dr2dr Secure Messaging User Manual · c. Smartphone App i. Download and install the Google Authenticator or Authy Authenticator app on your phone ii. Open the app and select Set Up

dr2dr Secure Messaging User Manual

dr2dr Secure Messaging

User Manual

Revision 8.2

January 4, 2018

Copyright © 2018 Microquest Inc. 4404 94 Street NW Edmonton, AB T6E 6T7

dr2dr User Manual | 3

Contents Introduction .................................................................................................................................................. 8

What is dr2dr? .......................................................................................................................................... 8

dr2dr features ........................................................................................................................................... 8

Support Information ..................................................................................................................................... 9

dr2dr Help Section .................................................................................................................................... 9

Support Contact Information .................................................................................................................... 9

Support Hours ........................................................................................................................................... 9

Sign Up for a dr2dr Account – Physicians ................................................................................................... 10

Sign Up for a dr2dr Account – Non-Physicians ........................................................................................... 10

Change Your Two Factor Authentication Method .................................................................................. 11

Log in to dr2dr ............................................................................................................................................. 12

Home Screen ............................................................................................................................................... 13

Navigation Bar ......................................................................................................................................... 13

Mailbox Panel.......................................................................................................................................... 14

Mailbox Panel Features ....................................................................................................................... 14

Conversation List Panel ........................................................................................................................... 15

Conversation List Features .................................................................................................................. 15

Conversation Entry Features ............................................................................................................... 16

Conversation Viewer Panel ..................................................................................................................... 17

New Conversation Functions .............................................................................................................. 17

Existing Conversation Functions ......................................................................................................... 18

Conversations ............................................................................................................................................. 19

Start a New Conversation ....................................................................................................................... 19

Cancel a New Conversation .................................................................................................................... 19

Update an Existing Conversation ............................................................................................................ 19

Attach Patient Record to a New or Existing Conversation ..................................................................... 20

Attach a New Patient Record .............................................................................................................. 20

Attach an Existing Patient Record ....................................................................................................... 20

Attach a File to a Conversation ............................................................................................................... 21

View or Download an Attachment.......................................................................................................... 21

Download all Attachments .................................................................................................................. 21

Read Receipts for Conversations ............................................................................................................ 22


Verify a Conversation Participant Has Read Your Message ................................................................ 22

Request an Acknowledgment for a Message...................................................................................... 22

Cancel a Requested Acknowledgment ................................................................................................ 23

Respond to an Acknowledgment Request .......................................................................................... 23

Search Conversations .............................................................................................................................. 23

Organize the Conversation List ............................................................................................................... 24

Conversation Templates ............................................................................................................................. 25

Create and Save a Template ................................................................................................................... 25

Edit a Template ....................................................................................................................................... 25

Start a Conversation from a Template .................................................................................................... 25

Apply a Template to a New Conversation .............................................................................................. 25

Delete a Template ................................................................................................................................... 25

Mailbox Filters............................................................................................................................................. 26

Filter the Conversation List ..................................................................................................................... 26

Filter by Conversation Subject ............................................................................................................ 26

Filter by Priority................................................................................................................................... 26

Filter by Status .................................................................................................................................... 26

Create a Custom Mailbox Filter .............................................................................................................. 26

Delete a Custom Mailbox Filter .............................................................................................................. 26

Address Book .............................................................................................................................................. 26

Open the Address Book .......................................................................................................................... 27

Search the Address Book ........................................................................................................................ 27

Using the Search Bar ........................................................................................................................... 27

Using the Refine Search Filters ........................................................................................................... 28

Viewing Clinic, Doctor, or User Contact Information.............................................................................. 28

View a Clinic’s Contact Information .................................................................................................... 28

View a doctor’s Contact Information .................................................................................................. 29

View a User’s Contact Information ..................................................................................................... 30

My Favorites ........................................................................................................................................... 30

View Your Favorites ............................................................................................................................ 30

Add a Doctor, Clinic, or User to Your Personal Contacts .................................................................... 30

Starting a Conversation Using the Address Book ................................................................................... 30

Message a Clinic .................................................................................................................................. 30


Message a Doctor ............................................................................................................................... 31

Message a User ................................................................................................................................... 31

Connection Requests .................................................................................................................................. 31

Viewing Connection Requests ................................................................................................................ 31

Sending Connection Requests ................................................................................................................ 32

Managing Connection Requests ............................................................................................................. 32

Accepting Connection Requests ......................................................................................................... 32

Rejecting Connection Requests .......................................................................................................... 32

Notifications ................................................................................................................................................ 34

Viewing Current Notifications ................................................................................................................. 34

Changing Your Notification Settings ....................................................................................................... 34

Change Your Personal Mailbox Notifications...................................................................................... 35

Change Your Critical Result/Acknowledgment Notifications.............................................................. 35

Change Your Clinic’s Mailbox Notifications ........................................................................................ 35

Change Per-Conversation Notifications .............................................................................................. 36

Profile Management ................................................................................................................................... 37

Updating your Public Profile ................................................................................................................... 37

Set an Away Message ............................................................................................................................. 37

Change Personal Account Preferences ................................................................................................... 38

Change Your Email Address .................................................................................................................... 38

Changing Your Password ......................................................................................................................... 38

Change Your Password ........................................................................................................................ 38

How to Create a Strong Password ...................................................................................................... 39

Change Your Two Factor Authentication Method .................................................................................. 40

Configure Devices Permissions ............................................................................................................... 40

Manage Tutorials .................................................................................................................................... 41

Clinic Management ..................................................................................................................................... 42

Updating Your Clinic Public Profile ......................................................................................................... 42

Invite a User to Join a Clinic .................................................................................................................... 43

Invite a New User to dr2dr .................................................................................................................. 43

Invite an Existing dr2dr User ............................................................................................................... 43

View Users Associated With a Clinic ....................................................................................................... 44

Enable the Accepting Referrals Notification for Another Doctor ........................................................... 44


Edit User Permissions.............................................................................................................................. 44

Request to Join a Clinic ........................................................................................................................... 45

Create a Clinic ......................................................................................................................................... 45

Set up a new Clinic .............................................................................................................................. 46

Invite a Clinic Manager to set up a Clinic ............................................................................................ 46

Set up a Clinic Requested by Another Doctor ......................................................................................... 47

Existing user ........................................................................................................................................ 47

New user ............................................................................................................................................. 48

Patient Management .................................................................................................................................. 51

View Patient Records Associated with Your Account ............................................................................. 51

Add a New Patient Record ...................................................................................................................... 51

Edit a Patient Record .............................................................................................................................. 52

Conversation Reporting .............................................................................................................................. 53

The Conversation Response Report ........................................................................................................ 53

Generate a Report for a Clinic ................................................................................................................ 53

Change the Date Range of the Report .................................................................................................... 53

Download or Print a Report .................................................................................................................... 54

Quick Start Guides ...................................................................................................................................... 55

dr2dr – Consolidated Overview .............................................................................................................. 56

dr2dr – Getting Started with dr2dr ......................................................................................................... 58

dr2dr – The Home Screen ....................................................................................................................... 60

dr2dr – Conversations ............................................................................................................................. 63

dr2dr – Address Book .............................................................................................................................. 66

dr2dr – Personal Profile, Away Status, and Notifications ....................................................................... 68

dr2dr – Clinic Profile, Inviting Users to Join a Clinic ................................................................................ 70

dr2dr – Patient Management and Conversation Reporting ................................................................... 73

dr2dr – Two Factor Authentication......................................................................................................... 75

dr2dr – Changing Your Password ............................................................................................................ 76

Tip Sheets .................................................................................................................................................... 77

Referrals, Consults, and Requests for Advice ......................................................................................... 78

Telus Med Access Tip Sheet .................................................................................................................... 79

Tips for Exporting Patient Data for Attachment to a dr2dr Conversation .......................................... 79

Importing dr2dr conversations and attachments ............................................................................... 79


Telus PSS Tip Sheet ................................................................................................................................. 80

Exporting Patient Data for Attachment to a dr2dr Conversation ....................................................... 80

Importing dr2dr Conversations and Attachments .............................................................................. 80

Telus Wolf Tip Sheet ............................................................................................................................... 81

Tips for Exporting Patient Data for Attachment to a dr2dr Conversation .......................................... 81

Importing dr2dr Conversations and Attachments .............................................................................. 81

Moving Information between an EMR and dr2dr................................................................................... 82

Exporting Patient Data for Attachment to a dr2dr Conversation ....................................................... 82

Importing dr2dr Conversations and Attachments into Your EMR ...................................................... 82

OSCAR Tip Sheet ..................................................................................................................................... 83

Exporting Documents from OSCAR for Attachment to a dr2dr Conversation .................................... 83

Importing a dr2dr Conversation into your patient’s chart in OSCAR.................................................. 83


Introduction

What is dr2dr? dr2dr secure messaging provides a secure, web-based communication platform between physicians, clinic support staff, and allied health professionals. The dr2dr platform allows for fully secure, confidential, and instantaneous communication.

dr2dr features Seriously Secure. dr2dr's secure conversations are transferred in 256-bit SSL encryption – the same security protocol as online banks.

