MedTeam Outlook Web Access (OWA) User’s Guide
Trellix Engineering Corp Medical Systems Group Dallas, TX
Outlook Web Access
Table of Contents Introduction ...................................................................................................................................................................1 Authorized User ............................................................................................................................................................1 Connecting to the Mail Server.......................................................................................................................................1 Introducing the OWA Window.......................................................................................................................................3 Sending An Email with Attachments.............................................................................................................................3 Sending An Email with Attachments.............................................................................................................................4 Reading E-mails............................................................................................................................................................9 Sending Patient Dictation............................................................................................................................................10 Formatting the Dictation File Name....................................................................................................................10 Attaching Dictation Files to an Email..................................................................................................................11 Importing Patient Dictation..........................................................................................................................................12 Introduction.........................................................................................................................................................12 Process ..............................................................................................................................................................12 Dictation Import Error Processing...............................................................................................................................17 Error Analysis .....................................................................................................................................................17 Troubleshooting network problems.............................................................................................................................19 PING...................................................................................................................................................................19 TRACERT ..........................................................................................................................................................23 IPCONFIG ..........................................................................................................................................................25
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Introduction The Outlook Web Access (OWA) system combines the use of the Internet and Microsoft’s Outlook mail client to provide you with access to your MedTeam Network mailbox from anywhere in the world. You can use any computer that has an Internet Browser and a connection to the Internet. The speed of that connection will determine the performance quality of the connection. You will be able to read your mail, send mail, and to receive and send mail attachments. OWA utilizes the Internet browser’s secure mode so that all messages and attachments sent and received comply with the new HIPAA regulations. WARNING: Sending patient related information via standard e-mail systems (other than secure OWA) without encryption or some form of secure mode is un-secure and a security violation to do so.
Authorized User The OWA system is not available to all users. Your local management must authorize your use of the system. Please contact your management for OWA Authorization. OWA Authorization must be submitted using the On-Line User Admin Form. Note: Transcriptionists that work at Remote locations, whether they are clinic employees or not must be registered as a User for that clinic. Clinic management must submit a request for a new user logon using the User Administration form for their clinic. This form can be found at http://www.trlx.com/helpdesk/xxxxAdmin.htm Note: xxxx = clinic’s site code.
Connecting to the Mail Server 1. Open your Internet browser. The preferred browser is Internet Explorer. If you are using Netscape you will need to refer your support questions to Netscape’s support. 2. Enter the address of the mail server for your clinic. Contact the Help Desk at (972) 418-1101 for the name of your clinic’s mail server. Make sure that you use the “s” in the https:// address format. Note: There are multiple mail servers in the MedTeam network. Make sure that you are using the proper server address.
3. When the Security Alert window is displayed, press the YES button
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4. Enter your assigned User Name and Password. Note: Enter your Username as: TRLX\username 5. Do not enter anything for the Domain Name. 6. In order to prevent someone else, that uses your computer when you are not there, from logging onto the MedTeam mail system , DO NOT check the option “Save this password in your password list.” In order to comply with security regulations, this option must remain unchecked. 7. Press the OK button.
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Outlook Web Access
Introducing the OWA Window Once the OWA mail window opens, you need to familiarize yourself with its various parts. Internet Explorer Control Area
OWA Controls
OWA Page Controls
Message Filter
OWA Area
OWA Folder Controls
Inbox Email Titles
Secure Mode Indicator
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Outlook Web Access
Sending An Email with Attachments 1. Press the down arrow next to the New button. 2. Select the Message menu item
3. If you know the e-mail address of the person whom you are sending to, enter it directly into the To: address box.
Enter Address Here
Press To Open Address Book
4. If you don’t know the address, press the To: button to open the Address Book.
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5. When the Address Book first opens, the address list is blank. Enter some search term that will be used to find the person you want.
6. If you want to display all of the names within a clinic, enter the clinic’s site code in the Company box and press the Find button.
7. Select the person to whom you want to send the email and press the To button. Continue to highlight and press the To button for each person to whom your are sending this e-mail. Press the Close button when finished.
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Outlook Web Access
8. The person(s) name(s) will appear beside the To button. If you want to send a copy of the e-mail to another person, press the Cc button and repeat Steps 5 through 7.
9. Enter the Subject of the e-mail and enter the information text. 10. If you want to include a file from your PC press the Attachments: button.
11. Press the Browse button
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12. Once the Choose file finder opens, find and select the file your want to send and press the Open button..
13. Once the name of the file is placed in the Attachments window. Press the Attach button.
14. Once the file name is displayed in the Current file attachments window, you can select the Browse button to repeat the process of attaching additional files.
15. When you are finished attaching files, press the Close button.
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16. Once you have finished attaching files, press the Send button.
17. If you wish to review the e-mails that you have sent press the Folders button and select the Sent Items folder.
Folders button
Sent emails
Sent Items
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Reading E-mails To read an e-mail, just click on the e-mail title.
