As I have had numerous requests for "my" fax management system using the Paperport software which comes with the Brother machines I am posting this response that I gave to another AC user. I am sorry but I cannot tell one how exactly the received fax folder was originally set up as my IT guy did that. Obviously the faxes come into the attached computer and from there, they are shared and (I presume) mapped to a network drive. From the server, this file is then accessible to all users.
The Brother machine is networked such that you can fax out from any networked computer or you can print from any networked computer. And, you can print from any networked computer to the Paperport software. You must download the Paperport software onto each machine. Then you can choose the Brother Fax, the Brother Printer or Paperport as printing options. When you choose the Brother fax and then click "print" the fax window comes up. I have it set to show the little fax machine doodad. You can go to settings, enter your info, choose to include or not include cover pages (I do not include a cover sheet except in special circumstances). If you choose to make a cover page on the fly, there is a little button on the fax machine window which you can click. You then enter the fax number to which you are sending and click "Send". There is also a program with the software called PC Fax Address book where you can store commonly used numbers, such as the local pharmacies and other docs. I fax scripts right from the room by completing them in AC and "printing" to the Brother fax. Works great.
But, to receive faxes, the Brother has to be connected via USB directly to one of your computers. Believe me, we have all had many discussions about this and why or why it is not so. I have not found a way around this although Bert seems to think there most certainly should be. For me this is not an issue as the machine sits up front next to the receptionist's PC and it is connected to hers.
I have a folder set up called "Received Faxes on Server 01" into which all the incoming faxes come. This folder is on my Server and is networked to all other computers from there.
Within this folder are the actual documents which have come in over the fax. They arrive in a .tff format. You may singly convert them to PDF format by right-clicking and choosing this as one of the options or you can choose "Select All" and right click and choose. This last feature will not work if any of the documents already on the desktop is in the PDF format. No one touches these documents but me. I do the converting, unstacking, deleting of cover sheets, naming, etc. I review each and every fax, mark them up as needed (such as "schedule additional views" or "Call patient and have them make follow up"...blah, blah, blah. I stamp them with my signature (I'll tell you how to set that up later) and then move them into the next appropriate folder. The following folders are then subfolders of this one. As such, they are viewable by everyone.
Named Staff Folders
Each staff member has their own named folder, e.g. "Ann's Folder, Lindsay's Folder, Theresa's Folder". All of these are the same folder color for easier locating. When you set up a new folder, you can pick the color. Into these folders go the marked up documents from above. Theresa does most of the billing so if it pertains to that, it goes into hers. Lindsay and Ann do the scheduling and calling and other crap I hate to be bothered with so their folders take in most of the documents. The staff checks their folders often, act on my instructions, mark up the document (such as write down the date and time of the CT or that the patient was notiofied of results or that the patient refused to make an appointment), add their initials and then move the document from their folder to "Physician to Sign Off or Ready to Import" depending on whether I need to know what was done. (I have very good staff so I trust their judgement in deciding this).
Physician to Sign Off
Into this folder go all documents staff have "marked up" using the Paperport tools which need my final signature or attention. It also receives all of the mail or unfaxed documents which are scanned in daily. It also is a storage place for me for documents I want to spend more time on later or things I personally need to deal with.
Ready To Import
This folder holds all the documents ready to be imported into AC. One can browse for this folder via the AC Import function. All staff members check this folder when they have a little free time and import just as they would file papers. All my staff have full sign off rights in AC so I do not have to mess with signing off a bunch of stuff again. But, I have strict rules that nothing goes into this folder unless I have seen it and signed it off. So, if a staffer notes my signature is missing, they put it back in "Physician to Sign Off". Works 99.9% of the time.
Refills
I have subfolders here with the current month and the previous month. Each month is again subfoldered into more manageable folders such as A-D, E-H, etc. When a refill request comes in, I mark it up in Paperport, stamp my signature, fax it back, name it and move it to the appropriate subfolder. If it is for a controlled drug I open AC and update it there also. If I want to check when I last saw the patient I will check in AC and perhaps tell the pharmacist to refill only # 30 and tell the patient they need an appointment. Then that refill request is moved to a staffer's folder so they can also call the patient and relay my message. They then move it to the appropriate month's subfolder. Each new month I delete the oldest month's worth of refill requests. I have found that keeping them is burdensome, bunglesome (yea, it's a word, I looked it up once) and mostly unnecessary. Most issues are dealt with in less than 60 days. If a mail order accuses me of not faxing back, I can pull up the refill request and tell them "I most certainly did...their fax must be busy too often. I will pass that info onto my patients".
Office Documents
This folder holds all the forms (lab request sheets, precert forms, ABN forms, my H&P forms, HIPPA forms, etc) and documents my staff needs. They can either duplicate it in Paperport, mark it up and fax to wherever it needs to go or they can print it out, complete it and hand it to the patient.
Photos
Into this folder I download the patient pictures we are in the process of aquiring. When I have time, I then adjust the size, name them and staff import them into AC.
Each of these above folders has it's own color for easier visual locating. As I mentioned, all the employees folders are the same color.
Now, once you have your incoming fax folder on your server (or network) go to each station and open Paperport. Click on "Tools", "Paperport Folders" then "Add". You then browse to your network and find your received faxes folder and add it. It will then show up on the Paperport desktop on the left under "My Paperport Documents". Make sure you have your "View" set to see the folders on the left.
To make your signature stamp, use a heavy marker and write your signature on a blank paper and scan it into some image modifying software. I cannot remember if I used Paint or Adobe. I had to play with the sizing options several times until I got it right. It has to be saved as a bitmap...I have tried saving in other modes but I do not think Paperport will allow others. Unfortunately, I have not figured out how to make the background transparent...might be able to do it but I have not yet succeeded. Store the signature somewhere (I "hid" it on the server in a folder where most staffers would not have access). Then open up a document and right click on the stamp icon on the left. It should ask you if you want to prompt for file and, if I remember right, should allow you to browse for the signature file and select it. After selecting it, the next time you use the stamp function, you can turn off the prompt for file function and it should remember which file to use. (I hope this is correct. It has been awhile since I set this up).
I think those are the basics. This has worked very well for me and it is a freebie...can't beat that!! The worst thing I suppose however is that the mark-ups made are not permanent. They can be removed while still in Paperport (right click on any change and you can delete). But, at this point it is probably as secure as paper.
Also of note, make sure your Received fax folder and subfolders are all included in your daily (or better multi-daily) back-ups. I have been unfortunate to have folders "disappear" for unknown reasons. This happened several times early on (actually I think it was my fault...I deleted when I meant to save). It has not happened now for a long time.
Also, every once in a while we all just get a feeling that faxes are not coming in like they should. This requires a rebooting of not only the fax machine but the computer to which it is connected. You will then see the Receiving Fax icon on the lower right of the toolbar begin to flash as faxes arrive.
If anyone would like a screen shot of my personal Paperport folders, PM me. I am too stupid to know how to put it on here.
Leslie
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L. Strouse, M.D.
Solo Internal Medicine
Southern Indiana
Last edited by Bert; 04/23/2009 1:17 AM.
