In this module, we will go over the daily tasks of checking the fax and scan folders, and what to do with mail that comes to you! It is imperative that you follow these instructions or ask for help if you are unsure what to do with a fax or scan, as these could be crucial documents the doctor or patient needs in the patient’s chart!
FAX FOLDER
Any fax correspondence our offices receive is automatically sent electronically to a folder set on our server.
To access this folder:
Click on the “Start” menu button on the desktop.
Click on “Computer.”
On the far left, click on “Local Disc E:”
Click on “Fax In”
Choose the appropriate office.
All documents in this folder are regularly checked by our PR dept and distributed accordingly.
Any advertisements we immediately delete.
All lab invoices we email to Candace Muche (cmuche@ohiovisioncare.com).
Any letter addressed to a doctor (usually from a referring doctor) needs to be scanned into the pts chart. Once scanned, send a to-do to the doctor to review letter.
Any referring exams also must be printed and distributed to the patient’s primary doctor, then deleted.
Contact lens verifications must be completed and faxed back to the retailer by PR.
SCANNING DOCUMENTS
As we push towards a paperless practice, scanning documents is imperative for documentation sake. Depending on where you predominately work, scanning procedures vary.
If you are scanning on the printer/copier machine:
Place your document in the machine to be scanned.
Press the large “Scan” button to the right of the touch screen. This should light up green once selected.
Next, press “Template” in the top right corner of the touch screen.
Then press “Scan document.”
Choose the folder you would like to scan to be sent to.
Finally, press the “Start” button.
To retrieve above scan:
Click on the “Start” menu on the desktop.
Click on “Computer.”
Click on “Local Disc E:”
Double click on the “Scans” folder.
Choose the folder you specified for the document to be sent.
Delete document once you are finished with it.
To attach a scanned document to a patient record using this type of scanner:
Go to the patient’s demographic in Eyecare.
Click on the green scanner icon, or go to the Account Responsible tab and double click in the “Scanned Documents” section of the screen.
To scan with a small scanner (found at the Front Desk, in JT, etc):
Position your document in the scanner upside down, text facing you.
Pull up the patients demographic.
Click on the green scanner icon, or go to the Account Responsible tab and double click on the “Scanned Documents” section.
In the screen that pops up, click “Add,” located at the top left hand corner.
Choose “Single Sheet” or “Multiple Pages” accordingly.
It should automatically start scanning. If it doesn’t, click “Scan” in the pop up window.
The document will appear in the Scanned Documents screen in Eyecare, but before you save, chose the “Type” from the drop down menu options, and provide a brief description in the “Name” line, including dates, doctors, initials, etc.
Doctors Letters Scanning
Doctor’s receive mail, faxes, and other correspondence from referring doctors that they are co-managing care for patients with. This correspondence must be scanned and attached to the patient’s demographic after a doctor has signed off that they have read it. These letters can be found in the PR room in a slot on the file cabinet in WV, or often doctor’s will hand them to front desk staff at all three offices.
Follow the scanning documents protocol from your PR manual to complete this task.
Returned Mail
PVC receives returned mail regularly, and if you are the point person to handle the returned mail, please attempt the following steps to find the correct address to retry the mailing.
If it is a doctor/doctor’s office, Google the name of the doctor and see if there is another address available for the doctor. Readdress the mail, stamp, and send out.
If you are unable to find an alternate address, return the mail to the doctor/staff member who originally sent the mailing and notify them.
If it is a patient, check their demographic. If there is no change there, check their most recent paperwork that they filled out. If there are changes made on the paperwork that did not get updated in Eyecare, edit their demographic screen first, then readdress the mail.
If this is unsuccessful, go to “Family” and select “List.” Choose the family member who has had the most recent visit and see if there is an alternate address on their acct. If so, readdress to this address.
If you are unable to find an alternate address for the patient, please make an alert message asking the next staff member who corresponds with the patient to ask the patient for updated information.