Background
Tools Involved
Privacy & Security
Step-by-step Guide
Transmission Notification
Questions
Background
VCH technology enablers are being rolled out to support Virtual Health. A secure email-to-fax service has been purchased for use for Providers (Physicians, Psychiatrists and Nurse Practitioners) who need the ability to prescribe remotely during the COVID-19 crisis.
Providers will be able to “fax” their hand-written prescriptions securely via email. Existing procedures used for remote prescribing and virtual health continue to be in place – VCH is making this additional digital enabler available due to Provider requests.
In order to utilize the fax service, VCH Providers must use their VCH issued email account on their mobile device which can be either a VCH Issued Device or an authorized, Bring Your Own Device, BYOD.
Note: Providers must user either 1. MobilePASS+ to remote in to their VCH webmail or 2. A Device that is registered with ActiveSync (ActiveSync enables Providers to have their VCH email routed directly to their mobile device’s email application).
For Providers would like to elect to enable ActiveSync on their device, click here for information on how to set this up. Click How Do I access work email on my mobile device.
The following instructions are for VCH Providers Only (Physicians, Psychiatrists and Nurse Practitioners) for use with VCH patients to support care and prescribing while working from home or remotely.
Tools Involved
There are two components involved – one requires a free download from the app store specific to your mobile device.
TurboScan* – download from the respective app store to the mobile device
*Free version (Do not download TurboScan Pro, as there is a cost)
The other component involved is a service called SRFax which has been purchased for use by VCH for their Providers. There is no direct cost to Providers – it is available for you to use to send a scanned image of a prescription via your VCH email. It does not require a download of an application.
Privacy and Security
The following is required to ensure that privacy breaches pertaining to patient care are avoided.
Provider must use a Health Organization issued VCH email account to send the Photo/PDF. We cannot guarantee that non-health organization accounts (Gmail, Hotmail, Shaw, Telus, etc.) have their data stored in Canada and their use is therefore not in compliance with Freedom of Information and Protection of Privacy Act (FIPPA).
Note: SRFax is restricted to vch.ca accounts only to send faxes. Use webmail.vch.ca to sign in using your LAN login (vch\initiallastname) or use your ActiveSynced mobile device.
1. iCloud and uploads to iCloud must be turned OFF.
2. Mobile device must have a Passcode.
3. Delete the TurboScan Photo after receiving confirmation that the document has been sent and received.
4. Delete the Email after receiving confirmation that the document has been sent and received.
5. Ensure the correct pharmacy fax number is inputted. If the pharmacy fax number is unknown, it is recommended that prescription is sent to respective team site for further action.
6. Retain the paper copy of prescription in a secure location until it can be stored in the patient’s paper health record on site.
Information
- SRFax solution has been endorsed for use by the VCH Information Privacy Office and IMITS Enterprise Architecture Security.
- Data is immediately encrypted in AES 256 and stored on Amazon Web Services (AWS) Canadian data centers until retrieved. Once sent, there is no storage of the fax on the server.
Step-by-Step Guide
1. Open the App Store on your Mobile Device. Search for TurboScan (Do not download Turbo Scan Pro)
2. Download to the device.
3. Print/Write the prescription *ensure Full Name, PHN, DOB are completed for patient.
4. Sign *wet signature required and ensure Provider Name, Prescriber Phone Number and CPSID # /MSP # are clearly identified.
5. Open TurboScan.
Note: the first time you open it, you will have to click through the permissions and permit access to your camera.
6. Click the Camera icon on the bottom left corner.
7. Hold your mobile device over the prescription. The app will form a red square noting the edges and automatically take a photo.
8. You will now be shown a preview of the prescription photo. Validate that it is clear and legible.
9. Click Next in the top right corner
10. The document is now stored within the application.
11. Click your document to reopen.
12. Click the Icon in the bottom left corner
13. For Providers who have a VCH Device or using ActiveSync to use VCH email through your mobile device, follow Method A. For Providers who have a BYOD (Bring Your Own Device) without ActiveSync follow Method B.
Method A
- Click Email as PDF. This will open into your default email application into a new email message.
- Your email will open with the image within the message body.
Insert the following:
To: ##########@srfax.com (replace the “#” symbols with 1+AREA CODE+PHARMACYFAX)
Subject: Prescription for PATIENT LAST NAME, FIRST NAME
Body: Your name and contact information must be added in order for the pharmacy to validate who the prescription came from. In addition, the pharmacist may need to contact you if there are any questions regarding the prescription. The cover sheet only includes generic VCH information.
Once email has been validated and ready for sending. User can click on the Send button in the email window. A confirmation email will be sent back to you within 5 minutes, depending on volume.
Method B
- Click Photos. This will save the image into your mobile device photo storage. You will need to attach this image into your webmail separately.
- Once prescription has been saved to a photo, open your mobile device web browser.
- Go to webmail.vch.ca and open your VCH email using your VCH login/password using MobilePASS+
To: ##########@srfax.com (replace the “#” symbols with 1+AREA CODE+PHARMACYFAX)
Subject: Prescription for PATIENT LAST NAME, FIRST NAME
Body: Your name and contact information must be added in order for the pharmacy to validate who the prescription came from. In addition, the pharmacist may need to contact you if there are any questions regarding the prescription. The cover sheet only includes generic VCH information.
- Add Image of Prescription
Once email has been validated and ready for sending. User can click on the Send button in the email window. A confirmation email will be sent back to you within 5 minutes, depending on volume.
- Go into your mobile device photos and delete image of prescription
14. Return to the TurboScan application
15. Click the Wheel in the top right corner and your settings will open.
16. Under Document and Storage Options, select Upload & remove storage.
17. Scroll to the bottom and select Delete all Documents.
18. Next, go into your email Sent folder and delete email.
19. Retain paper copy of prescription in a secured location until you delivery it to site to place in the patient’s Clinical Health Record.
Transmission Notification
After a few minutes, you should receive a notification whether the SRFax Transmission is Successful or Failed.
Questions?
Email virtualhealth@vch.ca