Messaging Section

The Messaging section of the application provides the functionality to conveniently interact with your office staff and CollaborateMD via our HIPAA-compliant internal messaging system.

The following help pages are supported by the current version of CollaborateMD. Please follow the curriculum outline to receive the proper training associated with this section.

The Messaging section was created to enable CollaborateMD users in your account to communicate electronically in a highly secure environment. While you can and possibly already communicate electronically via e-mail, e-mail communications are not encrypted and thus not secure enough to discuss patient treatment, insurance claims, etc. Discussing confidential medical information via e-mail may be a violation of HIPAA requirements. 

With CollaborateMD Messaging, your communications are stored on our server, where they are secured by 128-bit SSL encryption. Only the recipients you specify can see your messages. The CollaborateMD Messaging System is not designed to replace your current e-mail system, as you can only use it to send messages to other CollaborateMD users in your account. It is only meant to provide a means of confidential, secure messaging system. You can also use this section to send messages to CollaborateMD Accounting, Support and Sales Representatives.

New Message

Follow the instructions below to add a new message:
  1. Go to the Messaging section. 
  2. Click the Messaging tab.
  3. Select New Message.
  4. Click To to add your message recipients. Use the search box towards the bottom of the screen to quickly find the recipient. Note: When the Select Recipients window opens, you can choose to send a message to CollaborateMD AccountingSales, or Support
  5. Click on the check box next to each contact you would like to send the message to. 
  6. Click Ok. 
  7. Enter your subject.
  8. Begin typing your message.
    • You can format your message using any of the options below:
      • Bold
      • Italicize
      • Underline
      • Change Font
      • Change Font Size
      • Change Font Color
      • Add Hyperlink
  9. Click Send when you are satisfied with your message.

Reply to a Message

Follow the instructions below to reply to a message: 
  1. Go to the Messaging section. 
  2. Click the Messaging tab.
  3. Select or open the message you wish to reply to by double clicking on the message.
  4. Click Reply to reply only to the sender, or click Reply All to reply to all recipients.
  5. Compose your message.
  6. Click Send when you are satisfied with your message.

Forward a Message

Follow the instructions below to forward a message: 
  1. Go to the Messaging section. 
  2. Click the Messaging tab.
  3. Highlight or open the message you wish to forward. 
  4. Click Forward. 
  5. Select your Recipients by clicking To.
  6. Click Send when you are satisfied with your message.

Create Task from Message

Follow the instructions below to create a task from the Messaging section
  1. Go to the Messaging section. 
  2. Locate and select the message you wish to create the task out of and then click on the Create Task button.
    1. When the New Reminder window opens, the Description will automatically populate the subject that's associated to the message. 
    2. Before saving the task, feel free to make any additional changes to the date, description, links, priority, or assignee if necessary. 
    3. Once you are satisfied with your changes, click the Save button.

    Search for Messages

    Follow the instructions below to search for messages: 
    1. Go to the Messaging section. 
    2. Click the Messaging tab.
    3. In the search bar, enter any identifying keywords, dates, times, username, etc.
    4. Your message list will only show results that match.

    Archiving Messages

    Messages are archived when you get over 4,000 non-deleted messages in order to prevent an excessive amount of messages to be downloaded upon logging into your account. By default, Auto Archiving is turned ON for all users. CollaborateMD will automatically archive message when they reach 4000 messages. Archived messages are stored into a new Archive Folder under the Messaging tab and the name of the folder will be the date the messages were archived. 

    Auto-Archive Messages
    Follow the instructions below to auto-archive messages: 
    1. Go to the System section.
    2. Select Advanced Options.
    3. Click Messaging Options.
    4. Messaging Archiving should be turned On. Note: Turning the message archiving feature off or setting the number messages allowed greater than 4000 may cause a substantial performance degradation. 
    5. Enter the minimum number of messages allowed before the system auto-archives them. 
    6. Select the option to Never Archive Sent Messages if you don't want sent messages to be archived. 
    7. Once you are satisfied with your changes, click the Save button.

    Manually Archive Messages

    Follow the instructions below to manually archive messages: 

    Note: This should not be used regularly. For regular archiving, please see Auto-Archive Messages.
    1. Go to the Messaging section. 
    2. Click the Messaging tab.
    3. Right-click on the left side panel and select Archive.
    4. Enter your Archive Messages Settings:
      • Archive messages more than: From the drop down menu, select the age of messages that you would like to archive.
      • Place messages in archive folder name: Enter a folder name so you can identify which folder these archived messages are stored in.
      • Archive messages located in: Select which mailbox you would like to archive messages from.
    5. Select Run.
    Find Archived Messages

    Follow the instructions below to find archived messages: 

    1. Go to the Messaging section. 
    2. Click on the Messaging tab. 
    3. Double click on the Archive folder located on the left hand pane. 
    4. Double click on the folder with the appropriate archive date and choose from Inbox Items or Sent Items.
    5. Once selected, a dialog window will display confirming if you would like to download the messages now. Choose Confirm
    6. The messages are now downloaded. 

