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TABLE OF CONTENTS

• Introduction & Demonstration
• Considerations
  • Outlook
  • Multi-patient emails - How will you manage these?
  • Which folder?
  • Where does your correspondence get sent?
  • Should your Application account renamed?
• Setup
• Tip

Introduction & Demonstration

SystmOne can import emails and attachments from a folder in your Application account into the Acquired Documents screen for processing and attaching to patient records.

The following video is a brief demonstration of this process. The mailbox is shown several times to help the demonstration; however, the mailbox does not need to be open (nor accessible) by the user that initiates an import.

Considerations

Outlook

Use the 'Outlook Web App'. It is strongly advised that you do not attempt to use 'Outlook desktop' to manage the mailbox connected to SystmOne; 'Outlook desktop' can cause conflicts and errors due to how it is delayed or "behind" the real mailbox on the server.

Note: When the 'Outlook desktop' (AKA "Classic" Outlook) application is replaced with 'Outlook for Windows' (AKA "New" Outlook) this will not be a problem.

Multi-patient emails - How will you manage these?

SystmOne NHSmail import assumes each email is regarding a single patient and this is where it excels. Where providers send emails with multiple patients you will need to process these differently. Some options:

• (Recommended) Manage these emails separately - Set mailbox rules to move emails from these senders into a different folder or mailbox. Manually save the attachments in bulk and import into SystmOne Acquired Documents by other means. e.g. Drag & Drop or Paste into the green box; or import from a network folder.
• Manually review the mailbox - Before importing, check the mailbox contents and process these emails manually (as above via drag&drop, paste or network folder import)
• Import using SystmOne NHSmail import and manually split the document  - Under ideal conditions this can be performed safely, but has greater risk of human error that can lead to lost pages or pages being attached to the wrong patient record. This is especially the case for very long documents, or documents without clear page numbering. We recommend this is only completed where an email has slipped by another process (such as those above) and there are limited documents/pages to manually split within SystmOne.

Which folder?

By default SystmOne will use the 'Inbox' to import; however, you can select a different folder. This may be preferable if you wish to manually choose which emails are imported in each batch rather than everything imported at once.

For example: Create a sub-folder called 'SystmOne Import', set this as the folder in SystmOne; then move only the emails you wish to import there before clicking 'Scan Images'.

This may be useful if you wish to:

1. Prioritise particular emails
2. Use batches different kinds of emails

Where does your correspondence get sent?

Some surgeries already use their SystmOne Application account as their primary incoming address for correspondence and moving to SystmOne import will not require many changes.

If you are currently using a different mailbox you will need to consider how you move mail to the Application account.

• During controlled testing, you could simply forward emails manually from another mailbox.
• If you elect to move to SystmOne NHSmail import as a trial, a temporary option might be forwarding rules and or complete redirect of another mailbox; however, these are not reliable long-term solutions.
• If you choose to continue using SystmOne NHSmail import indefinitely, it is strongly recommended that permanent arrangements are made; such as advising senders to use the new address.

Should your Application account renamed?

If your Application account includes superfluous information such as ".sms" we recommend this is removed to avoid confusion. Please use the 'Submit a ticket' button above specifying the Application account you would like to rename.

Setup

1. Ensure the Application mailbox has been configured in line with Clinical System team guidance.
   e.g. SMS receipts/notifications automatically moved to a sub-folder
2. Authenticate the mailbox in Organisation Preferences and enable Document Management for NHSmail
   If the Status is already Authenticated you do not need to take action.
   1. Navigate to Organisation Preferences > Messaging > Mail Accounts
   2. Under Incoming set Service to NHSmail
   3. Enter your Application account address in Username
   4. Having ensured you are not signed into NHSmail in your browser with another mailbox (such as your own), click Sign in and sign into the Application account in the browser window.
      
   5. Once you've completed this correctly 'Not Authetnicated' will change to 'Authenticated' 
   6. Unrelated: It is advisable to set your SMS Delivery Notifications folder while here in case you ever elect to use this feature in SystmOne.
   7. Now go to Scanning > Document Processing
   8. Tick Use Document Management for NHSmail
   9. The use Select Folder and specify which folder you want to import from.
      e.g. 'Inbox' or another folder of your choosing.
      

Before your first import

It is advisable to ensure you do not have a large of emails in your import folder. If yo do, consider temporarily moving these to another folder so you can better see the process; you can import the larger backlog when you know it is working correctly.

How to import

See our video above.

After your first import

 SystmOne will create a 'Processed Documents' folder. It is highly advisable to assign a policy to this mailbox folder to automatically delete the contents after a period to ensure the mailbox does not hit the storage quota. See our information on setting a policy on a folder.

Tip

After using 'Scan Images' immediately work through the batch in full, checking each first page and selecting those that are redundant. You can then use 'Delete selected pages' to prepare the batch for processing in one go. Ensure you do not delete the emails that contain correspondence/content!
Why in bulk? Deleting pages causes the batch to re-order; doing so a single document at a time can be difficult to track.