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Sending Patient Dictation WARNING: Sending patient related information via any standard e-mail system without encryption or some form of secure mode is un-secure and a security violation to do so.
Formatting the Dictation File Name When sending patient dictation as an attachment, which is intended for automated import into the MedTeam database, it is very important that the name of the file be structured as shown below: Filename: YYMMDD_SITE000000123456.doc The YYMMDD represents the Date of Service (DOS) YY = Year of Date of Service MM = Month of Date of Service DD = Day of Date of Service The character string SITE000000123456 represents the patient’s ID SITE = the clinic’s Site Code Note: The site code is typically the assigned site code for the Clinic. However, if the patient’s record was a conversion from the clinic’s previous medical management system, the SITE code will typically be PATS. The patient’s ID is found on the top left of the Encounter form as shown below. The physician should use this number to identify the dictation. Typically, the physician should use the SITE code plus the right most significant digits when identifying dictation. Example: “PATS-7603” The transcriptionist should then add the DOS, SITE, leading zeros, and the file extension: Example:
020302_PATS000000007603.doc
Patient ID
Figure – Encounter form
NOTE:
a. The SITE code for conversion patients is typically PATS. b. The total length of the patient ID is 16 digits: SITE000000123456 c. The total length of the transcription file name is 27 digits.
Acceptable file types and extensions include: *.doc = Standard Word document (Preferred) *.doc = Standard Word Rich Text File *.rtf = Standard Rich Text File (producible by most word processors) WARNING: The exact naming of the patient dictation file name is critical for proper automated processing. Improper naming of the dictation file names will result in the dictation being discarded during the import process or imported into the wrong patient’s record.
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Attaching Dictation Files to an Email NOTE: Never send a patient related file using the patient’s name. If you do not know the patient ID, contact your clinic representative. Create a new Message and attach the dictation files as instructed in Steps 10 through 16 in the “Sending An Email with Attachments” section above.
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Importing Patient Dictation Introduction The importing of patient dictation is performed at a clinic workstation using Outlook and User Utility. The dictation files are initially copied out of the email containing them and imported into the MedTeam database using User Utility. The person performing the import function must ensure that the file names, of the dictation files, conform to the naming convention described in the section “Sending Patient Dictation” above. WARNING: Improper naming of the dictation file names will result in the dictation being discarded during the import process or imported into the wrong patient’s record.
Process 1. Open the My Computer folder.
2. Select File, New, Folder
3. Name the folder Dictation.
4. Close the My Computer window. Note: The above steps only need to be performed once per computer.
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5. Open the email containing the dictation files. 6. Right click on a dictation file icon and select “Save As”.
7. Open the Dictation folder on the C: drive
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8. Press the Save button.
9. Repeat Steps 6 through 9 for each diction file. 10. Once all of the dictation files have been saved, close the email and minimize Outlook. 11. Open the User Utility application.
12. Select Import/Export, Import Transcriptions
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Outlook Web Access
13. Open the Dictation folder on the C: drive and press the Start button.
14. When the processing is complete, a message will be displayed indicating the number of files processed and if any errors occurred. At this point, when “0” Errors are indicated, press the OK button. NOTE: For an example of errors and error handling, see the section “Dictation Import Error Processing” below. 15. Once the files have been imported, you must remove them from the Dictation folder. 16. Open the My Computer folder 17. Open the C: drive 18. Open the Dictation folder. 19. Select Edit, Select All
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20. Select File, Delete
21. Close the Dictation window
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Dictation Import Error Processing 1. Below are examples of error messages that can be received during the import process.
2. If errors occur, an error of this type will be displayed:
3. Make a note of the exact wording of the error message. 4 Press the OK button in the error message.
Error Analysis Several examples of the type of errors that can occur are included here: 1. In both files, the SITE code is wrong. 2. In the second file, the Year is 20 instead of 02. A year of 20 would resolve to the year 2020 which is a future date, therefore, invalid.
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Outlook Web Access
5. Point the cursor into the background area of the window and Right mouse click, one time.
Point cursor here and Right click.
6. Enter the text of the error message , as shown below, and press the OK button. This will send an error report to MedTeam Support. DO NOT attempt to import any more files until you are contacted by MedTeam Support either via a phone call or email.
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Outlook Web Access
TCP/IP Troubleshooting
Troubleshooting network problems When using the Internet to connect to a web site, connectivity is NOT guaranteed. That’s right, there is no guarantee that you will be able to communicate from point A to point B. This is because the Internet is made up of literally several hundred thousand Internet connection locations. These locations are made up of Routers that determine the most appropriately route for your communications to take. These Routers are connected together in a mesh fashion. A good example of this is the structure of a spider’s web. Each crossing location of the web is where a communications Router is located. Some routers have two or three connections to other Routers while others have several hundred connections to other Routers. In the following sections, you will be instructed and given examples on how to use these three Command tools to identify if there are any problems with your internet communications.
