Epic In Basket

Epic In Basket Introduction In Basket is an electronic messaging system designed to meet the complex communication needs of today’s health care organizations. It allows you to exchange messages and other work with your colleagues—without paper, telephones, or leaving your desk. You will often find that using the In Basket messaging system is the most efficient and reliable way to handle your communication needs. Your Home screen in Epic defaults to the In Basket.

Epic In Basket Objectives: In this session you will learn: To recognize you have email How to navigate the In Basket How to change the status of your email How to Reply, forward and delete email How to send email

Epic In Basket – Home Workspace Your Home Screen in Epic defaults to the In Basket. This workspace (Home) is the only permanent workspace. You have space for 4 additional workspaces (i.e. patient records/reports).

Epic In Basket - How to tell if you have emails At the top of the Epic Desktop is the Title Bar where the user’s name is listed. This is where the “Staff Message” alert appears on the In Basket. The color of the message alerts the user of what type of email has been received. Red High Priority Mail White No Unread Mail Blue Normal Priority Mail

Epic In Basket The envelope on the title bar will always be visible. If you are on a patient record or a report, and the white envelope changes to Blue or Red, that is Epic’s way of indicating to you that you have mail. You can quickly return to the Home screen by clicking on the envelope. Keyboard shortcut: hold down the “Ctrl” key and press “Tab” until you get to the home workspace.

Epic In Basket – Accessing your email The In Basket folder contains mail received. Click on the “Staff Messages” folder to display all messages received. Keyboard shortcuts can also be used to access In Basket features without having to use the mouse. Pressing “Alt+Down Arrow” will open the Staff Messages.

Epic In Basket – Reading your email Messages are displayed to the right of the “Staff Message” folder. Click on the message to read it at the bottom of the screen. Keyboard shortcut: use the Up/Down Arrows to move from one email to another.

Epic In Basket – Sending a Message Click “New Msg” to send a new staff message. The enter staff message screen will appear.

Epic In Basket – Sending a Message 1 Enter the recipient(s) of the message (lastname,firstname) Select the priority of the message Type in a subject If the message is about a patient, type the name of the patient in the patient field, or press F3 if you have the patient’s record open. 2 3 4 1 2 3 4 Con’t

Epic In Basket – Sending a Message If this is a call back message, include a telephone number and indicate a call back by clicking within the call back box. Select a “Flag” option to indicate the action you want the recipient to take (i.e. call patient with results; Rx refill). Type in the message in this field. A message can be programmed to be sent at a future Date/Time. 5 6 7 8 Press “Accept” to send the message or “Cancel” to delete the message. 5 6 7 8

In Basket – Navigation Each time you open In Basket after logging in to Hyperspace, you are taken to the home In Basket display. 3 4 1 5 Folder list pane Navigation folder list Top activity toolbar Folder title bar Bottom activity toolbar Message list pane Message display pane 6 7 2

Folder List Pane This expandable list displays a folder for each type of message you have received or sent. Folder List Pane

Navigation Folder List In the navigation folder list you can select which In Basket folder you want to work in. Choices include: My In Basket and My Out Basket. Navigation Folder List

Message List Pane When you select a message in the message list pane, In Basket displays the message contents in the message display pane in a report format. Message List Pane

The default view when you first access the In Basket is the Folder Summary. Once the view is changed by clicking on the Folder List Pane, the setting will be changed, displaying the Message List. You can click on the Display the folder summary icon (house) to return to the main page.

To select the Shortcut Keys select the blue question mark ( To select the Shortcut Keys select the blue question mark (?) that will display the Display Legend and Keyboard Shortcut information button.

Viewing Sent Mail Click on the “My Out Basket” in the Navigation folder List. Click on the Staff Message folder, this will display all messages sent by you. Click once on the message you want to read, the message will appear at the bottom of the screen. (if you click more detail, it will display additional information about the message.

In Basket Top Activity Toolbar Buttons New Msg Click New Msg to send a new staff message. Click the New Msg arrow button to select a different type of message. Refresh Click Refresh to update the message folders, message listing, and message alerts. Any messages with a status of Done are deleted. Edit Pools Click Edit Pools to open the Sign Into Pools and Covering Groups window, where you can sign in to and out of pools and covering groups. Settings Click Settings to open the User Settings window. From this window, you can choose to save your column settings upon exit or never save your settings.

