Release Notes

October 2016 Contents

Inbound Email Enhancements Inbox Processing Time Accepted Attachments Standardized Action Menu Messaging Enhancements

Portal Changes User Mobile Numbers Messaging Preferences Subscribe / Unsubscribe Companies Deleted Messages New Landing Page for New Users

Discard Function Available in Locking Status’ Only Discard Warning

Received Stamp Received Stamp Rule Changes Auto Stamp Filing from the Inbox and Re-filing (Appending Pages)

Electronic Signature Enhancement

Completing Documents

Various Enhancements Bill Quantity / Shipping Quantity General Contacts New Placeholders Added to Central Library

Beta Projects Messaging Enhancement Beta Direct Messaging from Workflow Creating a Secure Account

Message Templates Automated Messaging New This Month

Inbound Email Enhancements

Inbox ● Inbound messages sent to established inbound email addresses will continue to appear in the

inbox

● Those messages will appear in the inbox of users assigned to the distribution list associated

with that email in the admin section

● PDF attachments delivered by email will now have thumbnail images like faxes ● Non-PDF attachments will be accepted but will not have thumbnail images ● Email message body text will appear only on the specific message page, not on the main inbox

page with the thumbnail images

Processing Time ● Inbound emails will process on demand ● The only delays customers will experience will be related to processing the thumbnails and

normal email delays outside our system ● Messages will appear after the thumbnails are processed

Accepted Attachments ● The inbox will accept the following file types:

○ IMAGE/JPG, JPEG, PNG ○ PDF ○ RTF, MSWORD ○ APPLICATION/VND.MS-EXCEL ○ APPLICATION/VND.OPENXMLFORMATS-

OFFICEDOCUMENT.SPREADSHEETML.SHEET ○ APPLICATION/VND.MS-POWERPOINT ○ APPLICATION/VND.OPENXMLFORMATS-

OFFICEDOCUMENT.PRESENTATIONML.PRESENTATION ○ VND.OPENXMLFORMATS-

OFFICEDOCUMENT.WORDPROCESSINGML.DOCUMENT ○ APPLICATION/SAVE ○ TEXT/PLAIN ○ APPLICATION/VND.OASIS.OPENDOCUMENT.FORMULA ○ APPLICATION/VND.OASIS.OPENDOCUMENT.GRAPHICS ○ APPLICATION/VND.OASIS.OPENDOCUMENT.TEXT-MASTER ○ APPLICATION/VND.OASIS.OPENDOCUMENT.PRESENTATION ○ APPLICATION/VND.OASIS.OPENDOCUMENT.SPREADSHEET ○ APPLICATION/VND.OASIS.OPENDOCUMENT.TEXT

● Attachments delivered in non-supported formats will be ignored ● Messages received that do not have any valid attachment formats will still display but the term

”Invalid Attachment” and a list of names of the attachments that were removed ● The application will split all attachments into their own message regardless of format,

thumbnails will only show for pdfs

Standardized Action Menu The action menu for messages on the main inbox page will now be the same as the action menu on the individual message page for all PDF attachments

The action menu for non-PDF documents in the Inbox will be unchanged

Messaging Enhancements ● System Messages now have MyForms or Conduit Office designation based on their account

designation ● Company Logo and Email Signature Text (for all users)

○ All messages and notices will have the sending company’s logo and signature text customization

Portal Changes

User Mobile Numbers ● Clients can add two mobile numbers to their account to support mobile messaging ● Numbers can be added in the Conduit/My Forms application users or by the outside users in

their portals

Messaging Preferences ● Users can set their preference to receive messages by Email only or Email and Text ● Users can add an additional email address to their account for recovery

● Clients/patients can add an additional mobile number to their account to receive messages to

more than one number ● Messages will go to all verified mobile numbers for that account and to the primary email ● The first message, if the mobile number is present along with the email and the beta company

has texting enabled, will send the message to the recipient by email and a contact request to the mobile number(s)

● Text messaging is only available in beta

Subscribe / Unsubscribe Companies ● Users are shown the companies they from which they receive messages ● Users can unsubscribe from specific companies

Deleted Messages Messages that are deleted remain in the portal and are now searchable

New Landing Page for New Users ● Users will set the type of account they have when they are invited to join the messaging system ● This will determine the tab set they see when they log in ● This will not limit the roles by which they can receive and completed documents

● For example a clinician can receive messages or a document request as a client/ patient if they

are the customer of a company and work professionally for that same or another company and offer the same email address for both roles

Discard Function Documents can now be reverted to their previous version by using the discard function.