Robust Notifications. Fully customizable e-mail and text notifications will automatically inform you when there are changes to conversations, new users, patients, and other activity in your account.

Send Attachments. Relevant lab result or patient history that needs to be communicated? Simply attach it to your dr2dr message and instantly send it.

Every Practice, Anywhere. dr2dr is an independent website that any clinic can use anywhere, anytime, from any internet connected device.

Integration with your EMR. Not a member of the Healthquest family? No problem. The dr2dr API opens up potential integration with any EMR.

No more fax. Say goodbye to the dreaded fax machine. Your team can quickly access every communication in one location.


Support Information

dr2dr Help Section dr2dr provides a quick-reference help section detailing common questions and tasks within dr2dr.

• To access the help section, click your name in the top-right corner and click Help.

Support Contact Information dr2dr support can be reached via:

• Phone: 780-438-3762 • Toll-free: 1-844-56-DR2DR (37237) • Email: [email protected] • Website: www.microquest.ca

Support Hours dr2dr support is available during the following hours:

• Monday to Thursday: 07:30-18:00 Mountain Time (UTC-07:00) • Friday: 07:30-17:00 Mountain Time (UTC-07:00)

mailto:[email protected]

http://www.microquest.ca/


Sign Up for a dr2dr Account – Physicians To sign up for a dr2dr account:

1. Open your browser and go to dr2dr.ca/confirmemail 2. Enter your email address

3. Click Confirm

After clicking Confirm, you will receive an email confirmation from dr2dr. Open the confirmation and click the link to verify your email address.

4. Fill out the required information on the account request page

5. Click Request Account


Sign Up for a dr2dr Account – Non-Physicians To sign up for a dr2dr account:

1. Open your browser and go to dr2dr.ca/confirmemail

2. Click the Other 3. Fill out the request form

4. Click Send Request

Once your request has been received, and your account has been activated, you will receive a verification email from dr2dr.

5. Open dr2dr confirmation email 6. Copy the temporary password provided in the email 7. Click the link specified in the email 8. Enter your email into the Email field 9. Paste your temporary password into the password field

10. Click Login

NOTE: Due to the nature of email, you may experience delays or interruptions with authentication code and notification delivery. In addition, please check your spam or junk folder or file to ensure authentication codes or notifications do not get missed.



We strongly recommend you change your password after logging in to dr2dr for the first time. For instructions on changing your password, please refer to the section: Changing Your Password

Change Your Two Factor Authentication Method 1. Click the Personal Options menu 2. Click My Settings

3. Click the Two Factor Authentication tab

4. Click Change 5. Re-enter your current password

6. Click Continue

7. Select Authentication Method: a. Email

i. Type your email into the text field

ii. Click Enable iii. Type in the one-time verification code emailed to you

iv. Click Activate

v. Click OK b. Text Message (SMS)

i. Type your mobile number into the text field ii. Click Enable

iii. Type in the one-time verification code sent to your phone iv. Click Activate v. Click OK

c. Smartphone App i. Download and install the Google Authenticator or Authy Authenticator app on your

phone ii. Open the app and select Set Up Account or Add Account

iii. Use the app to scan the QR code displayed on dr2dr iv. Click Enable v. Type in the one-time verification code displayed by the app

vi. Click Activate vii. Click OK


Log in to dr2dr 1. Open your browser and go to dr2dr.ca/login 2. Enter your username and password

3. Click Login 4. Enter your one-time verification code sent to you via email, text message, or using the

smartphone app • Remember this device: this option allows dr2dr to remember your phone or computer,

allowing you to log in without entering a verification code. Authorization expires if you do not log in for 15 days.

5. Click Login


Home Screen After successfully logging in, you will see the dr2dr home screen.

The home screen is divided into four sections:

1. Navigation Bar: Displays the search conversations field, address book, connection requests, notifications, and the personal options menu.

2. Mailbox Panel: Displays your accounts mailboxes, status and custom message filters, and accounts settings.

3. Conversation List: Displays the list of conversations, conversation filter and priority settings, and the start conversation button.

4. Conversation Viewer: Displays the currently selected conversation.

Navigation Bar The navigation bar is displayed at the top of the dr2dr home screen.

The navigation bar contains the following functions:

Feature Description Search Conversations field

Search your conversations

Address Book icon Access dr2dr contacts

Connection Requests icon View your connection requests


Notifications icon Indicates a conversation with an unread message

Personal Options menu

Access your settings, dr2dr help, feedback, and to log out of dr2dr

Mailbox Panel The mailbox panel is the list of all the mailboxes for your associated accounts, similar to an email program. Within the mailbox panel you can also access and update your personal and clinic profiles and settings.

Mailbox Panel Features The mailbox panel shows your personal mailbox, and the mailboxes of clinics you are associated with.

This panel gives you access to the following functions:

Feature Description Personal Account Mailbox

Indicated by the user/doctor icon. Access your conversations from this mailbox

Clinic Account Mailbox

Indicated by the clinic icon. Access clinic conversations from this mailbox

Mailbox Status Filter

View messages by status

Unread Conversation indicator

Indicates a conversation with an unread message within the filter

Conversation Count indicator

Indicates the total number of conversations in each filter

Personal Settings icon

Access your personal account settings

Clinic Settings icon

Access the clinic account settings


Conversation List Panel The conversation list panel displays the list of conversations in your mailbox, or selected filter:

Conversation List Features The conversation list panel’s functions include:

Feature Description Current Mailbox indicator Displays the currently open mailbox

Active Mailbox Filter indicator Displays which mailbox filter you are currently viewing

Search by Subject field Search conversation subjects

Start a Conversation button Starts a new conversation

Filter by Priority menu Show conversations by a specific priority

Filter by Status menu Show conversations by a specific status

Order Conversations menu Organize the list of conversations based on the selected option

Ascending/Descending Sort icon Organize the list from A-Z or Z-A, or by date

Page Selector Change the currently displayed page


Conversation Entry Features Each conversation is displayed with its own entry in the conversation list panel:

Each conversation entry displays relevant information about the conversation:

Feature Description Conversation Subject Displays the subject of the conversation

Conversation Status indicator Displays the currently assigned status of the conversation

Attached Patient indicator Indicates patient demographics are attached to this conversation

New Message indicator Indicates there is an unread message in this conversation

Conversation Dates Displays the date this conversation was created, and the date of the last message within the conversation

Conversation Participants Displays the participants in this conversation

• Blue: Participant is available • Grey: Participant is away or out

Conversation Flag Bar A visual status display for the conversation

• Red: Urgent • Yellow: New message available • Grey: Existing message


Conversation Viewer Panel The conversation viewer panel is where new and existing conversations will open:

New Conversation View

Existing Conversation View

New Conversation Functions The new conversation window has many functions similar to a new email message window, including:

• From: displays who the message is from • To: enter the recipient(s) here • Address Book: open the address book and search for recipients • Subject: enter the subject of the conversation here • Message Body: enter your message here • Add Attachments: adds attachments to the conversation • Save: saves a draft of this conversation • Cancel: cancels this conversation • Send: sends your new message

There are a few different functions to note within the new message window:

Feature Description From Account menu Change the account the message is sent from.

