Messaging Overview

Messaging Overview

Messaging Overview

Most of the messaging in ICANotes is done from the Messaging Center which can be accessed from the Messaging Center drawer in the Chart Room.  Note that the messaging is for users within your group and your patients that use the Patient Portal.

 

Contents of this article:

 The Message Center buttons display how many internal and/or patient messages you have.  Either way, if there is an unread message in your inbox, the drawer label will turn yellow.  


Clicking the drawer will take you to the ICANotes Messaging Center:


ICANotes will initially direct you to your Internal messages; however, if you wish to view messages from your patients click the "Patient Portal" ttab in the upper-left. 


Internal Messages

 

In the "Internal" inbox, you can switch from your read and unread messages, Drafts, Sent messages, and Deleted items using the toggle mailboxes on the left side of the screen.


You have the ability to Create a New Message (A), Select Messages (B), Mark Selected Messages as Read (C), Delete Selected Messages (D), and Print Selected Messages (E).


To start a new message, select the "New Message" button.  Hitting this button will launch a New Message window.


  • To add CCs, click the Select button and choose from the list of users (including yourself).  You can add multiple users.
  • You can choose the priority of the message by clicking in the White box (to the right of the Subject field) and selecting 1 to 3.  This is optional.
  • Clicking on the No Patient Link icon will allow you to link a patient to the message.  Recipients of the message will be able to jump right from the message to that patient's Chart Face when they open it by hitting the Patient Link icon.  
  • You can check the spelling of the body of the report by clicking the Check Spelling button.  
  • After you have selected an Auto Insert Text from the dropdown menu, click the Insert button to insert your selection into the body of the text. 
  • You can also create a Custom Button that will auto-populate text into the body of the message by clicking the Create Custom Message button. For more information on how Custom Buttons work, please see our How to Create Custom Buttons Knowledge Base Article. 
  • If you are not ready to send the message but you would like to keep a copy of it to finish later, click the Save as Draft button. 
  • When you are ready to send your message, click the Send button.
  • Click the Print button to print a copy of the message. 
  • Clicking the Delete button will cancel the message and discard it.


A.  Narrow messages shown by putting in search criteria and then clicking the 'Filter' button.

B.  You can select items to mark as read, delete, or print. 

C.  Shows the sender of message.

D.  Shows the subject line of the message.

E.  Shows the date and time the message was received. 

F.  If a patient was attached to the message, the patient's name will show in this column. 

G.  Shows the priority of the message. 

H.  Click the printer icon if you want to print a copy of the message. 

I.  Create a new custom folder for your mailbox.

J.  Empty the deleted items folder.

K.  After messages have been selected under B, click within this field to get a dropdown menu of your mailboxes.  Click on the mailbox you want to send the selected messages to.

L.  Clicking on the Move button will send the messages selected to your selection done under K.

M.  Create, edit, or delete Auto Insert Text.

 

Auto Insert Text Management


1.  Click Add to add a new Auto Insert Text that you can use to populate into the body of a message.

2.  Enter text in the field.

3.  Click the Save button.


Patient Portal 

If you have Patient Portal turned on for your group, your patients are able to send messages to you.

When a patient has sent you a message, you can respond back to them by clicking the Reply button.

You can also send a message to a patient that has Patient Portal access.  Select the New Message button.  Click the person icon to open a window to find your patient.  Once you have your patient selected, create a subject line and then type your message.  Click Send.


Convert Messages to a Clinical Message

 

1.  Ensure the message is linked to a patient in the top-right. Click the  icon if you need to link a patient. 



2.  Click the Convert to Clinical Msg button in the bottom-left. 


3.  You will be taken to the Clinical Message. Once you're finished, click the Finish button. 



Calendar and Appointment History Buttons in the Messaging Center

 

You can access the Calendar from the Messaging Center by clicking the Calendar button in the top-right.


You can access a patient's appointment history by clicking the Appt History button.


Other Ways to Generate a Message

 

There are several other areas in the program that will enable you to generate a message, without actually opening the ICANotes Messaging Center.  Their locations are listed below.  Generating a message using these buttons will automatically link the message to the respective patient.  

  • From a patient's Chart Face, use the Send a Message  on the bottom right. Note this is for sending an internal message with the patient attached. 
  • From a patient's Chart Face, use the Reminders button, also on the bottom right.  Reminders may also be found using the Reminders tab in Settings and Directories, under Specific to Individual. For more information on Reminders, please see our Reminders Tab Knowledge Base Article. Note this guide covers only how to access Reminders from Settings and Directories. 
  • From Managed Care Authorizations (found using the Add or Update Managed Care Authorizations button on the bottom left of the Chart Face), when the  box is checked.  You may also select the alert's recipients in the fields below the checkbox.  These may also be viewed under the MCM Auth. tab in Settings and Directories, under Group Level Settings & Directories.
  • From Patient Accounts, use the Internal Message button in the upper-left.

Archiving/Deleting Older Messages

 

Keeping a clean and tidy inbox in the Messaging Center will contribute greatly to overall performance when using ICANotes. To delete older messages, navigate to the inbox or custom folder where the messages to be deleted are located. Using the checkboxes on each line item, select the messages to be deleted (1). Once selected, look to the 'Move SELECTED messages to' option in the bottom left corner, select Deleted Items (2), then click Move (3). 



You should see a prompt asking you to confirm the move:


This moves the messages to the Deleted Items folder. Now, navigate to the Deleted Items folder (4) from the left-side of the screen; you'll see all of your deleted messages. Click the Select (5) button to select all, then click Empty Trash (6).

You'll be prompted to confirm deletion of the number of items selected. Click Delete to proceed.




 Workflow complete. 

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