Intramail

The purpose of the Intramail system is to allow users to send secure internal electronic messages within Communicare.

The Intramail feature offers the following functionality:

To send an internal message to any user or group.
To format the Intramail body text.
To view Sent and Received Intramail messages.
To manage Intramails.
To create mail groups from the list of registered Communicare users.

Intramail Module

Access to the Intramail Module is controlled via System Parameters.

To enable or disable the feature globally, check or uncheck the Intramail module check box option in System Parameters.

If you wish to enable or disable these features, then please contact Communicare directly or seek advice from your system administrator.

The Intramail feature is accessible from the main Communicare toolbar. A label is shown to indicate the number of unread messages. This can be double-clicked to open the Intramail screen.

There Intramail contains three tabs - 'Received', 'Sent Items' and 'Deleted Items'. The tab 'Received' lists all of the Intramail messages that have been sent to you. Unread messages are shown in bold. Messages sent to you that are not associated with a patient are visible to you only, no other users can have access to view or manage these Intramail messages. Messages sent to you that are associated with a patient will be visible to you only within the Intramail window, however they will be accessible to view or manage in the patient's clinical record by any user who has the viewing right associated with the Intramail message and has access to Clinical Records. The 'Sent Items' tab lists all of the Intramail messages that you have sent to other users within the system.

Filter settings

Following filters are available in the Intramail.

Date range - by default '7 days' will be selected. Intramail list can be filtered based on the date range drop down selection.
Show unread only - by default this will be ticked. This will be visible only for 'Received' tab.
Search - it will search the content only in the current folder list.
Include message content - tick this option to search the message content of the intramail while searching.

Composing an Intramail

To compose a new Intramail message, if the Intramail window is open, click the 'New' button on the toolbar. Alternatively, click the new message button on the main Communicare toolbar. A new window titled 'Intramail - New Message' will load.

The 'To' field and message body are mandatory, all other fields are optional.

If an intramail recipient is absent as per the Provider Planned Absence list in communicare then on sending mail the system will show an alert message to the user with the details of those providers.

A summary of the fields functionality is as follows:

To - Click the To text box button 'Select Recipients' window. From this window you can select registered Communicare users or groups of users. To add recipients, select a user or group, then click the right arrow button. To select more than one user, hold down the Ctrl keyboard key. Please see the topic Intramail Groups Editor for more information on how to use the Groups Editor. The 'To' field must be set.
Subject - A descriptive summary of the Intramail. This field is optional.
Patient - Click the Patient text box button to load the 'Select Patient' window and then select a patient to whom this Intramail message relates. This field is optional when creating a message from the Intramail window or main Communicare toolbar, it is mandatory when creating from the 'Clinical Record' window.

The following fields are displayed when a Patient is selected and "Save message to progress notes" is checked.

Place - Allows the user to select a site from a list of pre-defined 'Mode' sites.
Viewing Right - Sets the access right associated with viewing the Intramail message within the patient's progress notes.
Topic - Select from a pre-defined list of topics that relates to the Intramail message.

Clinical Record

An Intramail message can be composed from the Clinical Record window. Messages sent from within this window are bound to the selected Patient.

To create an Intramail message from the Clinical Record window, select the 'Message' button in the toolbar. On selecting the 'Message' button a new window titled 'Intramail - New Message' will load. Please refer to 'Composing an Intramail' above for more information regarding the editing features available in this window.

Any sent Intramail messages, for the given patient, will be displayed in the Clinical Record 'Progress Note' and 'Detail' windows. Whether viewing Clinical Item's by Class, Topic or Date, all Intramail messages will begin with the text 'Intramail Message'.

Double clicking an existing Intramail message entry, be it from the Clinical Record Progress Note or Detail window will load the 'Read-Only View Intramail Message' window. This window will display the body of the Intramail along with recipients, subject and other supplementary information. As the title implies, you cannot edit existing Intramail messages.

If an Intramail message is deleted from a patient's Clinical Record details, the message will subsequently be moved to 'Deleted Items' in the 'Intramail' window for the sending and receiving users.