In Basket Top Activity Toolbar Buttons Search Click Search to open the Message Search Report Settings window, which allows you to perform advanced searches on your In Basket messages. Attach Click Attach to open the Attach Other In Baskets window. From this window, you can select In Baskets of other users and have them appear in your In Basket. The attached In Baskets are added as a new folder in the Folder List pane. Out Click Out to open the Out of Contact window. From this window, you can view the Out of Contact occasions that let other users automatically gain access to your In Basket while you are unavailable.

In Basket Activity Toolbar – Message Options New Msg Click New Msg to send a new staff message. Click the Send Msg arrow button to select a different type of message. Refresh Click Refresh to update the message folders, message listing, and message alerts. Any messages with a status of Done are deleted. Edit Pools Click Edit Pools to open the Sign Into Pools and Covering Groups window, where you can sign in to and out of pools and covering groups. Search Click Search to open the Message Search Report Settings window, which allows you to perform advanced searches on your In Basket messages. Display Click Display to show reports for all selected messages. This is not being used at this time.

In Basket Activity Toolbar – Message Options Properties Click Properties to open the Message Properties window, where you can get general information about the message, create and edit remarks and flags, and postpone the message. By default, Epic displays the General tab. Reply Click Reply to reply to the sender of the selected message. In Basket opens to Send Message form, with the sender’s name in the To field. Forward Click Forward to forward a copy of the selected message to another recipient. In Basket opens the Send Message form. Forward Multiple In Basket Messages. Hold down the “Ctrl” key to highlight messages you want to forward, they do not have to be consecutive. If you want consecutive emails to be forwarded, you can highlight the first email, hold down the “Shift” key to click on the last email and every email in between will become highlighted. After highlighting, click on the “Forward” button on your activity toolbar.

Note: This option is not always available. Mark As Click Mark As to change the status of the selected message. Select from the following options: Done Pending Read New Note: This option is not always available.

In Basket Bottom Activity Toolbar – Message Options The bottom activity toolbar contains workflow specific buttons. Buttons vary greatly depending on the message selected, but the Done button appears consistently for most messages. Quick Actions Not being used at this time. Done Click Done to change the status of the selected message to Done and, if the AutoAdvance check box is checked, move to the next message in the list. Other Message status that you may see are: Pend - Set the status of the message to Pending. Read - Set the status of the message to Read. New - Set the status of the message to New.

Out Basket Activity Toolbar – Message Options New Msg Click New Msg to send a new staff message. Click the New Msg arrow button to select a different type of message. Refresh Click Refresh to update the message folders, message listing, and message alerts. Any messages with a status of Done are deleted. Edit Pools Click Edit Pools to open the Edit Pools window, where you can edit the list of pools to which you belong. Settings Click Settings to open the User Settings window. From this window, you can choose to save your column settings upon exit or never save your settings.

Out Basket Activity Toolbar – Message Options Search Click Search to open the Message Search window, where you can define a search messages meeting certain criteria. Attach Click Attach to open the Attach Other In Baskets window. From this window, you can select In Baskets of other users and have them appear in your In Basket. The attached In Baskets are added as a new folder in the Folder List pane. Out Click Out to open the Out of Contact window. From this window, you can view the Out of Contact occasions that let other users automatically gain access to your In Basket while you are unavailable.

Out Basket Activity Toolbar – Message Options Forward Click Forward to open the Enter Message form for the selected message, so you can forward this message to another staff member, class, pool, or external address.

Out Basket Activity Toolbar – Message Options Retract Allows the user to remove a message before it is received. Resend Allows a retracted message to be received. Edit When you edit a message, you make changes to a copy of the message rather than to the original message. Clear Takes a message off the list. There is a drop down arrow where you can also select Undo Clear to restore a selected message that was cleared to its previous status. Status Displays a brief report in the message display pane that lists the status of the selected message for each of its recipients. History Displays a report in the message display pane that lists each action taken in regards to the message by each of its recipients, including the time at which each action was performed.

In Basket Shortcut Keys Alt+Up & Alt+Down Arrow Cycles up/down through folders Enter Key Refresh or load message Delete Key Changes status of message to Done Ctrl+Page Up Scroll one page up through report Ctrl+Page Down Scroll one page down through report AutoAdvance Move to next message if current message status is changed to Done.

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