PING The Packet Internet Groper (PING) tool is very familiar to most IT pros. As with all TCP/IP utilities, it must be run from the command line. You can access the command line by pressing the Start button, Select Run. For Windows NT, Windows 2000, and WindowsXP systems enter “cmd.exe” (without the quotes) in the Open: text box and press the OK button.
The PING tool is used to verify a connection to a remote computer, router, or printer (or anything that uses a TCP/IP address). The PING tool sends small packets of data to the remote system requesting a reply and then displays the results of the reply, as shown in Figure A. Figure A
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TCP/IP Troubleshooting
If a PING test shows a reply, then you know you have a physical link to the remote system. Even though there is a physical link, the network may still not be able to pass traffic intelligently. Use the TRACERT test in the next section to test network quality. If you get a result like the ones shown in Figure B, you know that there is a problem. Figure B
The problem could be caused by a number of factors. Check to see that the remote system is not powered down, that there is not a piece of communication equipment between your system and a remote system that is down, and that you have the correct IP address. If none of these factors seems to be culprit, you’ll need to switch tools and use the TRACERT tool instead, which is discussed below. Besides verifying TCP/IP connections, the PING command can also be used to test your DNS servers, as shown in Figure C. Figure C
By pinging the friendly name of the remote location, your DNS servers should automatically resolve the friendly name to an IP address, as shown in Figure D. Figure D
However, if your DNS servers are not responding, or the name you are trying to reach does not exist, you will receive a response like the one shown in Figure E. Figure E
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TCP/IP Troubleshooting
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TCP/IP Troubleshooting
This lets you know that there is a DNS issue that needs further attention. The PING tool can also allow you to check your network card. By pinging the IP address of 127.0.0.1, the command will send a PING request to your network card to see if it replies. Figure F is an example of what you will see if your network card is functioning and if TCP/IP is installed correctly. Figure F
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TCP/IP Troubleshooting
TRACERT The next tool we will look at is the TRACERT (trace route) tool. The TRACERT tool shows the route taken by a packet of data to the destination IP address (or friendly name). It normally looks like Figure G. Figure G
This shows that the packet you sent arrived at the destination location as well as every piece of communication equipment it passed through along the way. If you cannot reach your destination address (which is usually checked with the PING tool), you can use the TRACERT tool to determine exactly where the break in communication is located, as shown in Figure H. Figure H
From this example, we know that the break in communication occurred on the 18th hop, right after reaching IP address 64.15.192.114. This shows that we must now begin looking at the last place the packet went to, where it was coming from , why it was sent to that address, if the address in the routing table is correct, and if there is a link between the sites. Trellix Engineering Corp. July 2002
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TCP/IP Troubleshooting
If you look at the names of the sites the appears just before the IP address it will tell you the network name where the router resides. If all of these sites are within your own network, then you’ll know where to look for the problem. Unfortunately, once the trace leaves your network, the ownership and exact locations of the problem are no longer known. Even though you can identify the name of the network, trying to find the person or persons that maintain that location can be an exercise in futility. Often, that location can be from several hundred to several thousand miles away.
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TCP/IP Troubleshooting
IPCONFIG The IPCONFIG or IP configuration tool shows the current TCP/IP information contained on the local machine, as shown in Figure I. This is useful (especially in large network environments) to see if the IP address of the local computer, the default gateway, and the subnet mask are correct. Figure I
If you are in a DHCP environment and the client machine cannot connect to the network, one of the first steps you should take is to release and then renew the client IP address, as shown in Figure J. Figure J
This does two things: First, it should clear any duplicate IP problems. Manually renewing the IP address will give you a clean IP from the DHCP database. If your DHCP lease has expired, it is possible that the same IP address has been issued to another machine on the network. If this happens, you will not be able to connect to the network until you have an IP address that is distinct on the network. When you renew your IP address, you should receive a unique IP address from the new DHCP database. Second, it will show you if there is an issue with your DHCP server. If you are unable to renew your IP address, then there is a good chance that there is an issue with your DHCP server’s database or network connectivity. Another switch that can be used with the IPCONGIF tool is the /all switch, which displays the output shown in Figure K. Figure K
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TCP/IP Troubleshooting
This is all of the information for your computer’s current IP configuration. This screen is useful to see if your IP settings are configured correctly. Things such as an incorrectly configured DNS server or default gateway can prevent a computer from contacting the network. Putting it all together These tools are most beneficial when used together. Do you have a computer that cannot connect to the network? Use IPCONFIG with the /all switch to see if you have an IP address and your default gateway. Then use the PING command to see if you can reach your default gateway. If you cannot reach your default gateway, then use the TRACERT command to track down the communication break. There are many more commands than these, but using these three tools will allow you to perform basic troubleshooting on your IP-enabled network.
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