Introduction

We use electronic forms of documentation and data collection as often as possible at Accend, because:

• It is more efficient.
• Electronically-completed forms are easier to read than handwritten forms, eliminating errors that come from misinterpreation of handwriting.
• It saves paper, and therefore trees.
• It is a good method for assuring that the most recent version of any form is what is used, as forms change over time, and by using electronic forms with links to these forms from our Guide or other locations will always link to the most recent form.
• It is actually more secure than paper because we don't have paper documents with private information floating around, in cars, or in other insecure locations.

This guide is intended to help you learn how to use the various technologies we use at Accend. Revist often, as technology changes often. We will keep this guide as up-to-date as we possibly can.

Email

You will be issued an Accend email account. It is encrypted and secure. Use only this account while communicating with coworkers and the people you serve, for Data Privacy reasons.

Common Email Scams

Phishing

You can look up the defintion of phishing on Wikopedia. It describes this scam as follows:

Phishing is a fraudulent attempt to obtain sensitive information or data, such as usernames, passwords and credit card details or other sensitive details, by impersonating oneself as a trustworthy entity in a digital communication. Typically carried out by email spoofing, instant messaging, and text messaging, phishing often directs users to enter personal information at a fake website which matches the look and feel of the legitimate site.

You will receive phishing email. There are lots of ways to spot it. You only need to be vigilant (not always easy) and examine the email carefully before tapping on any link or attachment in it.

The image below is a "phishy" email. It is actually very sloppy. Can you spot the obvious clues that tell you this? Try it now. Look at the email image beloa and see if you can find the clues to its lack of authenticity. Then see how you did by reading the clues by tapping on the link: "What's phishy about this".

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What's phishy about this?

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Nigerian Princes and Other Scams

You surely know about these. We've been geting these since the days when paper faxes were the highest form of electronic communication.

But for your entertainment, here is a video about a funny guy who likes to reply (we do not recommend this) to these obvvious scams simply for you to have some entertaining fun:

...more to come on email security and safety...

Passwords and Security

We all have password fatigue, but these are an essential part of our daily life now and essential for health care providers who use software to document and communicate. Here are some tips for selecting and using passwords:

• Don't use one password for everything, or re-use the same password on multiple sites. If this password is compromised in one place, it is compromised in all. Never re-use a password from other sites on Tabs^TM.
• Understand what strong passwords are and follow the guidelines. Many sites that ask for strong passwords tell you ther rules for strong passwords. Tabs^TM has our own rules, for example. Other sites do as well, with differences.
• If you are using Keychain on your Apple device, it will suggest a strong password, but what it suggests may not adhere to the rules of the site where you are creating a password (this includes Tabs^TM). When this happens, decline Apple's invitation to create a password, but make sure your own is strong as defined by the site.
• Change your passwords on key sites often. Tabs^TM, for example, requires this as a security measure at certain intervals.
• Use your Keychain on Apple devices to save your passwords. This is secure and allowed, and they are available across multiple devices when you do so. When asked/prompted to save a password on your Apple device, it is ok to accept the offer. This saves time and headache.
• There are other password-collecting services out there. Use only trusted sources. Unfortunately, we cannot give advice on what those trusted sources are at this time. Since we are an almost exclusively Apple device shop, use Keychain.

PDFs: Filling and Signing PDFs on a Laptop, iPhone or iPad

As we add services, we find ourselves required to use DHS-approved PDF forms for a variety of things. This section will explain how to fill out or get signatures on these forms using an iPhone or iPad.

Some Forms Are Easier Than Others

Some forms can be fully completed and signed in Preview, while others cannot even be opened in Preview. For these forms, right click and open them in the latest version of Adobe Acrobat Reader. This software is free and is updated frequently. Always update your Adobe Acrobat Reader when offered.

If you have laptop, we strongly recommended that you fill out pdfs as much as possible on your laptop to the point where it is ready for signatures. (It's just easier.) If you cannot sign it that way, you then email it to yourself and use the signing part of the instructions for using it on the iPad below to have your client sign it.

Using Preview on your Mac Laptop

To use Preview on your Mac to sign forms, see instructions on this site for saving your signature and adding it to a pdf form:

Using Adobe Reader on your Mac Laptop

To use Adobe Reader on your Mac to sign forms, see instructions on this site for saving your signature and adding it to a pdf form:

Using Mail on Your iPhone or iPad

1. On your iPad, Navigate to the form online and then tap the share/send button in your browser. (Box with an up arrow, usually blue on an iPhone or iPad.)
2. Choose Mail, and the form will attach itself to an email. (If you have an email account other than your work email on your device, verify that you are sending it from your work email address and that your device email has your Zix encryption signature on it.)
• If you've already completed the form and emailed it to yourself, open the email and do as follows:
3. Tap on the form and select Markup from the menu.
4. Complete the form by tapping in the text areas and typing, or tapping checkboxes and radio buttons to select them.
5. When you are ready to sign, tap the pen tool on the top right of the screen (blue circle with the tip of a pen icon).
6. Select a pen and ask your client to sign with finger or stylus.
7. Add your own signature and close the pen tool
8. With the pen tool closed, you can add dates to the signatures by tapping on the date fields and typing the date.
9. Tap Done on the form
10. Send/forward the email to the address where you have been asked to send it. This may include:
• medicalrecords@accendservices.com for client forms, or
• employment@accendservices.com for staff forms, or
• the specific person who has asked you to complete and send the form.

Using Books on Your iPhone or iPad

The process here is the same, except that after opening the pdf online, you will send it to Books, rather than Mail. This process adds a step, since you are likely to have to send it from mail eventually. So mail is more efficient, but doing this in Books will save a copy on your iPad or iPhone if you want one.

Specific Forms

SignWell

Signwell is a service we have recently added to make it easier for clients securely sign documents.This will allow both clients and staff, especially those providing and receiving Telehealth services, to more easily sign documents without necessarily having to come into the office.

We currently have a few users set up to use this service, so if you are needing a document signed, please see below to see where you should be sending documents per your team assignment:

Adult and Metro Teams: medicalrecords@accendservices.com

Children and Families Team: kelsey.vaillancourt@accendservices.com

Important Things To Note About SignWell

• 1. Be sure to provide some client education and get permission from the client to use this service with them BEFORE sending any requests to Dani, Kelsey, or Hannah. You can inform them that the service is HIPAA compliant, the documents are secure, and we will not use their email address for any other purposes unless authorized.
• 2. The documents will be sent to the client’s email address. Be sure your client has an email and that they have access to it before sending any requests.
For more information on signwell and instructions for use, please click here to go to the instructions page.

OneDrive and Sharepoint on Office 365

Here's a brief video tutorial for using Sharepoint and OneDrive on Office365:

Tabs TimeTravel^TM

Tabs TimeTravel^TM is a scaled-down mobile version of Tabs^TM intended for easy use capturing your time and travel during your busy day. TimeTravel^TM is currently only designed as a Timecard/Progress Note app (for example, you cannot complete assessments or forms, or read and reply to messages in TimeTravel^TM).

Right now, it is limited to Progress Notes where you can record start/end and short simple text narratives throughout your day. They save as drafts to the web version of Tabs^TM where you can edit them, move information to the proper sections of the note, and then Save as Open or Submit them.

You can get Tabs TimeTravel^TM in the App Store by searching for it by name.

Here's a brief video tutorial for using TimeTravel^TM.

Feedback or Questions about this Chapter

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