UpDox Desktop Workspace Support

Scanning Documents in-how many steps?

While there is a capture button within the workspace to “scan on the spot” it is slow. We recommend letting your current scanning software do the scan, and it usually ends up putting all new scan files into a default directory. Just point the WORKSPACE explorer on the left to that folder, drag the new file over and then it all works just like any new document in terms of assigning, saving, etc

VIEW SAMPLE SCREEN

If you are not seeing new messages, remember to click RECEIVE

You have a setting in TOOLS>> UpDox Settings>> to auto check emails, but we generally do not recommend that, since you dont want to have email checking interfere with your other work. Most people are in the habit of opening the message center and clicking RECEIVE when ready to process new messages: VIEW SAMPLE SCREEN

How do patient names refresh in the patient list in UpDox AC?

A user from Delaware wrote:
>
> 1. how long does it take before a new baby is added to updox list? We are finding that alot are not listed for a while.
>
> 2.we are inactivating duplicate listed patients from Amazing Charts. We are symbolizing them with a 12 in front of last name and it isnt showing that in updox. We arent able to determine which is the correct patient name to select and we are sending the reports to the wrong chart. Is there a setting that we can select to view the differences in the names?

Sometimes I am told a Fax sent from updox thru onebox is not received

The SEND FAX and SEND EMAIL windows, launched from the Designer Button black drop down arrow in the UpDox Workspace really are both sending out an email, but Onebox converts the message from the SEND FAX window from email to a fax, and sends it out from the Onebox network as a FAX. This is very cool, but there are a few caveats in the design…

Please make sure the following always occurs, if you are using the SEND FAX function in UpDox Workspace, or the Designer/Send Fax, which gets to the same window
Whenever you send out a fax from updox
There is a “from” account selected from the drop down in the email/fax designer
There is a 10 digit fax number (always has to be 10 digits and NO dashes or other characters, no preceding 1)
There is NOTHING else entered in the RECIPIENT OR COMPANY fields

The Cover Sheet box is NOT CHECKED (you can use the templating function for cover sheet)
There is SOMETHING typed in the subject, even if only one characer
Either you have typed in the body or there is also an attached pdf file from the document this started from
You click the SEND FAX
You see in the message center at bottom it goes from a count of 0 to 1 and to 0 which means it went out from updox, is not hanging in the outbox, etc

If all of that happens and the fax does not get thru to the recipient then something would have happened in the outbound send from onebox (really a rare event) or on the receiving end fax machine or network

Thunderbird email client using with UpDox Workspace

I have been exploring some alternative ways to leverage the workspace without having to use the message center in case you are having any issues connecting to your email accounts. If you use Mozilla’s thunderbird to connect to any email, and in particular to an IMAP Onebox, then you can do the following and it is interesting. If you are a staff member, you might be monitoring incoming faxes. You can open any message, where the fax is already an incoming PDF and if you want to send that to another person for their review, or send into a folder for processing, you can put your mouse over the file attachment and right click “detach” and select the folder on your network you want it to move to.

Then either yourself or another person, when ready to actually process these into the chart thru the workspace, merely use the workspace to explore that folder (maybe you labelled it Dr Smith’s new faxes to review” From there the file is dragged in and processed.

Just some thoughts in case you are having any issues with the message center itself or find that you prefer other email clients. If you have a Onebox, the Thunderbird Free Email client is particularly nice. It synchronizes in both directions, so if you move to folders or change folder names in the client, it also changes them in the web onebox as well.

If you are an UpDox Subscribed member please feel free to contact Dr Barbash for further information. All his contact info is on his personal website.

Newest version of UpDox Workspace

NEW RELEASE of the UpDox certified desktop workspace tools 4.6.0.4 is now available! (see below)

Download EMR Workspace for Amazing Charts –or-

Download the more generic Workspace Pro

I cannot open messages at all, what happened?

This can happen very rarely if something gets corrupted in the email database. If you have done the usual Tools/Clean Mailbox database, logged out and back in and this still happens..here is a document you can print and go thru. Do this very carefully. If you need help please let us know. (make sure you do backup first, all details in the document.

READ THIS VERY CAREFULLY-The steps you follow will completely erase the existing message center database–it will “refresh” that database by pulling the existing messages back in from your “other” place where they still reside, ie your Web Email account–IF you still have them there. 

How to completely erase and restore messages in updox message center

How do I Send Faxes OUT from UpDox?

Q: What are the different options for Faxing OUT from the UpDox Workspace? For example, one user notes that he has a onebox, but if he clicks box to send fax while saving document he gets an error that his onebox is not setup correctly
1. IF YOU HAVE A ONEBOX Executive (ie with a Fax/Phone number included) read here:

First go into Tools/Setup Email accounts and select which of your Onebox accounts (if you have more than one) that you are CERTAIN is an IMAP Fax/Voice/Mail extension and Click the box on right to “Set as Primary” This makes this account show up in the “FROM” field in the Send Fax window.

Then make sure that in the Tools/SetupMail/Edit acct window, the “outgoing server” user name and password is the same as the incoming. You can do TEST CONNECTIVITY to check this out.

Next just open the Designer, Drop down arrow to Send Fax. In the next designer window, similar to the email, you should see the name of that Onebox acct appear in the FROM. You just type in a 10 digit fax number (you must have 10 digits). You can ignore everything else (we actually suggest using a Template as your cover sheet instead of checking cover sheet box) Type in some text, or note whether the pdf is attached, and click SEND FAX.

If all of that is setup but it hangs in outbox or gives error, contact us and we can get online with you to go over it.

2. IF YOU DO NOT HAVE A ONEBOX EXEC Acct but use a local Fax machine/or server

The Send Fax message center button will NOT show up generally if you do not have the capability to connect thru a Onebox account. However, when you have a document in the workspace selected, you can Right Click, and select Print Workspace.  A list of your computers print drivers appear and if your fax software includes a fax print driver, it will show up here. From this point UpDox merely sends the document thru that, just as a Word file would.

3. If you use another Internet-based fax like Send2Fax, Ring Central, MyFax, etc–

Usually those include an email address that you can send the document out to, in which case you use the standard Send Email function, and keep that default address in your contacts list. However that service prefers you use headers, subjects, etc would be the same within UpDox as you might if sending out via Outlook or other mail client

How do I change the list of imported item folders when saving into AC?

Q: How do I change the list of “Type”s for imported documents for AC? The list has a lot of things I never use and is missing many that I must type in, e.g., Operative Reports, Hospital Records, etc.

A:The list coming from AC is the list of items AC provides, we do not replicate that list in a separate list however, as you know, you can also type in any name for a folder you want, and i think that imports as is to AC

If the documents dont show up in interface, check printer settings

If you “print to updox” and the document does not show up in the queue, even after clicking the Refresh button in the interface queue in the workspace, then you need to check the printer settings