It’s easy to start using ShieldQ to manage and store incoming scheduling requests and patient information into a secured, centralized repository.
Here’s how it works:
Once you sign up for ShieldQ, you can add the team members you’d like to handle and share documents with. Then, add the incoming channels (services) you want to use, choosing one or all services: receiving secure faxes, secure emails, secure uploaded documents.
ShieldQ makes it simple to find reservations, letting you specify search terms (e.g., scheduled procedure date) via the customized properties features. You can also store scheduling requests long term by setting retention policies to meet your hospital's specific requirements.
The following guide explains how a small-sized scheduling team sets up the ShieldQ service. Two employees handle incoming scheduling requests; eight more employees work in three different departments around the hospital; scheduling requests are received by faxes, emails and web forms.
Configuration. For this ShieldQ account, you would add 10 users, a single fax number and a dedicated scheduling email address. All services are highly secure HIPAA-compliant and PCI DSS level 1-compliant.
| Steps | Description |
|---|---|
| Step 1: Sign up | Click here to sign up for ShieldQ. |
| Step 2: Sign in | Click here to sign in to your ShieldQ account. |
| Step 3: Add the team | For each team member: - Click the Account Management ⇒ Users menu item. - Click the Add (+) button to add a user. - Add a new, unique username. - Insert the user’s email address. The user will receive an email to activate the account. |
| Step 4: Add a group for each team/department | - Click the Account Management ⇒ Groups menu item. - Click the Add (+) button to add a group. Provide the group with a unique, easily identifiable name. -Add users to the group (If a new employee joins, be sure to add this user to the group, so that this new user will also be able to access previously received scheduling requests). Repeat this step four times: one group for the scheduling team, and three more groups for the different departments |
| Step 5: Add a fax number | - Click the Account Management ⇒ Services menu item. - Click the Add (+) button to add a service. - Assign a fax number to a reservations department user (this user will “own” each incoming secured fax). - Select the “Receive faxes” option. - Select the user country and area code. - Insert the user’s email address, if you’d like that user to be notified about the new service. |
| Step 6: Add an email address | - Click the Account Management ⇒ Services menu item. - Click the Add (+) button to add a service. - Assign an email address to a reservations department user (this user will “own” each incoming secured email). - Select the “Receive emails” option. - Insert the user’s email address, if you’d like that user to be notified about the new service. |
| Step 7: Add your own search terms | To find scheduling information quickly, you can add your own search terms to documents, such as: - “Procedure date” [date-type property] to insert the date of the procedure. - “Patient name” [string property] to insert the patient's name. (For the scheduling request reference number, you can use the existing “Reference” property.) - Click the Account Settings ⇒ Customized Properties menu item. - Click the Add (+) button to add a property. Repeat the abovementioned steps for all search terms that you'd like to add to your documents. |
| Step 8: Set a retention policy | Hospitals generally set up retention policies to keep scheduling documents three months after the procedure date. To set a three-month retention policy: - Click the Account Settings ⇒ Storage Policy menu item. - Select the checkbox for “Storage period by customized property.” - Select the "Procedure date” for the “Date Customized Property” field. - Insert “3” in the “Duration” field. - Select “Months” in the “Duration Parameter” field. |
| Step 9: Create a shared queue | To automatically share received faxes and emails with the scheduling team members, take the following steps: - Log in to the service that the user created initially which holds the services. - Click the Settings ⇒ Auto Sharing menu item. - Select the checkbox to enable automatic sharing. - Click the Add (+) button to invite the group. Note: We recommend adding “Can edit” permissions to the group, which lets all the group’s users edit the Subject, the Reference and other Customized Properties. |
| Ongoing usage | Share your new contact information - Notify all of your contacts (other hospitals, doctors and clinics) of the new methods to reach your scheduling team by fax and email. - Alternatively, set up call forwarding and email forwarding from your existing fax number and email address to the corresponding ones in ShieldQ. |
| Scheduling employee usage: How to handle new scheduling requests |
- Open the ShieldQ inbox. - Select a scheduling request to view. - Enter the request in the (external) scheduling system. - Click the “More details” option and edit customized properties, as follows: - The schedule reference number from your scheduling system. - The patient name and procedure date, according to the schedule request. - If the scheduling request contains any confidential information that should not be available to everyone, use the redact tool (“Remove sensitive content”) to black out these details. - When you have finished handling the scheduling request, click the “Archive” button. This action will move the scheduling request from the inbox to the archive. |
| Hospital department usage: How to find scheduling requests instantly when a patient arrives |
- Open the ShieldQ inbox. - Open the advanced inbox search, by clicking the down-arrow near the search button. - Search by “patient name,” by “procedure date” or by the scheduling reference. - Click the scheduling request to view it. |