    Message Templates

    Message Templates can be used to help save you time by creating one generic version of a message that you tend to send to users frequently.

    New Template Message

    Follow the instructions below to create a new message template.
    1. Go to the Messaging section. 
    2. Click the Messaging tab.
    3. Select New Message.
    4. Enter a Subject 
    5. Begin typing your message within the contents area.
    6. Click Save Template when you are satisfied with your template message.

    Send Template Message

    Following instructions below to send a template message:

    1. Go to the Messaging section. 
    2. Click the Messaging tab.
    3. Select New Message.
    4. Click To to add your message recipients. TipUse the search box towards the bottom of the screen to quickly find the recipient. When the Select Recipients window opens, you can choose to send a message to CollaborateMD AccountingSales, or Support
    5. Click on the Messaging Template icon within the Subject line.
    6. Select the Template message desired and make any necessary modification
    7. Once you're satisfied with your changes, click Send

    Search/Edit Template Messages

    Following instructions below to search or edit a template message:
    1. Go to the Messaging section. 
    2. Click the Messaging tab.
    3. Click the Templates folder.
    4. Search for the template you're looking for, or double click on a template to make modifications. 
    5. When you're satisfied with your changes click on the Save button.

    Delete Template Message

    Following instructions below to delete a template message:

    1. Go to the Messaging section. 
    2. Click the Messaging tab.
    3. Click the Templates folder.
    4. Highlight or open the template you would like to delete. 
    5. Click Delete.
    6. When prompted to permanently delete the message, click Yes.
    Note: Right Click Capabilities available; right-click on the template and select Delete.

    Utilities

    Create a Folder

    Follow the instructions below to create a folder: 
    1. Go to the Messaging section. 
    2. Click the Messaging tab.
    3. In the left side panel, right-click and select New Folder.
    4. Enter your folder name. 
    5. Select Ok.

    Print a Message

    Follow the instructions below to print a message: 
    1. Go to the Messaging section. 
    2. Click the Messaging tab.
    3. Highlight or open the message you would like to print. 
    4. Click Print.

    Delete a Message

    Follow the instructions below to delete a message: 
    1. Go to the Messaging section. 
    2. Click the Messaging tab.
    3. Highlight or open the message you would like to delete. 
    4. Click Delete. 
    5. When prompted to permanently delete the message, click Yes.

    Spell Check

    The Spell Check feature compares words that you're typing with those in the CollaborateMD default dictionary, and determines the correct spellings. This feature will help ensure accuracy and professionalism in a variety of different situations. 

    Spell Check is performed in free form fields throughout the application. It's available throughout the application where we have "large" text fields (e.g., Task Reminder, Task Description, Company News, Messaging, and all Note fields). 

    Important: Single line text fields are not supported (e.g., search fields or regular text entry fields). In addition, Spell Check does not check words that are miX case or ALL CAPS, and it has very limited grammar checking for the following basic rules:

    • A vs. An (i.e., It will highlight if you type "a animal" and suggest changing it to "an animal"). 
    • Repeated word (i.e., It will highlight if you type "page page" and suggest changing it to "page"). 
    • Sentences start with uppercase (i.e., It will highlight "One. two." and suggest changing it to "One. Two.").
    Words that are underlined in blue represent words  that are grammatically incorrect, and words that are underlined in red are words that are misspelled. When these lines appear, right click on the word, and then make selections from the corrections menu. 

    Note: Currently there is no way to turn off Spell Check.

    Spell Check Dictionary

    The dictionary contains most words in the English dictionary, but it may not include all medical specific terms, technical terms, or acronyms you may use on a daily basis. In addition, some words in the default dictionary may be capitalized or spelled differently than what you expect as you are typing. Adding these words or capitalization to a custom dictionary prevents the spell checker from flagging these words as mistakes. 

    The dictionary is stored on each user's local computer in the .Collaboratemd folder. The dictionary is therefore based on the current OS (Operating System) user (i.e., not the user in CollaborateMD) on the current computer. 

    Follow the instructions below to edit your spell check dictionary:

    1. Go to the System section.
    2. Click on the Login tab and then click on the Advanced Options button. 
    3. In the Local Cache box, click the Browse Local Files button. 
    4. In the file browser window, go up one directory level. This should take you to the .collaboratemd folder. 
    5. Double click on the dictionary.dat file. Note: You will not see this folder unless you have added at least one (1) word to the dictionary. 
      • If you receive a dialog indicating Windows can't open this file, choose to Select a program from a list of installed programs. Select Notepad, or any plan text file program, and choose Open
    6. A plain text file will open, do one of the following:
      1. To add a word, add a new line with the word in the text field.
      2. To delete a word, highlight the word and press the backspace key on your keyboard.
      3. To remove all words, right click and Delete the dictionary.dat file. Note: The program will re-create this file when needed (e.g., A new word is added to the dictionary). 
    7. When you are satisfied with your changes, click on the File tab in the notepad and select Save. Note: Users will not see any changes until they log out and log back into CollaborateMD.