Secure Email

Compose

Create a New Secure Email

1. Click on Compose

2. Select the recipient type and enter their email address

a) The instructions for each recipient type are listed below. 

3. Enter the subject of the email

4. Enter your email message in the content field.  

5. Once complete click the send button.

Sending to Staff Member

1. Select ‘To Staff’’ option and enter the staff member’s email address. 

2. If the staff member is registered, select the email address from the results.

3. If the staff member is not registered an option will appear to register their email. Select the ‘Register Staff’ button. 

4. Confirm the email address and select ‘Begin’.

5. Complete the fields with the user’s information. 

6. Select ‘Save Changes’ to add the staff member and then close the window.

Sending to a Patient

Note: This requires the patient to log in with a temporary 4-digit passcode and an auto-generated username

1. Enter the patient’s email address. If a matching result appears, select it. If not you will see a ‘Register Patient’ button to select. 

2. Complete the fields with the patient’s information. 

3. Select ‘Save Changes’

4. The patient’s username and password will be shown for their online portal. Provide this to the patient and close out of this screen.

To Other Office

Note: This requires the other office to have a free account on file to access patient records.

1. Enter the other office’s email address. If a matching result appears, select it. If not you will see a ‘+’ button to select. This will invite the other office to register via email.

Adding Secure Attachments to an Email

1. Click on ‘Select from your Computer’ link. 

2. Locate your attachment within file explorer. 

3. Select ‘Open’.

4. Click the ‘Send’ icon when your email is ready to send.

Inbox

The inbox holds any secure emails you have received.

Open an Email

  • Click on the row of text. 

Once open you can read the content and either choose to reply, reply to all recipients on the email, or forward the email to a different email not currently listed.

Reply to an Email

  • To reply, reply all, or forward click on the appropriate button
  • Enter the message you want to add to the Email Content section and click the ‘Send’ button.

Sent

The sent option shows all the secure emails sent from your OperaDDS account. Quickly see who the email was sent to, a brief description, and the date sent.

Choose Folder

The sent option shows all the secure emails sent from your OperaDDS account. Quickly see who the email was sent to, a brief description, and the date sent.

Drafts

The sent option shows all the secure emails sent from your OperaDDS account. Quickly see who the email was sent to, a brief description, and the date sent.

Trash

The sent option shows all the secure emails sent from your OperaDDS account. Quickly see who the email was sent to, a brief description, and the date sent.

Manage Folder

Any folders you wish to create will be done under the Manage Folder option.

Create a New Folder

1. Click on the New Folder button.

2. Enter the name of your folder.

3. Then click ‘Save Changes’.

4. You will then see your folder listed. If you would like to change the folder name or delete the folder entirely, use the action items to the right.

Manage Groups

The manage group section allows you to create a group with multiple user emails. This will allow you to send emails quickly to one group email rather than listing each individual user.

Create a New Group

1. Click on New Group 

2. Enter the Group name you would like to use.

3. Add each email address in the member field.

4. Then click on ‘Save Changes’.

Actions

File Storage

Use this space to store images and documents that can be shared with other offices.

Create a New Storage Box

1. Click on New File Storage 

2. Enter a name you would like the box to be labeled 

3. Enter a  description of the box. 

4. Choose the office from the drop-down menu where you would like to share the files.

5. Then select ‘Save and Continue’.

Filters

  • Click on the drop-down arrow to the right of the All Boxes button
  • Filter by
    • File storage you have created
    • File storage created by your practice
    • File storage shared with your practice

Cases

Displayed are cases that have been created including the Case #, Patient Name, Created By, Lab/Referral, Date submitted, Due Date, Type of Case, Status, and Actions.

To View/Edit an Open Case

  • Click on the case number
  • Here you can edit the Case status. Options include:
    • Case Submitted
    • Action Required
    • Received
    • Patient Scheduled
    • Case Closed
  • Edit/Update which practice(s) the case has been shared with by selecting the practice in the drop-down share with box.
  • If any changes have been made select the Save and Continue button.
  • Next, you can edit any case details. Make any necessary changes and select Save and Continue.
  • You can add any new attachments to the case using the upload option. If there are previous attachments, view or edit those as well using the action items.
  • To download the case information select the Download Case button. You may also send a notification to the shared practices via email alerting them to the case changes using the Notify button.

To Create a New Case

1. Select the ‘New Case’ button.

2. Enter all the fields including due date (optional), Lab/Referral, the practice you wish to share with, and the patient. 

3. Once complete select ‘Save and Continue’.

Labs

To Add a Lab

1. Click on Manage Labs & Referrals

2. Select ‘Add Labs & Referrals’

3. Enter the company information and perform a search.

a) If an office is not found there will be a button to invite the Lab/Referral.

b) Enter the Company Name and Company Type*

*Selecting anything other than Lab will be marked as a Referral.

Referrals

All the specialists that have been added will be shown in this section. To Add a Referral see Labs