normal clinic workflow.  Multi-function machines such as a printer/fax/copier are sometimes beneficial to improving workflow.

Fax software can be used to fax prescriptions and/or notes and information directly from SOAPware to outside providers. The fax software is displayed as a print option from within SOAPware.  When selecting fax software, care should be taken to acquire software that meets HIPAA encryption requirements for protecting patient confidentiality.