Setup & Manage eChat in D4W

Setup & Manage eChat in D4W

QuoteBelow are instrcutions on eChat Settings and Preferences, Setup eChat Rooms instead of Individuals Employees, Login to eChat, Log Out of eChat, eChat Security Options, eChat Message Management, Automatically send eChat message to Provider upon patient arrival and Archive an eChat message. 

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. 

Info
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 

Login as a 'Room'

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

InfoClick here for instructions on using eChat.

Login to eChat

InfoThese 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 

Log Out of eChat

Log out of eChat when a user is no longer using it or another user has to log in. 

  1. Open eChat Inbox

  2. Click the Lock icon

  3. Click Yes to log off

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.

eChat Message Management

Message Management is used to search for messages that have been sent or received with filters.
  1. Open eChat inbox
  2. Click on the settings Message Management icon

  3. Use drop lists to filter messages then click Retrieve

  4. Tick Advanced Options to see more filter options. See the table below for a description of each filter selection
Filter
Sent to / Received from: Select if you are looking for sent or received messages
Any User / Individual: Select who you would like to see messages sent or received by/to


Advanced Options 
Any / Unread / Read: Select the type of message you would like to view
Created From: Select the date to begin the search from
Show Full Text: Select if you would like to see full or part message
With Text: Select key words to base the search on
Retrieve: Press this button when ready to start search

You can reply to a message shown in Message Management if viewing Received from messages. Right click on the message then select Reply.

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   

Archive an eChat Message

A message can be archived after its been replied to or read. 
  1. Open the eChat Inbox       
                                                                 
  2. Right click on the message > Move to Archive

Alternatively, skip these steps while replying to a message that needs to be archived afterwards by ticking the check box labelled Move to Archive after Sending, just below Fast Notes, then press Send.

See eChat Message Management section above for more information on archived messages. 

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