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Captaris RightFax

FaxUtil User Guide

|Quick Reference |1 |

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|For Schedulers |3 |

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|For On-Site Coordinators |11 |

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|Using the Archive |18 |

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University of Washington Medicine

UW Radiology

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Shortcuts

Windows

• Ctrl + C Copy

• Ctrl + V Paste

• Alt+Tab Switch between open applications

• Tab Move to next field

FaxUtil

• Ctrl + R Route

• Ctrl + E Edit

• Shift + “+” Zoom in

• Shift + “-“ Zoom out

• F5 Refresh

IDX

• Ctrl + Ins Copy

• L Last entry

• F10 Close and go to previous screen.

List Management

• Click on an item on a list and type the first two letters or letter of the name

• Click on a list column name to change the focus of a search. This will also sort the column in ascending or descending order.

For Schedulers

1. Expand the “Other Users” container by double clicking it. Expand the !OPEN_QUEUE followed by the “Main” folder. In the “Main” folder of the !OPEN_QUEUE, open a fax by double clicking on it.

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2. In the RightFax Viewer window, click “Fax” from the menu bar and select “Assigned from Information…”

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3. Enter the Patient’s name, last name first, in the “Name” field. Enter their “MRN” prefix with “U” as shown below.

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4. Save the information by clicking on “OK” button and close the RightFax Viewer window by clicking on the “X” at the top right corner of the window.

5. Route the fax to its PENDING queue appropriate to its modality. This is also known as the Scheduler’s queue as displayed under “Description” in the “Route Fax” window. Routing can be done by one of three methods:

a. Right-click on the fax and select “Route…” or

b. Click the third mailbox icon on the tool bar or

c. Click “Fax” from the Menu bar and select “Route…”

WARNING: Do not drag-and-drop between window pans or use the “Forward…” function!

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6. Select the PENDING queue of the appropriate modality. Click the “Add” button. The queue name should appear in the “Destination users:” box. If there are any other names in the “Destination users:” box, please delete them. Click the “OK” button to route the fax.

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7. Schedule the Exam in EPIC Hyperspace.

8. Schedule the Exam in IDX.

NOTE: You can have EPIC, IDX and FaxUtil running at the same time to allow quick toggle between the applications. The best method to toggle is to use the key combination of Alt+Tab. Holding the Alt key as you press the tab button multiple times will allow you to flip through all the open applications on your computer. Each application is represented by its Windows icon and name.

9. Click on the Main folder of the PENDING queue. Open the fax and click “Fax” from the menu bar and select “Assign From Information…”

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10. Enter the accession number from IDX by highlighting the number and press the key combination Ctrl+Ins (Insert) to copy the number. Click on the “ACCESSION” field and enter the number by keying in Ctrl+V or right-click and select “Paste.” You can type the number manually if you prefer. Click on the “OK” button to save the Accession number.

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11. Close the fax by clicking on the “X” box at the top right corner of the window.

12. After closing the fax, right-click the fax on the list and select “Edit.” Click on the “Cover Sheet Notes” tab and enter “S” followed by your full name and a semi-colon in the “Comments for your Records field.” The “S” indicates it has been scheduled or signed off. Click on the “OK” button to save the comments.

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13. Route the fax to the SCHEDULED queue of the appropriate modality by right-clicking the fax on the list and selecting “Route…”

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14. Select the SCHEDULED queue of the appropriate modality. Click the “Add” button. The name of the queue should appear in the “Destination users:” box as shown below. If there are any other names in the “Destination users:” box, please delete them. Click the “OK” button to route the fax.

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As a Scheduler, you are now done. The next portion of this Manual details the steps for an On-Site Coordinator. Please continue if you also have the role of On-Site Coordinator.

For On-Site Coordinators

15. Click on the Main folder in the appropriate SCHEDULED queue.

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16. Open the fax and send it to a printer by clicking on “File” and selecting “Print…”

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17. Select a printer and click the “Print” button.

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18. Immediately after you print the fax, you must route it to the UWMC_ARCHIVE queue. Close the fax by clicking on the “X” at the top right corner of the window.

19. Select the fax from the list and right-click it and select “Edit…”

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20. Click on the “Cover Sheet Notes” tab and enter “A” followed by your full name in the “Comments for your Records” field to sign off to archive. Click on the “OK” button to save the comments.

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21. Route the fax to the UWMC_Archive queue. Select the fax on the list. Right-click on the fax and select “Route…”

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22. Select the UWMC_Archive queue from the list. Click the “Add” button and the queue name should appear in the “Destination users:” box. If there are any other names, please delete them. Click the “OK” button to route the fax.

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Using the Archive

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How to Sort

Faxes can be sorted in ascending or descending order by any of the column headers. Select a column and click on the column. Click again to reverse the sort order. An upside down triangle▼ next to the column name indicates a descending sort and a triangle ▲ indicates an ascending sort.

Create a Filter(s)

FaxUtil also provides customized searches with filters. Filters are configured by specifying a condition(s) on a column. A filter can be created to search for any faxes with the name of “TEST” or with a specific MRN number. Follow the steps below to create a filter.

1. Right click a column name and select Filter.

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2. Enter the search criteria.

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Filters can be assigned to multiple column names. A filter can be identified by a set of less than and greater than symbols, . A filter can be removed by right-clicking on the column name and selecting “Clear Filter.” To restore the original view and to clear all filters, right-click on any column name and select “Clear All Filters”.

How to organize Column(s)

Columns can be arranged in any order by the click and drag method. Select a column title and drag left or right. Another method to organize the columns is to hide them. Right-click the column name and select “View” or click on “List” from the menu bar and select “View.” The items with a check are columns that are visible. A check can be added or cleared by selecting an item. All column settings are saved on a per user basis and will be saved after a successfully log off from the FaxUtil client.

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