Choose from any mailbox you currently have access to


Existing Conversation Functions After clicking on the conversation entry, the existing conversation will open in the conversation viewer panel on the right:

There are a number of functions to note within the existing conversation window:

Change Priority button Change the priority of the conversation from normal to urgent

Critical Result button Change the priority of the conversation from normal to critical result report

Request Acknowledgment button Requests a read receipt that recipients must acknowledge before replying to the conversation

Attach Patient button Attaches patient records to the conversation

Format Text options Provides simple formatting options within the conversation

Save As Menu Save the current draft as a template for future use

Feature Current Subject

• Current subject of the conversation. Click on the subject to change it Change Status menu

• Displays the current status, and allows you to change the current status Conversation Participants

• Displays the participants in this conversation Participant Online indicator

• Displays the online status of the participant. o Red: offline o Green: online

Add Participant icon • Opens the address book, allowing you to add participants to the conversation

Attach Patient button • Attach patient records to the conversation

Attached Patient Records indicator • Display attached patient records

Download Attachment Icon • Download the sent attachment

Message Read indicator • Indicates your message was read by the displayed participant

Add Attachment icon • Add an attachment to your message

Request Acknowledgment button • Requests a read receipt that recipients must acknowledge before replying

to the conversation


Conversations

Start a New Conversation

Click Start a Conversation

Cancel a New Conversation

Click Cancel

If you have entered information into the conversation, cancelling a new conversation will open a verification window asking if you want to save or discard the conversation:

Update an Existing Conversation To update an existing conversation, click on the conversation entry to open it in the conversation viewer panel.

Toggle Priority icon • Set the conversation to urgent. This sets the conversation to urgent for every

participant Conversation Notification icon

• Change the notifications for this conversation only Print Conversation icon

• Print the conversation More Options icon

• Access additional conversation functions: o Download All Attachments o Leave Conversation

Enter to Send check box • Allows you to use the enter key on your keyboard

to send messages Format Text options

• Provides simple formatting options within the conversation


Attach Patient Record to a New or Existing Conversation

Attach a New Patient Record 1. Click Attach Patient

2. Click +New Patient Record

This will open the add a new patient record window:

3. Enter the patient information into the new patient record

4. Click Add

Attach an Existing Patient Record

1. Click Attach Patient

This will open the search patients window:

NOTE: Only one patient demographic at a time can be attached to a conversation. If a patient demographic has already been attached, the following options will be unavailable


2. Search for and click on the name of the patient

3. Click Add

Attach a File to a Conversation

To add an attachment to a new conversation, click Add Attachments

To add an attachment to an existing conversation, click Add Attachment • You can also drag and drop an attachment from your computer into the conversation window.

To remove an unsent attachment, click the X on the attachment

View or Download an Attachment

To preview an attachment, click View

To download an attachment, click Download

Download all Attachments 1. Open the conversation

2. Click More Options

3. Click Download Attachments


This will open the download attachments window

4. Select the attachments to download

5. Click Download

Read Receipts for Conversations Verify a Conversation Participant Has Read Your Message Under each message you have sent within the conversation, you will see the implicit read receipt, indicating which participant has read your message:

Request an Acknowledgment for a Message Acknowledgment requests can be set to notify the sender if the message has not been read within a customizable period of time, ranging from minutes to weeks. To request a read receipt for your message:

1. In a new conversation, click Request Acknowledgment

• In an existing conversation, click Acknowledge 2. Set the deadline for the message acknowledgment:

3. If you message contains multiple recipients, you can request an acknowledgment from a specific

recipient:


Your message will now indicate that an acknowledgment has been requested:

The requested acknowledgment will be shown to the recipient within the conversation:

Cancel a Requested Acknowledgment

1. Click the X on the acknowledgment request 2. On the confirmation pop-up, click Cancel Acknowledgment Request:

The conversation will now indicate the request has been canceled:

Respond to an Acknowledgment Request To respond to an acknowledgment request:

1. Enter a new message into the conversation

2. Click Acknowledge:

Recipients who have responded to your acknowledgment request will be indicated within the conversation:

If a recipient has not responded to your request within the set timeframe, you will be notified via email or SMS (Text message).

Search Conversations There are two methods to search through conversations in dr2dr.

The first method is through the Search Conversations field on the navigation bar:

• This method searches through all conversations in dr2dr:

The second method is through the Filter By field on the conversation list panel:

• This method searches only those conversations that meet the current criteria.


Organize the Conversation List There are several ways to organize the conversation list: Priority, Status, Subject, Patient, or Last Update.

To organize the conversation list panel:

1. Click the Order Conversations menu 2. Click the desired option: Priority, Status, Subject, Patient, Last Update, Awaiting Their Response,

Awaiting Your Response

The Ascending/Descending Sort function further organizes the list:

Order By option Ascending/Descending Sort function Priority Ascending : Lists non-urgent conversations first

Descending : Lists urgent conversations first Status Ascending : Lists conversations set as not processed first

Descending : Lists conversations set as done first Subject Ascending : Lists conversation subjects from A to Z

Descending :: Lists conversation subjects from Z to A Patient Ascending : Lists attached patients from A to Z

Descending : Lists attached patients from Z to A Last Update Ascending : Lists conversations with the most recent update first

Descending : Lists conversations with the oldest update first Awaiting Their Response

Ascending : Lists the conversation requiring the most immediate response from the recipient first

Descending : Lists the conversation requiring the most immediate response from the recipient last

Awaiting Your Response

Ascending : Lists the conversation requiring the most immediate response from you first

Descending : Lists the conversation requiring the most immediate response from you last


Conversation Templates In dr2dr, users can create and save conversation templates to their mailboxes, or mailboxes of clinics they manage.

Create and Save a Template 1. Click Start a Conversation 2. Select the desired account in the From field; this will save the template under that account’s

mailbox 3. Fill out the conversation fields with the desired information

4. Click Save As

5. Click Template

6. Click Cancel to exit the template editor

Edit a Template 1. Select the Templates filter from the applicable mailbox 2. Select the desired template 3. Edit the template as desired

4. Click the Save Template menu 5. Click Cancel to exit the template editor

Start a Conversation from a Template 1. Select Templates filter from the applicable mailbox 2. Select the desired template 3. Click the Save Template menu

4. Click Use for New Conversation 5. Edit the conversation as desired, and click Send

Apply a Template to a New Conversation 1. Click Start a Conversation

2. Click the Apply Template menu and select the desired template 3. Add any additional information or attachments to the template 4. Click Send

Delete a Template 1. Select the Templates filter from the applicable mailbox 2. Select the desired template 3. Click the Save Template menu

4. Click Delete Template

5. On the delete template confirmation window, click Yes


Mailbox Filters

Filter the Conversation List The conversation list panel can be filtered to show only conversations of a specific priority, status, or conversation subject.

Filter by Conversation Subject Enter the search term in the Filter By field:

Filter by Priority

1. Click the Filter by Priority menu 2. Click on the desired option: Normal or Urgent

Filter by Status

1. Click the Filter by Status menu 2. Click the desired option: Not Processed, Pending, In Progress, On Hold, or Done

Create a Custom Mailbox Filter Custom mailbox filters can be created to filter new and existing conversations based on a set priority, status, or search term.

For example, if you enter “welcome” into the filter by field, set the priority to “urgent,” and set the status to “not processed,” the new filter will only show conversations set as urgent, not processed, and with “welcome” in the Subject.

To create a custom mailbox filer:

1. Enter your desired search term into the Filter By field 2. Set your desired Priority and Status for the filter

3. Click Save Filter above the status menu 4. Enter the desired name for the new filter, click the checkmark icon to save the filter

Delete a Custom Mailbox Filter 1. Click on the custom mailbox filter

2. Click Delete above the status menu 3. On the delete filter confirmation window, click Yes

Address Book The address book is the listing of all the clinics, doctors, and users within dr2dr, similar to that of an email address book.


Open the Address Book

To open the address book, click Address Book on the navigation bar

This will open the address book window:

Search the Address Book The address book features two search methods: searching for a specific clinic, doctor, or user by using the search bar; or using the refine search filters to list clinics, doctors, or users meeting your specific criteria.

Using the Search Bar 1. Open the Address Book 2. Enter the clinic, doctor, contact, or user’s name in the Search Clinics field

• The search bar also features three quick search buttons:

i. All: list all doctors, clinics, or users in dr2dr


ii. Favorites: contacts you have favorited iii. Recents: lists the last 20 contacts you have messaged

• You can also search by discipline, practice, interests, etc. 3. Click Search

Using the Refine Search Filters The address book includes multiple filters to help refine your search and locate the right contact.

