Update the Patient of Received Referral and Appointment Negotiation

When you send a Secure-Mail message to update patients of the received referral, and negotiate an appointment, you will most likely be communicating with them for the very first time. It’s better to send a Secure-Mail message by composing it directly from your Inbox and not through the 'Directory'. There are lesser chances of the patient’s being there in the Brightsquid 'Patientdirectory.

Step 1: Click the compose button at the top right corner of your screen.
Step 2: Type the complete name or email address of the patient to select your desired recipient from the list of contacts that show up.
Step 2b: Is your desired recipient not on the list?
It simply means they are not present in your recent contacts. Click 'Continueto search from the entire directory of Secure-Mail users.
You still don’t see your contact? Not to worry!
Click on 'Invite User'.
You will be asked to select your relationship with the recipient.
Select 'Patientso that your contact gets added to the Brightsquid 'Patientsdirectory (under Contacts)

Note: Add your patient’s Date of Birth (DOB.) When patients receive a Secure-Mail invite notification, they will need to enter their DOB to create their account. This is a one-time step. Once their account is created, they will login each time using their password.

Step 3: Add a subject line. This is a mandatory step to send the message.
Step 4: Add the body. If you don’t, you won’t be able to send the message.
You need to mention 3 things in the body:

  1. Update the patients of the referral received from their GP.
  2. Let the patients know of a broad framework of appointment dates that they can choose from.
  • Inform the patients of the prep they need to do before the appointments (if any.) 

Like traditional email you can better structure your message by:

  • Making your text Bold, Underlined or Italic by clicking on ‘B’, ‘U’ and ‘
  • Using bullets and numbering
  • Selecting different Headings
  • Selecting different sizes of font (small, normal, large, huge)

Step 5: At this stage you may not have any attachments. But if you must, add attachments by clicking on 'Browse', selecting one or more files from the desired folder and clicking 'Ok' to attach them to your message. Or drag and drop multiple files simultaneously from any folder in your network into the attachment box. The attachment can be any type of file – pdfs, word doc, png, jpeg, gifs, mp3, mp4, xls, ppt etc. but not an executable file like ‘.exe.’ You can add as many attachments as needed. In any case, the size of each attachment cannot exceed 500 MB.
The file type is restricted for free users.

Step 6: If you are a member of your clinic’s shared inbox, you will have two sending options.

  • Send from my account: Every clinician and staff members will have access to their own account. If you want to initiate a private communication with the recipient such that the communication doesn’t reflect in the shared folder for every Secure-Mail user in the clinic to see, you need to send the message from Your Account. This is the only way the patient will be able to send a private secure message to you as opposed to being viewed in the shared folder, accessible to the whole team.
  • Send from shared account: If you are member of shared account in your clinic, you will see an additional radio button that says, ‘Send from Shared Inbox’.

Replies will come to the shared inbox which can be seen by everyone in the clinic who has access.

Optional Step: There is a default notification message that goes out to your recipient’s primary e-mail with every Secure-Mail message you send to them.

Click 'Edit' (above the send button) if you want to edit this notification message.
Ensure to not include any PHI (personal health information) here as it is not protected.

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