eChat is an internal electronic messaging service allowing users to send messages to one another either individually or in groups to minimise the need for verbal communication in front of the patients

eChat Setup

eChat Settings and Preferences

The eChat Settings allows for individuals to set their personal preferences of using the feature, including how they will be notified of incoming messages and if sound is attached to an alert. 

1. Open eChat Inbox
   
   
2. Click the eChat Settings icon
   
   
3. Refer to the below table to understand each option
   
   

User Settings

Open to: eChat Inbox – Inbox will open onscreen as soon as user logs on.
                D4W Tray – Inbox will be minimised when user logs on.

Display Messages: 2, 3, 4 or All Rows. The more rows showing, the more of each message the user can see without opening (Viewing) the message.

Sound: Select the sound to be played when a new message is received.‘Notify’ is the shortest sound in the list and will be on by default

D4W Tray Flashes (on New): Select the duration the eChat tray flashes for when a message is received: Never, Always, 5 Times, 1 Minute
Open eChat inbox on incoming messages: Tick Check Box if the eChat window should always show when a message is received
Groups: Setup customised groups of recipients to send messages to that group. If a recipient is inactive then the message will not be sent to that recipient.

Confirm Logout: Tick check box if a confirmation message is required at the time of logout

Message

Press <Enter>: Select the eChat action when Enter is pressed on the keyboard: Add New Line or Send Message

Default Recipient Type: Select the recipient type already selected when creating a New Message: All, Users, eChat Groups, D4W Groups

Default for ‘Move to Archive after Sending’: Tick check box if all messages should be Moved to Archive after replying to them

Setup eChat Rooms instead of Individuals Employees

Setup eChat Rooms if computers are shared daily between staff members to avoid missed messages from inappropriate use, i.e. forgetting to log in/out. 

Please be aware that this setup will not work with practices using Setup Personal access security.

Create 'Room' Staff Members

1. Go to Location Management > Staff tab
2. Operations menu > New Record / Click Add icon 
3. Enter a Surname and Firstname to identify the Room in eChat     
                
4. Repeat for all 'Rooms'
5. Next, ensure each 'Room' is setup to use eChat in Security 

Setup Security Features in Dental4Windows

Login as a 'Room'

When logging in to eChat, enter the Username and Password of the relevant Room, not the individual employee.

Click here for instructions on using eChat.

Login to eChat

These steps are for those not using auto-logon for eChat. 

1. Click on the eChat Tray at the bottom right hand corner of the software
   
   
2. Enter your username and password
   
   

When a user is logged in to eChat, the image will change to 

eChat Security Options

Follow these steps to apply security against the use of eChat.

1. Go to Location Setup > Security tab
2. Click Security Status icon 
3. eChat: Authorised to use: click check box to place a box or click again to mark a tick
4. A solid box and line in the check box indicates that all users can access eChat with their User name and password 
5. A tick in the check box indicates that some users can be denied access to eChat based on their User name and password 
6. eChat: Send Messages mark tick or click again to leave blank
7.  A tick in the check box indicates that a User name and password is required before sending an eChat message. To send an eChat message, a user would need access to eChat prior 
8. A blank check box indicates that a User name and password is not required before sending an eChat message  
9. Select the employees who can / cannot perform actions per above steps. 
10. Go to the Users sub-tab
11. Highlight the employee name
12. A tick against a setting in Modes/Actions means the user can perform the action
    
    

To setup based on the user groups, e.g., User, Administrator, go to the Groups sub-tab and follow the same steps. This is faster than individually setting up.

Automatically Send eChat Message to Provider upon Patient Arrival

When a patient is marked as Arrived in the Appointment Book, an automated message - with sound - can be sent to the relevant Provider via eChat. 

1. Go to Location Setup > System Tables tab
2. System Tables: Notifications
3. Click the edit icon against Patient Arrived
1. Tick Activate Notification for Patient Arrived
   
   
   
2. Select who to send the notification to
1. For Provider: will send to the Provider selected in the appointment (recommended)     
2. Appointment Book in Providers: will send to the Provider linked to that appointment book in Providers tab
3. Send to Online users only: Tick to only send if the Provider is online
4. Excluded Providers: Click the edit icon to select who to never send these notifications to
   
   
5. Click OK   
   

Using eChat

View Incoming eChat Message

1. Incoming messages can be viewed and replied to. 
2. Open the eChat inbox         
                                                                         
3. Right Click on Message >Open   
                                                                     
4. Click Reply or OK to close
   

View eChat Inbox

Open eChat Inbox

There are two options for opening the eChat inbox. 

1. Click the upwards arrow in the eChat tray
   
   
2. Go to menu > eChat

When the eChat tray indicates numbers like this , it means that there is x number of unread messages to total messages in your eChat inbox. In this example, there is 1 unread message out of a total of 2 messages in the inbox.

Minimise eChat Inbox

There are two ways to minimise the eChat inbox. 

1. Click the minimise icon on the eChat inbox
   
   
2. Click the downwards arrow on the eChat tray
   

Send eChat Message

1. Open the eChat inbox
   
   
2. Click on the New Message icon
   
   
3. Double click the recipient/s of your new message in the Recipient list
   
   
4. Enter message
   
   
5. The icons shown in the New Message window are designed to quickly insert commonly used details.
1.  Date/Time: Inserts a current date & time stamp
2.  Employee: Inserts the Title, Firstname and Surname of the current logged in eChat user
3.  Patient: Inserts the Title, Firstname and Surname of last patient viewed in Patient Details
4.  Find a Patient: Allows you to find a patient and insert their Title, Firstname and Surname
5.  Spell Check: Performs a spell check of all words entered within the message
6. Additionally, the user can user a Fast Note to add commonly used instructions quickly. Setup Fast Notes in Location Setup > Fast Notes tab.
7. Click Send

Reply to eChat Message

1. Open the eChat inbox
   
   
2. Right Click on Message > Open
   
   
3. Click Reply
4. Enter the reply message. See Send eChat Message section above for details on the icons and fast notes
   
   
5. Click Send