Type:

• Clinics: search results will include clinics • Doctors: search results will include doctors • Users: search results will include users

Speciality: search results will display doctors with the speciality you enter in this field

Practice Interest: search results will display doctors with the practice interest you enter in this field

Accepting Referrals: search results will display clinics or doctors currently accepting referrals

Providing Advice: search results will display doctors currently providing advice

Wheelchair Access: search results will display clinics providing wheelchair access

City: search results will display clinics or doctors in the specified city

Province: search results will display clinics or doctors in the specified province

Gender: search results will display doctors of the specified gender

Language: search results will display doctors who speak the specified language

Viewing Clinic, Doctor, or User Contact Information View a Clinic’s Contact Information

1. Open the Address Book 2. Enable Clinics under Type 3. Search for the desired clinic 4. Click the clinic entry in the search results

This will bring up the clinic’s detailed contact information:


The clinic’s contact card includes:

• Clinic’s address, phone number, fax number • Name of the clinic’s designated contact • If the clinic is wheelchair accessible • Users and doctors associated with this clinic

View a doctor’s Contact Information 1. Open the Address Book 2. Enable Doctors under Type 3. Search for the doctor 4. Click the doctor entry in the search results

This will bring up the doctor’s detailed contact information:

The doctor’s contact card includes:

• Doctor’s address, phone, and fax number • Doctor’s practice information, specialties, services provided and not provided • If the doctor is accepting referrals, providing advice, or both


• Clinics the doctor is associated with

View a User’s Contact Information 1. Open the Address Book 2. Enable Users under Type 3. Search for the user 4. Click the user’s entry in the search results

This will bring up the user’s detailed contact information:

The user’s contact card includes:

• User’s address and phone number • Clinics the user is associated with

My Favorites My favorites are your personal contacts: doctors, clinics, or users you have selected as a favorite contact.

View Your Favorites 1. Open the Address Book

2. Click Favorites

Add a Doctor, Clinic, or User to Your Personal Contacts 1. Open the Address Book 2. Search for the desired doctor, clinic, or user

3. Click Make a Favorite

Alternatively, you can add a doctor, clinic, or user to your favorites by clicking Add Favorite button within the doctor’s, clinic’s, or user’s contact card.

Starting a Conversation Using the Address Book Message a Clinic

1. Open the Address Book 2. Enable Clinics under Type 3. Find the clinic you wish to message

4. Click on Start a Conversation next to the clinic’s name o Alternatively, you can open the clinic’s contact card and select Start Conversation


Message a Doctor From the Search Results

1. Open the Address Book 2. Enable Doctors under Type 3. Search for the doctor

4. Click on Start a Conversation next to the doctor’s name

From the Doctor’s Contact Card 1. Open the Address Book 2. Enable Doctors under Type 3. Search for the doctor 4. Open the doctor’s contact card 5. Click Start a Conversation in the doctor’s contact card

From the Clinic’s Contact Card 1. Open the Address Book 2. Enable Clinics under Type 3. Search for the clinic associated with the doctor 4. Open the clinic’s contact card 5. Click Start a Conversation next to the doctor’s name

Message a User 1. Open the Address Book 2. Enable Users under Type 3. Search for the doctor

4. Click on Start a Conversation next to the user’s name o Alternatively, you can open the user’s contact card and select Start Conversation

Connection Requests Connection requests establish a connection with a clinic. Connection requests indicate when another doctor or user has invited you to join their clinic.

Viewing Connection Requests

To view your connection requests, click Connection Requests on the navigation bar

This opens the connection requests window:


The connection requests window has the following features of note:

Feature Description Connection Requests tab Displays connection requests sent by other users

Sent tab Displays all connection requests sent by you

Resolved tab Displays all completed connection requests

Sending Connection Requests To invite a doctor or user to a clinic, refer to the section: Invite a User to Join a Clinic

Managing Connection Requests Accepting Connection Requests

1. Click Connection Requests

2. Click the green Accept Request icon in the connection request

3. Click Yes to accept the request 4. After accepting the request, you will receive a confirmation notification:

Once accepted, the doctor or user who sent the request will receive the following message in their resolved connection requests:

Rejecting Connection Requests 1. Click Connection Requests

2. Click the red Reject Request icon in the connection request

3. Click Yes to reject the request 4. Add an optional message to the request:


5. Click Decline Request to reject the request 6. After rejecting the request, you will receive a confirmation notification:

Once rejected, the doctor or user who sent the request will receive the following message in their resolved connection requests:


Notifications

Viewing Current Notifications

To view your current notifications, click Notifications on the navigation bar.

This will display all your current, unread conversation and system notifications:

There are a few features of note in the notifications window:

Feature Description Unread Notifications tab Displays your unread notifications

View All Notifications tab Displays all your notifications

Mark All As Read button Mark all unread notifications as read

Changing Your Notification Settings Default Notification Options

dr2dr provides different options for conversation notifications. Notifications can be sent to your email or phone (SMS text message), and there are multiple options for notification frequency:

• Always: a notification will be sent whenever new activity occurs within the conversation • Only if I’m offline: notifications will be sent only if you are logged out of dr2dr • Only once per conversation if I’m online: you will receive only one notification per conversation,

and only if you are logged out of dr2dr

Please note, if you have not added a phone number to your personal preferences, you will receive the following warning:

Without a phone number, notifications will only be delivered to your email address. To add a phone number, click Setup.

Critical Result/Acknowledgment Notification Options

dr2dr allows you to request read acknowledgments within a conversation. When you request a read acknowledgment, you will always be notified if the recipient has, or has not, acknowledged the request.


Even if you set your default notifications to “never,” you will still receive critical result/acknowledgment notifications.

These notifications can be sent to your email, phone (SMS text message), or both.

Change Your Personal Mailbox Notifications Notifications for conversations sent to your personal mailbox

To change your personal mailbox notifications:

1. On your personal mailbox, click Personal Settings

2. Click the Settings tab 3. In the default section, set the desired Frequency and Method of delivery:

4. Click Save

Change Your Critical Result/Acknowledgment Notifications


2. Click the Settings tab 3. In the Default section, set the desired frequency and method of delivery:

4. Click Save

Change Your Clinic’s Mailbox Notifications


2. Click the Clinics tab

This will open the clinic management page:


From here, you can edit the notifications for every clinic you are associated with. You can also set your accepting referral status for a specific clinic, or leave a specific clinic.

Change Per-Conversation Notifications 1. Open the conversation on the conversation viewer panel

2. Click Conversation Notification

This will open the per-conversation notifications settings:

3. Set the desired frequency: Always, Only if I’m Offline, and Only Once per Conversation if I’m

Offline 4. Set the desired method: Email or SMS(Text Message) 5. Click the conversation notification icon to change the conversation settings

You can also manage the notifications for your personal account, or associated clinics, from this window.


Profile Management

Updating your Public Profile

To update your public profile, click Personal Settings

This will display your public profile page:

From here you can update:

• First and last name • Job title • Gender • Profile picture • Languages spoken • Practitioner ID • Address and phone numbers • Specialties • Practice interests and services not provided • If you are currently providing advice

To apply any changes, click Save

Set an Away Message 1. Click Personal Settings

2. Click the Settings tab 3. Click the Set Status menu


4. Click the desired away status 5. Add an optional, personalized away message 6. Click Save

Change Personal Account Preferences

1. Click the Personal Options menu

2. Click My Settings 3. Set your personal preferences:

• Auto-logout on browser close: log out of dr2dr when you close your browser • Play notification sound: play a sound for new notifications

4. Click Save Preferences

Change Your Email Address 1. Click the Personal Options menu

2. Click the Change Email tab 3. Enter in your current password 4. Enter your new email address

5. Click Update Email Address 6. Enter the two factor authentication code sent to you

7. Click Submit Code

Changing Your Password

Change Your Password 1. Click the Personal Options menu 2. Click My Settings

3. Click the Change Password tab 4. Enter your current password 5. Enter your new password

• Strong passwords will be indicated by the password strength indicator: o Red indicates a weak password o Green indicates a strong password

• Required characters which might be missing from your password will be shown:

NOTE: Changing your password will revoke all device permissions. You will be required to log in with your new password.


6. Re-enter your new password

7. Click Next 8. Type in the one-time verification code sent to you

9. Click Update Password

How to Create a Strong Password Strong passwords have the following characteristics:

• Contain at least 12 alphanumeric characters. • Contain both upper and lower case letters. • Contain at least one number (for example, 0-9). • Contain at least one special character (for example,!$%^&*()_+|~-=\`{}[]:";'<>?,/).

Weak passwords have the following characteristics:

• Contain less than eight characters. • Can be found in a dictionary, including foreign language, or exist in a language slang, dialect, or

jargon. • Contain personal information such as birthdates, addresses, phone numbers, or names of family

members, pets, friends, and fantasy characters. • Contain work-related information such as building names, system commands, sites, companies,

hardware, or software. • Contain number patterns such as aaabbb, qwerty, zyxwvuts, or 123321. • Contain common words spelled backward, or preceded or followed by a number (for example,

terces, secret1 or 1secret). • Are some version of “Welcome123” “Password123” “Changeme123”

You should never write down a password. Instead, try to create passwords that you can remember easily.

