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Email to fax

A secure email-to-fax service is available for use for clinicans (physicians, psychiatrists and nurse practitioners) who need the ability to prescribe remotely during the COVID-19 crisis.
What it is

Email to fax is a service that enables you to use a mobile device to send documents via email to a fax machine

When to use it 

  • When a provider needs the ability to prescribe remotely (also known as E-prescribing)
Technical requirements
  • Access to a Health Authority issued email
  • Wifi/Data enabled device ( Note: PHSA Privacy recommends that PHSA phones be used as much as possible. If personal phones must be used, iCloud or automatic cloud uploading of photos should be disabled.) 
Privacy and Security 
  • SRFax is endorsed by the Ministry of Health and VCH, PHC and PHSA for immediate use under the emergency response due to COVID-19. 
  • Security and privacy review have been completed.
Risk and limitation
  • Unintended sharing of personal identifiable information through email or fax
  • To mitigate the risk through email, ensure that any providers/clerks sending/receiving things through email regularly empty the deleted folder in the generic (i.e. general clinic email) and provider inboxes
  • To mitigate the risk through faxes, PHSA Privacy recommends two mitigation strategies: (1) a cover sheet to be used for any faxes in case it is misdirected, or the receiving case is in a public location, and (2) please regularly check that faxes in address books are accurate before sending.
There are three options for Email to fax:

1. Electronic fillable PDF prescription form + SR Fax 
When to use it 
  • For non-duplicate prescriptions
Technical requirements
  • Need access to Acrobat Reader (Windows/Mac) or Preview (Mac) to digitally sign the prescription (see instruction #5 below for a link to instructions on how to digitally sign)
  • Need access to SRFax
Instructions
  1. To use SRFax, please contact your clinical program/department lead to request to be added to the corporate SRFax account via your Health Authority (HA) email. For instructions for clinical programs/department leads on how to set up a corporate SRFax account, click here
  2. Make sure that you have either Acrobat Reader (Windows/Mac) or Preview (Mac) programs on the device that you will be filling out the electronic fillable PDF prescription form.  
  3. Download the electronic fillable PDF prescription form
  4. Fill out the relevant prescription information. 
  5. Digitally sign the prescription form. Click here for instructions on how to digitally sign using Acrobat Reader (Windows/Mac) or Preview (Mac). A digital signature will lock the form so that no one else can edit it. 
  6. Attach the PDF to your HA email and send to the fax machine. 
  7. For your email to the fax machine:
Insert the following:
To: ##########@srfax.com (1+AREA CODE+PHARMACYFAX NUMBER)
Subject: Prescription for PATIENT LAST NAME, FIRST NAME
Body:  Your name, contact information and CPSID # /MSP # must be added 

*The To, Subject and Body will become the Fax Cover Sheet with a confidentiality disclaimer. The Prescription will become Page 2 

8. Once the email has been sent, and a confirmation from SRFax has been received, delete the email with the attached prescription. 

Note: It may take up to 5-10 minutes for you to receive a confirmation email from SRFax that your fax has been sent and received by the fax machine.


2. EMR  generated prescription + SRFax
When to use it 
  • When the provider has access to an EMR to generate an electronic PDF version of the prescription and needs the ability to fax this prescription
Technical requirements
  • Need access to EMR to generate a prescription
  • Need access to SRFax
Instructions
  1. To use SRFax, please contact your clinical program/department lead to request to be added to the corporate SR Fax account via your health authority (HA) email. For instructions for clinical programs/department leads on how to set up a corporate SRFax account, click here.
  2. Generate electronic PDF version of the prescription through the EMR.
  3. Attach the PDF to your HA email using either a work desktop/laptop/mobile device or a personal device (If you are using a personal laptop/desktop, you must have remote access to use Outlook web. Please contact IMITS to gain access. For instructions to set up your HA email account on your personal iOS device, click here; or for Android devices, click here.
  4. For your email:
Insert the following:
To: ##########@srfax.com (1+AREA CODE+PHARMACY FAX NUMBER)
Subject: Prescription for PATIENT LAST NAME, FIRST NAME
Body:  Your name, contact information and CPSID # /MSP # must be added 

*The To, Subject and Body will become the Fax Cover Sheet with a confidentiality disclaimer. The Prescription will become Page 2.

5. Once the email has been sent, and a confirmation from SRFax has been received, delete the email with the attached prescription. 

Note: It may take up to 5-10 minutes for you to receive a confirmation email from SRFax that your fax has been sent and received by the fax machine.

3. Handwritten prescription + Turboscan + SRFax (Best for non-EMR users or duplicate prescriptions)
Note: Duplicate prescriptions need to be filled out on a special duplicate form (paper-based). Currently two types are in use: methadone prescription (Methadose and Metadol-D) and duplicate prescription for other Controlled Prescription Program (CPP) items. The copy of the duplicate can be faxed to the centre to ensure timely dispensing of the medication, however, the original duplicate must be sent to the centre (subsequently sent to the pharmacy). 

When to use it 
  • When the provider doesn’t have access to an EMR and needs the ability to fax a paper-based prescription to a clinical unit/pharmacy fax machine
Best use 
  • Remote ordering of a prescription without using EMR
  • Remote ordering of duplicate prescriptions
  • Providers needing to fax paper-based prescriptions
Technical requirements
  • Mobile device to download Turboscan app
Risk and limitation
  • Need to retain paper copy of prescription in a secure location until you can take it on site to place in the patient’s paper clinical health record
  • Need to delete pictures of the prescription from Turboscan app after each use 
For detailed instructions on how to use Turboscan and SRFax please click here to access the PDF.

Note: To use SRFax, please contact your clinical program/department lead to request to be added to the corporate SR Fax account via your HA email. 



SOURCE: Email to fax ( )
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