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Administration
Communicare Administrators can tune the way in which Communicare works at your health clinic using the configuration, tools and task information.
System Administration
Organisation Maintenance
Configure Communicare for your organisation by setting organisation parameters. Changes to organisation parameters affect the Communicare system for the organisation and all workstations.
Organisation Parameters - Email Server
Use the Email Server tab to configure local email server parameters.

Administration
Communicare Administrators can tune the way in which Communicare works at your health clinic using the configuration, tools and task information.
- System Administration
  - System Parameters
    If you belong to the System Administrators user group, you can configure Communicare by setting system parameters.
  - Organisation Maintenance
    Configure Communicare for your organisation by setting organisation parameters. Changes to organisation parameters affect the Communicare system for the organisation and all workstations.
    - Organisation Parameters - General
      Use the General tab to configure general parameters for your practice.
    - Organisation Parameters - Medicare Claims
      Use the Medicare Claims tab to configure Medicare bulk billing, printing and batch claim parameters.
    - Organisation Parameters - Electronic Claims
      Use the Electonic Claims tab to configure parameters used to send Bulk Billing claims electronically to Medicare Australia. Ensure that your practice is registered with Medicare before configuring this module.
    - Organisation Parameters - Email Server
      Use the Email Server tab to configure local email server parameters.
    - Organisation Parameters - Investigations
      Use the Investigations tab to configure parameters for investigations to enable workers without a provider number to request investigations.
    - Organisation Parameters - Secure Messaging Configuration
      Use the Secure Messaging tab to configure Argus to send documents securely.
    - Organisation Parameters - Certificates
      Use the Certificates tab to configure security certificates used to connect to the web services used in Communicare.
    - Organisation Parameters - SMS Server
      Use the SMS Server tab to record configuration settings for the SMS Web Service.
  - User Groups
    Users of the Communicare system are organised into groups. Rights to access various parts of Communicare are given to these groups of users.
  - Reference Tables
  - Appointment Session Templates
    Appointment Session Templates identify when appointments can be made, in a general way. They are used as a template for creating the sessions into which appointments are actually booked.
  - Providers
    The Providers window lists clinicians who have been added to Communicare as providers at your health service.
  - Medicare Number Import
    Patient Medicare numbers can be imported directly from files provided by Medicare Australia.
  - Patient Import
  - Communicare Security
    Communicare's security scheme is designed to be easy to maintain yet effective. It works on 3 layers: SYSDBA, ADMINISTRATOR, MEDISYS.
  - Daily Process Service
  - Automatic Patient Status Change
  - Terminal Server and Communicare
    The Communicare client can be installed on a Terminal Server.
  - Backup Regimes
    Backups of your Communicare database are critical for business continuity in the event of a disaster. Communicare is automatically backed up to the server nightly. Your site should take regular backups of these backups.
  - Disaster Recovery
    In the event of disaster, call Communicare Support on 1800 798 441 and follow these steps to recover your data.
  - File Transfer
    Communicare demos and updates are available from the Communicare User Portal - Help and Support tab.
  - Firewall Configuration
  - Upgrades
    Communicare upgrades are performed remotely by Communicare Support at a time arranged with the system administrator.
  - Database Connection Settings
  - Central Data Update
    This program allows a specific set of Clinical Item definitions to be centrally maintained and distributed to user sites by Communicare. These centrally maintained Clinical Item definitions are referred to as central items.
  - Terms Conversion
    Together with your Implementation Consultant, when your site goes live with Communicare, a clinician with Administrator user privileges can use the Terms Converter tool to convert local terms into centrally maintained terms, for example, ICPC-2 PLUS terms.
  - CAT Export Tool
    Use the CAT Export Tool to export datasets defined by the Improvement Foundation from Communicare as XML. These XML datasets can then be loaded into PEN CS' Clinical Audit Tool (CAT).
  - Background Processes
    Communicare runs a number of server-side background processes that integrate with various external services.
- Tools
  Use these tools to help manage Communicare.
- Regular Administrator Tasks
  There are several regular maintenance tasks for the Communicare Administrator to perform.

Organisation Parameters - Email Server

Use the Email Server tab to configure local email server parameters.

The values here are used by the blat email tool to:

Email reports from the Communicare Report Scheduler on completion
Email notifications about PRODA device expiry
Email side loader notifications
Email daily service logs to the recipient specified in System Parameters - System

Table 1. Email server Organisation Parameters
Parameter	Description
Name	The name or IP address of your SMTP server. For Microsoft 365, the default is `smtp.office365.com` For Outlook, the default is `smtp-mail.outlook.com` For Gmail, the default is `smtp.gmail.com`
Port number	The port number used by your SMTP email server. For Microsoft 365, the port is `587` For Outlook.com, the port is `587` For Gmail, the default port is `465` for SSL. For unauthenticated email, the default is `25`.
Login	For authenticated email, where the server requires a username and password, your username. For Microsoft 365, your full Microsoft 365 email address, for example, `name@yourdomain.com` For Outlook, your full Outlook.com email address, for example, `name@outlook.com` For Gmail, your full gmail.com email address, for example, `name@gmail.com` For unauthenticated email, leave this field blank.
Password	For authenticated email, where the server requires a username and password, the password associated with your email address. For unauthenticated email, leave this field blank.
Sender	The email address that appears as the sender. Many servers will not send a message without a sender and spam filters may identify the email as spam if there is no sender.

Note: To receive emails from Communicare in Gmail, you may need to customise your settings:

In Settings > Forwarding and POP/IMAP:
- Enable POP for all mail
- Enable IMAP and in addition to the defaults, set Immediately delete the message forever.
In your Google account settings, Security tab, for Third-party apps with account access, allow Less secure apps.

9 February 2024