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15.1 Quick Guide to Collaborations

A: Prerequisites

B: Starting a Collaboration

C: How your Collaborators will access the Collaboration data

D: Tracking Collaborations


 

A: Prerequisites

Before creating a collaboration you will need to set up the contact information for the collaborator from the Scheduling module.

 

  • 1. Click the Scheduling icon in the ICE menu bar.
  • 2. Click Practice in the Scheduling menu bar, point to Contact Management, and then click Create.
  • 3. In the Contact Management dialog box, click to type the contact’s First Name and Last Name.
  • 4. To enter a Code, click Check Availability in order to auto-populate codes that are available. This code can be manually overwritten by typing in the text box.
  • 5. Select a checkbox for the contact type.
  • 6. Click to type an email address for the contact.
  • 7. Click Save.

 


 

B: Starting a Collaboration

The Collaborations module allows you to share information about a patient with a colleague in a safe, secure manner.

 

  • 1. Click to open a module other than Scheduling (ie: Patient History, Imaging or Correspondence).
  • 2. Choose a patient for the collaboration. If the patient is not already shown in the patient bar, click to type the patient’s name in the Patient Search box (top right of the page) and then click the patient’s name from the list.
  • 3. In the Patient tab, at the top right of the window, click Start Collaboration>>.
  • 4. A Start Collaboration tab will open in your browser window. Click to choose a collaborator from the Find Contacts list at the top right of the window. The collaborator will be added to the Email message at the top left of the window.
  • 5. Click to edit or add to the Email message. Please note that there are two message components, an Email message, (top left of the window), informing the collaborator of the collaboration and a Collaboration message, (below the email message) for including information about the patient and the collaboration details.
  • 6. Use the Collaboration Message text box to inform the collaborator about any details of the patient or collaboration.
  • 7. Patient Info Attachments that will be included in the Collaboration are indicated to the right of the message text boxes. Click to select or de-select any attachments.
  • 8. Using the dialog box below the Collaboration Message text box, you also may attach letters, images and educational items as well as upload files from your desktop. These items will appear below the Patient Info Attachments.
  • 9. When you have completed the collaboration, click Start Collaboration. An invitational email will be sent to the collaborator.  You will have 3 minutes (or until the collaboration message has been read) to make any additional changes.
  • 10. A collaboration ID number will be assigned and can be viewed at the top of the Collaborations window.

 


 

C: How your Collaborators will access the Collaboration data

You and your collaborator will receive emails informing each other that messages or information have been added to the collaboration. Next, sign in to ICE Collaborations to view the data in a secure and safe environment.

 

  • 1. Your collaborator will receive an email informing them that you would like to start collaborating.  A link will be included where they can access the collaboration.
  • 2. Initially, there will be a request for your collaborator to create a password for their account.
  • 3. Once signed in, the Collaborations window will display (or link) all of the information and attachments that you have included in the collaboration.
  • 4. Your collaborator can respond to your invitation by typing a message in the Respond dialog box and then clicking Submit Message. You will receive an email and their response will be recorded in your Collaboration notes for that patient.

 


 

D: Tracking Collaborations

All messages and attachments pertaining to a collaboration are tracked and recorded. Sign in to ICE Collaborations to view the details of a patient`s collaboration.

 

  • 1. Click the Collaborations icon in the ICE menu bar.
  • 2. Collaborations Home will open in a new browser window.  A list of collaborations will be displayed with the ID number, Collaborator and Last Response date.
  • 3. Click to view or add to a collaboration.  Any new messages will be documented and an email will be sent informing the collaborator of the addition.
  • 4. When a collaboration is complete, the person who has created the collaboration can finalize it by clicking Finalize Collaboration at the top right of the dialog box for that particular collaboration. Please note that no further communications can be made for that collaboration once it is finalized.
  • 5. A list of finalized collaborations can be viewed from the Collaborations Home tab. Click Show Finalized at the bottom of the window to expand the list.