One way to do this is create a password based on a song title, affirmation, or other phrase. For example, the phrase, "This May Be One Way To Remember" could become the password TmB1w2R! or another variation. (NOTE: Do not use either of these examples as passwords!)

These guidelines are courtesy of Sans.org, retrieved from: https://www.sans.org/security-resources/policies/general/pdf/password-construction-guidelines

https://www.sans.org/security-resources/policies/general/pdf/password-construction-guidelines



Change Your Two Factor Authentication Method 1. Click the Personal Options menu 2. Click My Settings



6. Click Continue




iv. Click Activate








Configure Devices Permissions

The devices permissions section lists all devices registered with your dr2dr account, and allows you to revoke the registration.

To configure devices permissions:

NOTE: Depending on the current security settings, one or both of the following options may be unavailable


1. Click the Personal Options menu 2. Click My Settings

3. Click the Devices Permissions tab

4. Click Revoke Permission next to the applicable device

5. Click Remove

Manage Tutorials The manage tutorials section lists the currently active tutorials: tutorials that you have not viewed. You can also re-enable a tutorial to view it again.

To reset a tutorial:


3. Click the Manage Tutorials tab 4. Click on the check box next to the applicable tutorial

5. Click Save Settings


Clinic Management

Updating Your Clinic Public Profile

To update your clinic’s public profile, click Clinic Settings

This will display the clinic’s public profile page:


• Clinic’s name, address, phone, and fax numbers • Clinic contact name • If the clinic owned or managed by AHS, PCN, or a faculty of medicine • Wheelchair accessibility


NOTE: Depending on the current security settings, some or all of these options may be unavailable


Invite a User to Join a Clinic Invite a New User to dr2dr

1. Click Clinic Settings

2. Click the Users/Doctors tab

3. Click +Invite Users/Doctors to Clinic

4. Click +Add Invite 5. In the new invite window, enter the invitee’s name, email address, and role (if desired) 6. Edit their permissions:

a. Conversation Access: i. No Access: user has no access to any of the clinic’s conversations

ii. Read Only: user can only read a conversation iii. Can Edit: user can fully edit any conversation

b. Clinic/Users: i. Subscribe to New: user will receive notifications for any new messages sent to the clinic

ii. Edit Clinic Profile: user can edit the clinic profile iii. Edit Users: user can edit the permissions of other users in the clinic

7. Create a security question and answer 8. If applicable, set the user as a doctor

9. Click +Add 10. Add an optional message to your invite

11. Click Send Invites

12. On the invite results window, click Done

Invite an Existing dr2dr User In the new invite window (this is the default view after clicking +New Invite):

1. Click Clinic Settings 2. Click the Users/Doctors tab 3. Click +Invite Users/Doctors to Clinic 4. Click +Add Invite

5. Click the Existing dr2dr User tab 6. Search for the desired doctor or user 7. Edit their permissions:







10. Click Send Invites 11. On the invite results window, click Done

View Users Associated With a Clinic 1. Click Clinic Settings 2. Click the Users/Doctors tab

Users associated with this clinic will be listed in the doctors section:

Enable the Accepting Referrals Notification for Another Doctor 1. Click Clinic Settings 2. Click the Users/Doctors tab 3. Enable Accepting Referrals next to the doctor’s name

4. Click Save

Edit User Permissions

To edit a user’s permissions:

1. Click Clinic Settings 2. Click the Users/Doctors tab

You will now see the list of all users assigned to the clinic. You will be able to edit user’s permissions by checking or unchecking the appropriate boxes.

Default Options user: permissions enabled or disabled for this user will determine what permissions will be automatically enabled or disabled for every new user added.

Available permissions:

NOTE: Depending on the current security settings, some or all of these options may be unavailable


• Subscribe to New: user will receive notifications for any new messages sent to the clinic • (Conversation Access) No Access: user has no access to any of the clinic’s conversations • (Conversation Access) Read Only: user can only read a conversation • (Conversation Access) Can Edit: user can fully edit any conversation • Edit Users: user can edit the permissions of other users in the clinic • Edit Clinic Profile: user can edit the clinic profile

To save changes, click Save

To remove a user from a clinic, click Remove

Request to Join a Clinic

1. On the left side of the screen, underneath the mailbox panel, click + Join a Clinic 2. Search for the clinic you wish to join 3. Click on the desired clinic 4. Add an optional, personalized message to the request


You will receive a message indicating your request has been successfully sent.

To send another request, click Join another Clinic

To exit, click Cancel

Create a Clinic

On the left side of the screen, underneath the mailbox panel, click + Create Clinic

From here, you can set up a clinic or invite a clinic manager to set up a clinic the next time they log in to dr2dr


Set up a new Clinic 1. Click Setup Clinic

The clinic account setup window will be displayed:

2. Enter in the applicable information for your clinic 3. If your clinic has a PIA, select Yes

4. Enter in your PIA in the field provided

5. Click +Create Clinic

A message will pop up indicating the clinic was successfully created.

Invite a Clinic Manager to set up a Clinic Inviting a clinic manager to set up a clinic will send an email requesting the recipient to log in to dr2dr and set up the new clinic.

If the recipient already has an account set up in dr2dr, they will receive the request the next time they log in. If the recipient does not have a dr2dr account, they will be required to set up an account first.

To invite a clinic manager to set up a clinic:

1. Click Invite Clinic Manager to Setup Clinic

The Invite Clinic Manager window will be displayed:


2. Enter the clinic name, manager, security information, and optional invite message

3. Click Send Invite

A message will pop up indicating the clinic was successfully created.

Set up a Clinic Requested by Another Doctor dr2dr allows for doctors to send a request to an individual to set up a clinic. This request can be sent to an existing user, or to an individual not currently in the dr2dr system. Individuals who do not currently have a dr2dr account will be required to create a dr2dr account to complete the clinic set up.

Existing user For users who already have a dr2dr account, to set up a clinic requested by a doctor:

1. Log in to dr2dr

After logging in, you will be asked to set up the requested clinic:


2. If your clinic has a PIA, select Yes


4. If the clinic setup cannot be completed, click Skip to finish the setup at another time a. After skipping the clinic setup, a notification to finish the clinic setup will appear underneath

the navigation bar:

5. Click Next to complete the set up

New user For users who do not have a dr2dr account, to set up a clinic requested by a doctor:

1. Open the email inviting you to set up the clinic 2. Click dr2dr website in the email

Once dr2dr opens, you will be asked to set up your account:


3. Enter the appropriate information: • Security answer created by the requesting doctor • Your email, name, and password

4. Click Register

After registering, you will be asked to set up the requested clinic:

5. If your clinic has a PIA, select Yes


7. Click Next to complete the set up


Configure Two Factor Authentication Two factor authentication helps prevent unauthorized access to your account by requiring an authentication code in addition to your password to successfully log in. Codes can be sent to you via email, text, or with an app on your smartphone.

To Configure Two Factor Authentication:




6. Click Continue




iv. Click Activate








viii. Click OK



Patient Management

View Patient Records Associated with Your Account 1. Click Personal Settings

2. Click the Patients tab

This will open the patient management list. This list will not display all patients, only the patients associated with your account:

Add a New Patient Record 1. Click Personal Settings 2. Click the Patients tab

3. Click +Add 4. Enter the patient information into the new patient record window:


5. Click +Add to save the new record

Edit a Patient Record 1. Click Personal Settings 2. Click the Patients tab 3. Click on the desired patient record

4. Click Edit 5. Edit the patient record as desired

6. Click Save to save the changes


Conversation Reporting The reporting feature provides a detailed list of all conversations you are a part of: conversations you have started or conversations you are a recipient of.

To access reporting:


2. Click the Reporting tab

The Conversation Response Report

The conversation response report provides the following details:

• Title: subject of the conversation • Priority: conversation’s priority • Created By: name of the user or clinic that created the conversation • Created At: date and time the conversation was created • Messages: number of messages within the conversation • Response Time: indicates the time between creation and the first message in the conversation • No Response: indicates if there was no response to the conversation within one week

Generate a Report for a Clinic To create a report for a clinic you are associated with:

1. Click the Personal Options menu 1. Click the Reporting tab 2. From the Account menu, select the desired clinic:

Change the Date Range of the Report The default date range for a report is the last month.