Available in Locking Status’ Only ● Discard is found in the viewer under “Status History” ● Discard is only available from a locking status

○ Signed ○ Received ○ Completed ○ Submitted

● Data entered will remain but received stamp and signatures may be lost with a discard selection ● Appended pages that were added in the version being discarded will be removed

Discard Warning ● Warning notice is given about re-render and potential loss of signature and received stamp

Received Stamp

Received Stamp Rule Changes Duplication of the received stamp was being reported when appending documents. Significant changes were made to applying received stamps to documents to prevent this issue and give more flexibility to users.

● Applying received stamp to appended pages will now only apply the stamp to the appended pages which will prevent editing of the received stamp to that entire document in the future

● The receive stamp is embedded in the image of the appended pages and cannot be edited for the entire document once it is added to pages that are appended to that document unless discarded

● “ Do Not Apply / Re-Apply” is a new available choice

Auto Stamp ● Auto Stamping is no longer “automatic” ● Users processing documents with a template “Auto Stamp” attribute will now have to

choose/click to stamp the document ● The selection will be defaulted to the location designated in the template ● The user can change the location or choose to not stamp even though the template default is

Auto Stamp ● “ Do Not Apply / Re-Apply” is a new available choice

Filing from the Inbox and Re-filing (Appending Pages) ● Defaults to assigned stamp location if that attribute is assigned to the template ● User can adjust that default position or choose not to stamp ● Filing to a document applies the received stamp to the pages being filed ● If pages are being appended, only the appended pages will have the received stamp applied to

them even if the receiving document has no stamp or a previous stamp applied ● Appending pages to a document with a received stamp prevents that document from being

stamped again unless the stamped version is discarded (which would remove the appended pages)

● Additional warning and explanation language is added to the interface

Electronic Signature Enhancement We revamped the electronic signature process

● This continues to be a hub and spoke electronic signature process for use with documents requiring multiple completion roles

● Allows users to send documents to the recipient via Secure Send so the recipient can complete the document and return it. Users can then send the document out again to a different user

● Document locks after each signature (new version created) ● “Discard Version” reverts back 1 version (different than delete) ● Document history is updated with who signed and notes when reverted ● If the base electronic document is overwritten with a scan, refile append or other similar action

the edit fields function will be disabled

Completing Documents There are significant changes to how completed documents are handled.

● When a document is completed, a new version of that document is rendered only...final copy with no fields

● Now changing the status to complete finalizes the document to a final version and prevents further editing

● You can still do all other functions in the actions menu except edit like print, fax, send secure etc…

● “Send Copy” is a new feature on Secure Send. That will send a copy with no editable fields to the recipient

● To edit further...The only option is to “Discard Version” and undo the “Completed Version” ● If pages are appended or document is updated with a another file outside the electronic

signature process secure send cannot be used again on that document

Various Enhancements

Bill Quantity / Shipping Quantity ● Current quantity field in MyForms is the Bill Quantity ● Ship Quantity will be imported for each item on the workflow/sales order ● Added to Edit Item form (not in add process) ● Form Builder - (match Brightree terminology)

○ Quantity (Ship Quantity) ○ Bill Quantity ○ All existing “Quantity” template fields will be updated to read as “Bill Quantity”

General Contacts General users are Contacts that are added in the context of a workflow through the messaging system.

General Contacts can also be added in My Database.

● General Contacts will determine their user type when they establish their secure account

New Placeholders Added to Central Library ● Implementation team requests ● Common inbound forms with QA already added

Beta Projects

Messaging Enhancement Beta The messaging system has received a major overhaul. This new feature set is designed for direct patient and referral engagement. The new messaging system allows free-form or templated messages to be built with a new editor and sent on demand from a workflow or automatically as a part of any workflow template.

This enhancement begins the reconfiguration of the outward facing aspects of the solution towards a more transactional model. “Portals” are primarily effective for record retrieval and have proven to not be the best method for patient and referral engagement.