To create a report for a clinic you are associated with:

1. Click the Personal Options menu 2. Click the Reporting tab 3. Click on the displayed dates to change the date range for the report:

Download or Print a Report To download or print a report:

2. Click the Personal Options menu 3. Click the Reporting tab

4. Click the Download button to download the report in a .CSV format, or

5. Click the Print button to print the current report


dr2dr Secure Messaging Quick Start Guides

QuickStart Guide

QuickStart Guide - Consolidated Overview | 1 56

dr2dr – Consolidated Overview

Log in to dr2dr for the First Time 1. Open your new account email 2. Obtain the temporary password provided in the

email 3. Click the link specified in the email 4. Enter your email and temporary password

5. Click Login _____________________________

Home Screen Overview The Home Screen is divided into four sections:

1. Navigation Bar: Displays the start a conversation button, search conversations box, address book, connection requests, notifications, and the personal options menu.

2. Mailbox Panel: Displays your accounts mailboxes, filtered messages folders, and accounts settings.

3. Conversation List: Displays the list of conversations, conversation filter and priority settings, and the Start Conversation button.

4. Conversation Viewer: Displays new or existing conversation, or the currently selected conversation.

_____________________________

Starting a New Conversation

• Click Start a Conversation

There are a few unique functions in the new message window: • Change the From Account the message is sent from:

• Change Priority from normal to urgent:

• Add Patient Records

Replying to an Existing Conversation To reply to a conversation, click on the conversation to open it in the conversation viewer panel.

There are a number of available functions when replying to a conversation:

1. Current subject button 2. Change status menu 3. Participant online indicator 4. Conversation participants 5. Add participant 6. Attached demographics indicator 7. Open attachment 8. Message read indicator 9. Request acknowledgment icon 10. Add attachment icon 11. Enter to send check box 12. Change conversation notifications 13. Leave conversation 14. Toggle priority

_____________________________________________________________________________________________

Searching for a Conversation To search for a conversation, enter the term in the Search Conversations field on the navigation bar:

• This method searches through all conversations

in dr2dr.

Or search using the Filter By field on the conversation list

panel: • This method searches only those conversations

that meet the current criteria.

QuickStart Guide

QuickStart Guide - Consolidated Overview | 2 5757


Click Address Book on the navigation bar

Address Book Overview

The address book window contains the following functions:

• Search box: search the address book for a clinic, doctor, contact, or user

• Refine Search filters: applies filters to your search helping you locate the desired contact

Searching the Address Book Using the Search Bar

1. Open the Address Book 2. Enable Clinics, Doctors, Contacts, or Users under

Type 3. Enter the clinic, doctor, contact, or user’s name

in the Search Clinics field

4. Click Search

View or Change Your Personal Public Profile

To view or change your public profile:

Click Personal Settings on your personal account mailbox

This will display the public profile page:

From here you can update: • First and last name • Gender • Profile picture • Languages spoken • Address and phone numbers • Specialties, Practice interests and services not

provided • Practitioner ID • If you are providing advice


Set Your Personal Away Status 1. Click Personal Settings

2. Click the Settings tab 3. Click the Set Status menu 4. Click the desired away status: Available, Sick,

Vacation, or Away 5. Type an optional, personalized away message 6. Click Save

View or Change Your Notification Settings 1. Click Personal Settings 2. Click the Settings tab 3. Set the desired frequency: Never, Always, Only if

I’m Offline, or Only Once per Conversation if I’m Offline

4. Set the desired method: Email, SMS(Text Message), or Both

5. Click Save

QuickStart Guide

QuickStart Guide - Getting Started with dr2dr | 1 58

dr2dr – Getting Started with dr2dr

Sign Up for a dr2dr Account – Physicians To sign up for a dr2dr account:

1. Open your browser and go to dr2dr.ca/confirmemail 2. Enter your email address

3. Click Confirm


4. Fill out the required information on the account request page

5. Click Request Account


Sign Up for a dr2dr Account – Non-Physicians

To sign up for a dr2dr account: 1. Open your browser and go to dr2dr.ca/confirmemail

2. Click Other 3. Fill out the request form


Once your request has been received, and your account has been activated, you will receive a verification email from dr2dr.

5. Open dr2dr confirmation email 6. Copy the temporary password provided in the email 7. Click the link specified in the email 8. Enter your email into the Email field



QuickStart Guide

QuickStart Guide - Getting Started with dr2dr | 2 59

9. Paste your temporary password into the password field

10. Click Login

We strongly recommends you change your password and configure two factor authentication after logging in to dr2dr for the first time.

For instructions on changing your password, please refer to the Changing Your Password QuickStart Guide

For instructions on configuring two factor authentication, please refer to the Two Factor Authentication QuickStart Guide.

QuickStart Guide

QuickStart Guide - The Home Screen | 1 60

dr2dr – The Home Screen

Home Screen Overview The Home Screen is divided into four sections:

1. Navigation Bar: Displays the search conversations field, address book, connection requests,

notifications, and the personal options menu. 2. Mailbox Panel: Displays your accounts mailboxes, filtered messages folders, and accounts

settings. 3. Conversation List: Displays the list of conversations, conversation filter and priority settings, and

the Start Conversation button. 4. Conversation Viewer: Displays the new conversation, or the currently selected conversation.

Navigation Bar The navigation bar is displayed at the top of the dr2dr home screen.

The navigation bar contains the following functions: 1. Search conversations field 2. Address book icon 3. Connection requests icon 4. Notifications icon 5. Personal options menu

QuickStart Guide


Mailbox Panel The mailbox panel shows your personal mailbox, and the mailboxes of clinics you are associated with. Within the mailbox panel you can also access and update your personal and clinic profiles.

The mailbox panel contains the following functions:

1. Personal account mailbox 2. Clinic mailbox 3. Mailbox message filter 4. Unread conversation indicator 5. Conversation count indicator 6. Personal settings icon 7. Clinic settings icon

Conversation List Panel The conversation list panel displays the list of conversations in your mailbox, or selected filter.

The conversation list panel contains the following functions:

The conversation list panel contains the following functions:

1. Current mailbox indicator 2. Active mailbox Filter 3. Search by subject field 4. Start a conversation button 5. Filter by priority menu 6. Filter by status menu 7. Order conversations menu

8. Ascending/Descending sort icon 9. Conversation subject

10. Conversation status 11. Attached patient indicator 12. New message indicator 13. Conversation dates 14. Conversation participants 15. Conversation flag Bar

QuickStart Guide


Conversation Viewer Panel The conversation viewer panel is where new and existing conversations will open.

Existing Conversations

There are a number of functions to note within the existing conversation window:

1. Current subject 2. Change status menu 3. Participant online indicator 4. Conversation participants 5. Add participant icon 6. Attached records indicator 7. Open attachment icon 8. Message read indicator 9. Request acknowledgment icon

10. Add attachment icon 11. Enter to send check box 12. Change conversation notifications

icon 13. Leave conversation Icon 14. Toggle priority icon

New Conversations

The new conversation window has many functions similar to a new email message.

There are a few different functions unique to dr2dr within the new message window:

Feature Description From Account menu

Change the account the message is sent from

Change Priority button

Change the priority of the conversation from normal to urgent

Add Patient Demographics button

Attaches patient demographics to the conversation

QuickStart Guide

QuickStart Guide - Conversations | 1 63

dr2dr – Conversations

Starting a New Conversation

To start a new conversation, click Start a Conversation on the navigation bar

Replying to an Existing Conversation To reply to a conversation, click on the conversation to open it in the conversation viewer panel.

There are a number of available functions when replying to a conversation:

1. Current subject 2. Change status menu 3. Participant online indicator 4. Conversation participants 5. Add participant icon 6. Attached records indicator 7. Open attachment icon 8. Message read indicator 9. Request acknowledgment icon

10. Add attachment icon 11. Enter to send check box 12. Change conversation notifications

icon 13. Leave conversation Icon 14. Toggle priority icon

Searching for a Conversation There are two methods to search through conversations in dr2dr.

The first method is through the Search Conversations field on the navigation bar:

• This method searches through all conversations in dr2dr.

The second method is through the Filter By field on the conversation list panel:

• This method searches only those conversations that meet the current criteria.

QuickStart Guide


Verify a Conversation Participant Has Read Your Message

Under each message you have sent within the conversation, you will see the implicit read receipt, indicating which participant has read your message:

Request an Explicit Read Receipt for Your Message

To request a read receipt for your message:

1. Click Request Acknowledgment 2. Set the deadline for the message acknowledgment:

Participants who have responded to your explicit read receipt will be shown in the message:

Attachments

Attach Patient Records to a Conversation

To attach patient demographics to your message, click Attach Patient within the conversation Attach a File to a Conversation

To add an attachment to a new conversation, click Add Attachments

To add an attachment to an existing conversation, click Add Attachment • You can also drag and drop an attachment from your computer into the conversation window.

QuickStart Guide


Conversation Subject, Urgency, Status, and Notifications Change the Subject of an Existing Conversation

To change the subject of an existing conversation, click Change Subject and enter the new subject for the conversation Change the Urgency of a Conversation

To change the urgency status of a new conversation, click Change Priority

To change the urgency status of an existing conversation, click Toggle Priority Change the Status of a conversation

1. To change the status of an existing conversation, click the Change Status menu 2. Click the desired status: Not Processed, Pending, In Progress, On Hold, or Done

Change the Notifications for a Single Conversation

1. Open the conversation

2. Click Conversation Notification 3. Set the desired frequency: Instant, Daily, Weekly, or Never 4. Set the desired method: Email or SMS(Text Message) 5. Click anywhere outside the Conversation Viewer Panel to change the conversation settings.

QuickStart Guide

QuickStart Guide - Address Book | 1 66

dr2dr – Address Book


To open the address book, click Address Book on the navigation bar

Address Book Overview

The address book window contains the following functions:

• Search field: search the address book for a clinic, doctor, contact, or user

• Refine Search filters: applies filters to your search helping you locate the desired contact

QuickStart Guide

QuickStart Guide – Address Book | 2 67

Searching the Address Book 1. Open the Address Book 2. Enter the clinic, doctor, contact, or user’s name in the Search Clinics field

• The search bar also features three quick search buttons:

i. All: list all doctors, clinics, or users i. Favorites: contacts you have favorited

ii. Recents: lists the last 20 contacts you have messaged • You can also search by discipline, practice, interests, etc.

3. Click Search

Connection Requests

Connection requests establish a connection with a clinic. Connection requests indicate when another doctor or user has invited you to join their clinic.

Viewing Connection Requests

To view your connection requests:

Click Connection Requests on the navigation bar

Accepting a Connection Request


2. Click the green Accept Request icon in the connection request: 3. Click Yes to accept the request

Rejecting a Connection Request


2. Click the red Reject Request icon in the connection request 3. Add an optional message to the request

4. Click No to reject the request

5. Click Decline Request to reject the request

QuickStart Guide

QuickStart Guide - Profiles, Away Status, and Notifications | 1 68

dr2dr – Personal Profile, Away Status, and Notifications

View or Change Your Personal Public ProfileTo view or change your public profile:

Click the Personal Settings button on your personal account mailbox

This will display the public profile page:


• First and last name • Gender • Profile picture • Languages spoken • Practitioner ID • Address and phone numbers • Specialties • Practice interests and services not provided • If you are currently providing advice


QuickStart Guide

QuickStart Guide - Profiles, Away Status, and Notifications | 2 69

Set Your Personal Away Status

1. Click Personal Settings

2. Click the Settings tab 3. Click the Set Status menu 4. Click the desired away status: Available, Sick, Vacation, or Away 5. Type an optional, personalized away message 6. Click Save

View or Change Your Notification Settings 1. Click Personal Settings 2. Click the Settings tab 3. Set the desired frequency: Never, Always, Only if I’m Online, or Only once per conversation if I’m

offline 4. Set the desired method: Email, SMS(Text Message), or Both 5. Set the desired critical result/overdue acknowledgment notification method: Email or SMS(Text

Message) 6. Click Save

View or Change Your Critical Result/Acknowledgment Notification Settings

1. On your personal mailbox, click Personal Settings 2. Click the Settings tab 3. Set the desired method of delivery:

4. Click Save

QuickStart Guide

QuickStart Guide - Clinic Profile, Inviting Users to Join a Clinic | 1 70

dr2dr – Clinic Profile, Inviting Users to Join a Clinic

View or Change Your Clinic’s Public Profile

To view or change your clinic’s public profile:

Click Clinic Settings on your clinic account mailbox

This will display the clinic’s public profile screen:

From here you can update: • Clinic’s name, address, phone, and fax numbers • Clinic contact name • If the clinic owned or managed by AHS, PCN, or a faculty of medicine • Wheelchair accessibility

QuickStart Guide


View Users Associated with a Clinic



Users associated with this clinic will be listed in the doctors section:

Invite a New User to dr2dr



3. Click +Invite Users/Doctors to Clinic

4. Click +Add Invite 5. In the new invite window, enter the invitee’s name, email address, and role (if desired) 6. Edit their permissions:





7. Create a security question and answer 8. If applicable, set the user as a doctor


11. Click Send Invites

12. On the invite results window, click Done

QuickStart Guide


Invite an Existing dr2dr User

12. Click Clinic Settings 13. Click the Users/Doctors tab 14. Click +Invite Users/Doctors to Clinic 15. Click +New Invite

16. Click the Existing dr2dr User tab 17. Search for the desired doctor or use18. Edit their permissions 19. Click +Add 20. Add an optional message to your invite 21. Click Send Invites 22. On the invite results window, click Done

QuickStart Guide

QuickStart Guide – Patient Management and Conversation Reporting | 1 73

dr2dr – Patient Management and Conversation Reporting

Patient Management To access the patient management screen:

1. Click Personal Settings

2. Click the Patients tab

Add a New Patient Record To add a new patient:

1. Click Personal Settings 2. Click the Patients tab

3. Click +Add 4. Enter the patient information into the new patient record window

Edit a Patient Record 1. Click Personal Settings 2. Click the Patients tab 3. Click on the desired patient record

4. Click Edit 5. Edit the patient record as desired

6. Click Save to save the changes

QuickStart Guide

QuickStart Guide – Patient Management and Conversation Reporting | 2 74

Conversation Reporting The reporting feature provides a detailed list of all conversations you are a part of: conversations you have started or conversations you are a recipient of. To access reporting:


2. Click the Reporting tab

The conversation response report provides the following details:

• Title: subject of the conversation • Priority: conversation’s priority • Created By: name of the user or clinic that created the conversation • Created At: date and time the conversation was created • Messages: number of messages within the conversation • Response Time: indicates the time between creation and the first message in the conversation • No Response: indicates if there was no response to the conversation within one week

Generate a Report for another Clinic Select a clinic from the Account menu to generate a report for another clinic

Change the Date Range for a Report Click on the displayed dates to change the date range for the report.

Download or Print a Report Click Download to download the report in a .CSV format

Click Print to print the current report

QuickStart Guide

QuickStart Guide - Two Factor Authentication | 1 75

dr2dr – Two Factor Authentication

Two factor authentication helps prevent unauthorized access to your account by requiring an authentication code in addition to your password to successfully log in. Codes can be sent to you via email, text, or with an app on your smartphone.

Changing Your Two Factor Authentication Method 1. On the navigation bar, in the top right corner, click the Personal Options menu 2. Click My Settings



6. Click Continue




iv. Click Activate








QuickStart Guide

QuickStart Guide - Changing Your Password | 1 76

dr2dr – Changing Your Password

Changing Your Password

1. On the navigation bar, in the top right corner, click the Personal Options menu

2. Click My Settings

3. Click the Change Password tab 4. Enter your current password 5. Enter your new password

• Strong passwords will be indicated by the password strength indicator: o Red indicates a weak password o Green indicates a strong password

• Required characters which might be missing from your password will be shown:

6. Re-enter your new password

7. Click Next 8. Type in the one-time verification code sent to you

9. Click Update Password

Tips for Creating a Strong Password Strong passwords:

• Contain at least 12 alphanumeric, upper and lower case characters • Contain at least one number (for example, 0-9) • Contain at least one special character (for example,!$%^&*()_+|~-=\`{}[]:";'<>?,/)

Weak passwords: • Contain less than eight characters • Contain number patterns such as ‘qwerty’, or ‘123321’ • Are words spelled backward, or preceded or followed by a number, such as ‘terces’, ‘secret1’ or

‘1secret’ • Are some version of “Welcome123” “Password123” “Changeme123”

Never write down a password

These guidelines are courtesy of Sans.org, retrieved from: https://www.sans.org/security-resources/policies/general/pdf/password-construction-guidelines

NOTE: Changing your password will revoke all device permissions. You will be required to log in with your new password.




dr2dr Secure Messaging Tip Sheets

Tip Sheet

dr2dr Tip Sheet – Referrals, Consults, and Requests for Advice | 1 78

Referrals, Consults, and Requests for AdviceWith dr2dr, only minimal workflow changes are required to your daily routine of sending and receiving referrals, consults, and advice.