Direct Messaging from Workflow ● Direct messaging to anyone is now possible from any workflow ● Messages are sent to recipient individually (no cc / bcc / reply all) ● Messages will be sent by email or text message using the new messaging interface ● Replies to the messages are delivered to the sender or can be configured to return to the

current workstate owner or a distribution group ● All messages display content based on designation of the presence of PHI in the message by

the sender ● Replies to the messages are made only from the “View / Reply” link

○ Link contains a token that expires in 7 days ○ Expired links opens a login page directly ○ Replies go directly into the workflow messages and notifications appear in the Inbox

● All messages and replies will be retained and displayed within the workflow messaging system Previously sent messages appear first when you open the messaging window

The new Messaging interface

Non PHI messages show the subject and body along with the “View / Reply” link

Messages with PHI do not include the subject and body of the message. That content must be viewed in the secure site after logging in. If it is the first secure message, the user will be linked to a create account screen.

Creating a Secure Account ● Message Recipients will need to have a secure account to view and retain messages with

protected PHI ● They can review any number of non secure messages (no PHI) without creating an account

● When they receive a secure message and click the “View/ Reply” link they will be prompted to

create a secure account. ● In that account they can then update their preferences to also receive text messages if they are

available from the sending company ● This is also the account they will use to complete and retain messages and documents

○ General Users can only receive messages today (documents in future releases) New Account Screen

Message Templates ● Users create message templates for fast and consistent interaction with patients and referral

sources ● Add dynamic, variable data to message templates to personalize the message to the recipient

and the data in the workflow ● Company level templates create consistent messaging and can be used by all users ● Individual users can created their own templates and mark their favorites for commonly used

messages ● Templates can be added to configured workflow triggers with configured response paths ● Multiple templates can be added to a single message

Automated Messaging ● Configure workflows to automatically send message templates at each step ● Messages are personalized with data from the workflow ● Messages can be sent to anyone ● Format messages and add embedded links ● Responses can be configured to notify the workflow owner or any distribution group

New This Month

● Company Logo and Email Signature Text (for all users) ○ All messages and notices will have the sending company’s logo and signature text

customization

● Text Messaging ○ Companies that opt into text messaging will be able to send text messages when the

recipient agrees to accept messages in this fashion ○ Recipient sets preferences when establishing the secure account ○ User must have an email address to receive messages but if a mobile number is present

or added by the recipient in their account they can receive email messages and text messages concurrently

○ Options: Email or Email and Text

● Token Links ○ Links are added to all custom messages to view/reply content of the message ○ Messages without PHI will show the subject and body of the message along with the link ○ Messages with PHI will have the subject and body withheld from the email ○ “View / Reply” link is selected to view secure content of messages (account required) ○ Replies to the messages are made only from the “View / Reply” link ○ To view PHI protected messages the user must sign up for an account

● General Users ○ General users are a recently added role with the addition of the new messaging

enhancements (beta)

○ General Users are people added a company may choose to message in relationship to a

workflow that are in a atypical role. i.e. caseworkers, discharge planners or third party professionals

○ Those accounts will receive messages like other roles and have a message portal

● New Portal Format (General Users Only for Now) ○ The portal is in the new, simplified UI that will be propagated to all portal accounts in the

coming months (This slimmed down portal supports our new transactional, token model for delivery of secure content)

● Additional Variables ○ Actual Delivery Date ○ Facility name ○ Facility address ○ Facility phone ○ Facility fax ○ Physician first name ○ Physician last name ○ Physician address ○ Physician phone ○ Physician fax ○ Delivery Address ○ Delivery Phone ○ Billing Address (name clarification) ○ Billing Phone (name clarification) ○ Mobile Phone

● Sending Block for Minors Regulations on sending messages to minors is onerous. Development of “Proxy” legal and technology frameworks is ongoing. Until that is worked out we will restrict the sending of messages to minors.

● Subscribe / Unsubscribe

Users can receive messages and documents from multiple companies. The subscribe / Unsubscribe feature allows them to unsubscribe from specific companies while allowing other companies to send them messages when using the messaging system.

● Message Indicators ○ Indicators for blocked recipients reason in the Send Message UI ○ Existing messages contact method indicator (Email or Both) ○ Existing messages blocked (Minor or Unsubscribed) reason indicator