For example, using the conversation status options can help with tracking and planning:

• Pending can be used to indicate that further information is required from a referring office. • Not Processed can be used by a referring clinic to indicate that the outgoing request requires

additional information before being sent to the consulting physician. • In Progress can be used to reflect that the clinic is waiting for a consult date. • On Hold can be used by the consulting physician’s clinic to indicate that they are awaiting further

information before scheduling a date. • Done can indicate that there are no further expected exchanges on the conversation.

dr2dr provides the ability to request a read receipt for every message sent within the program. By using read receipts, you can:

• Eliminate the need for receiving clinics to fax or message back a confirmation of receipt. • Reduce the need for repeated phone calls and voice messages when following up with other

physicians. • Be alerted when specialists are away from the office or not responding, allowing for an alternate

plan in such circumstances.

Using dr2dr for referrals, consults, and requests for advice has some important advantages for the clinic and health care provider:

• Privacy: o Every dr2dr user is registered and authenticated; only registered users can participate in a

conversation. o Unlike fax and email, there is no risk of entering an incorrect phone number or address. The

only option is to select from current dr2dr users or invite a non-user to sign-up for a dr2dr account.

o Requests can’t get lost or go unanswered by unavailable parties, or those no longer receiving requests.

• Message tracking: o You can check at any time to see if a message was sent, the date, the content, the

attachments and if the message has been read. o All conversations can be attached to the patient chart in your EMR to ensure one complete

patient record is always available. dr2dr also provides a record of care for continuity and standard of care documentation to support billing submissions for an e-consultation service event.

Tip Sheet

dr2dr Tip Sheet – Telus Med Access | 1 79

Telus Med Access Tip SheetWith dr2dr, only minimal workflow changes are required to your daily routine of sending and receiving referrals, consults, and advice. The process is very similar to what you currently use for importing and exporting documents for fax or mail.

Tips for Exporting Patient Data for Attachment to a dr2dr Conversation • To minimize changes in clinic workflow, use the process already in place for creating documents

(referrals, consults, etc.) for fax or mail in Med Access. • Instead of printing, save the document as a PDF on your desktop.

• In dr2dr, click Add Attachment in the message to attach the exported PDF file. • When done, delete the exported documents from your desktop to ensure the security of patient

data, and to minimize the possibility of attaching the wrong document to future dr2dr conversations.

Importing dr2dr conversations and attachments 1. Open the conversation in dr2dr

2. Click Download Attachment to save the file to your computer

3. Click Print in the conversation and change the destination to Save as PDF 4. Save the file to your desktop 5. In Med Access, import the file into the Import Pool folder 6. Attach the conversation and attachment to the patient chart using the same process you would if

you were attaching a document (referral, consult, etc.) that was scanned or faxed into the clinic 7. When done, delete the imported documents from your desktop to ensure the security of patient

data and minimize the risk of misfiling information

Tip Sheet

dr2dr Tip Sheet – Telus PSS | 1 80

Telus PSS Tip SheetWith dr2dr, only minimal workflow changes are required to your daily routine of sending and receiving referrals, consults, and advice. The process is very similar to what you currently use for importing and exporting documents for fax or mail.

Exporting Patient Data for Attachment to a dr2dr Conversation In PSS, click File

1. Click Export to PDF 2. From the Select PDF Export Attachments box, select patient profile and any other elements of

the patient chart to include in the PDF (referral, consult, etc.) 3. Click Export

4. In dr2dr, click Add Attachment in the message to attach the exported PDF file 5. Delete the exported documents from your desktop when done to ensure the security of patient

data and to minimize the possibility of attaching the wrong document to future dr2dr conversations

Importing dr2dr Conversations and Attachments 1. Open the conversation in dr2dr


3. Click Print in the conversation and change the destination to Save as PDF 4. Save the file to your desktop 5. Importing:

a. Import Option A: i. Open the patient chart in PSS and create a new encounter note

ii. Navigate to the folder where the exported documents are stored and drag and drop the files into the note

iii. Delete the imported documents from your computer to ensure the security of patient data and minimize the risk of misfiling information

b. Import Option B: i. Open the records file in PSS

ii. Click File iii. Click Manage Received Documents iv. Navigate to the folder where the document is stored and attach the file v. Categorize the document

vi. Delete the imported documents from your computer to ensure the security of patient data and minimize the risk of misfiling information

Tip Sheet

dr2dr Tip Sheet – Telus Wolf | 1 81

Telus Wolf Tip SheetWith dr2dr, only minimal workflow changes are required to your daily routine of sending and receiving referrals, consults, and advice. The process is very similar to what you currently use for importing and exporting documents for fax or mail.

Tips for Exporting Patient Data for Attachment to a dr2dr Conversation • There are two commonly used methods for extracting patient data from your EMR:

o Creating a Smart Form o Using the Print Chart option

• To minimize changes in clinic workflow, use the process already in place for creating documents (referrals, consults, etc.) for fax or mail.

• Instead of faxing the document, print to PDF using the CutePDF or BioPDF driver.

• In dr2dr, click Add Attachment in the message to attach the exported PDF file • Delete the exported documents from your desktop when done to ensure the security of patient

data and to minimize the possibility of attaching the wrong document to future dr2dr conversations.

Importing dr2dr Conversations and Attachments 1. Open the conversation in dr2dr


3. Click Print in the conversation and change the destination to Save as PDF 4. Save the file to your Unlinked Documents folder 5. Attach the conversation and attachment (referral, consult, etc.) to the patient chart using the

same process you would if you were importing a document from a lawyer or insurance company

Tip Sheet

dr2dr Tip Sheet – Moving Information between an EMR and dr2dr | 1

Moving Information between an EMR and dr2dr With dr2dr, only minimal workflow changes are required to move information between your EMR and dr2dr. The process is very similar to what you currently use for importing and exporting documents for fax or mail.

Exporting Patient Data for Attachment to a dr2dr Conversation 1. In your EMR, use the current process for exporting patient information to a PDF file 2. Open the conversation in dr2dr

3. click Add Attachment in the message to attach the exported PDF file 4. Delete the exported file when done to ensure the security of patient data and to minimize the

possibility of attaching the wrong patient record to future conversations.

Importing dr2dr Conversations and Attachments into Your EMR Import a Conversation

1. Open the conversation in dr2dr

2. Click Print in the conversation and change the destination to Save as PDF 3. Import the conversation following the import process for your specific EMR 4. Delete the saved conversation when done to ensure the security of patient data and to minimize

the possibility of importing the wrong conversation to future patient records.

Import an Attachment 1. Open the conversation in dr2dr

2. Click Download Attachment to save the file to your computer 3. Import the attachment following the import process for your specific EMR 4. Delete the saved attachment when done to ensure the security of patient data and to minimize

the possibility of importing the wrong attachment to future patient records.

Tip Sheet

dr2dr Tip Sheet – OSCAR | 1

OSCAR Tip Sheet With dr2dr, only minimal workflow changes are required to move information between OSCAR and dr2dr.

Exporting Documents from OSCAR for Attachment to a dr2dr Conversation 1. Click Encounter for the specific patient to enter their chart 2. Click on the lab test, consult note, or other document you would like to include in the dr2dr

conversation 3. If it is a document, click on the document once again, and open it as a Preview. This will save the

document in your Downloads folder 4. If it is a lab test, click on the lab test and select Print at the bottom 5. Open the document as a Preview; this will save the document in your Downloads folder 6. Open the conversation in dr2dr

7. Click Add Attachment in the message to attach the exported document

Importing a dr2dr Conversation into your patient’s chart in OSCAR 1. Open the conversation in dr2dr

2. Click Print in the conversation and change the destination to Save as PDF 3. Save each PDF embedded in the conversation separately 4. Within OSCAR, click Inbox at the top of your screen 5. Click Doc Upload in the top right of your Inbox 6. Click Add Files to attach the dr2dr conversation and any embedded PDFs 7. Send to the Provider Inbox of your choice 8. Once in this Provider Inbox, open the new document (this will be indicated in yellow) 9. On the right side of this screen, select the document type (e.g.: Consult), add a document

description (e.g.: dr2dr conversation, specialist advice), and associate this with your patient in the Demographic field

10. Click Save under the Creator designation to associate this with the patient’s chart 11. Click File to file the copy of the conversation into the patient chart



dr2dr Secure Messaging User Manual

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