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SRFax & TurboScan

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.
You can view and download the pdf version of this page at this link.

Secure Email-To-Fax (non-EMR user = SRFax + TurboScan)

Using SRFax or TurboScan, providers will be able to fax their handwritten prescriptions securely via email. Existing procedures used for remote prescribing and Virtual Health continue to be in place.

TurboScan is a mobile app available for Apple and Android devices that turns your phone into a scanner, enabling prescribers to scan hard copy prescriptions with wet signatures.  A free version is available.

TurboScan requires an eFax tool to transmit the image via email to the pharmacy fax machine; no download is required. It is important to ensure that the licence number (College ID) and current phone number, where the prescriber can be reached, are included.

When to use it 

  • When a provider needs the ability to prescribe remotely
  • When the provider doesn’t have access to the EMR and need the ability to prescribe remotely to a pharmacy fax machine
Best use 

  • Remote ordering of prescription without using EMR
Technical requirements

  • Access to Health Authority (HA) issued email to send prescription to SRFax server. If you don't have an HA email set up on your personal device, follow these instructions:
    Instructions for setting up an HA email on iOS device
    Instructions for setting up an HA email on an Android device
  • Wi-Fi/data enabled mobile device
  • Mobile device to download TurboScan app
Privacy and Security 

  • SRFAX and TurboScan are endorsed by the Ministry of Health and PHSA, VCH and PHC 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
  • 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 

GET STARTED with SECURE EMAIL-TO-FAX: TurboScan

TurboScan

  1. Open the App Store on your Mobile Device. Search for TurboScan (Do NOT download Turbo Scan Pro)
  2. Download to the your mobile 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
Note: 
  • For Providers who have a Health Authority (HA) device, follow Stream A below. 
  • For Providers using your own mobile device, follow Stream B below. If you don't have an HA email set up on your personal device, follow these instructions:
    Instructions for setting up an HA email on iOS device
    Instructions for setting up an HA email on an Android device
13 A. Click Email as PDF. This will open into your default email application into a new email message.

13 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.

14. A. Your email will open with the image within the message body.
Insert the following:
  • To: ##########@srfax.com (1+AREA CODE+PHARMACYFAX)
  • Subject: Prescription for PATIENT LAST NAME, FIRST NAME
  • Body:  Your name, contact information and CPSID # /MSP # must be added 
  • Once validated, send email. A confirmation email will be sent within 5 minutes, depending on volume.
  • *The To, Subject and Body will become the Fax Cover Sheet with a confidentiality disclaimer. The Prescription will become Page 2 
14. B.
  • Once prescription has been saved to a photo, open your mobile device web browser. 
  • Go to your HA webmail and enter the following information:
  • To: ##########@srfax.com (1+AREA CODE+PHARMACYFAX)
  • Subject: Prescription for PATIENT LAST NAME, FIRST NAME
  • Body: Your name, contact information and CPSID # /MSP # must be added 
  • *ADD Image of Prescription
  • Once validated, send email. A confirmation email will be sent within 5 minutes, depending on volume. 
  • *The To, Subject and Body will become the Fax Cover Sheet with a confidentiality disclaimer. The Prescription will become Page 2
15. A. 
  • Return to the TurboScan application
  • Click the Wheel in the top right corner and your settings will open 
  • Under Document and Storage Options, select Upload & remove storage 
  • Scroll to the bottom and select Delete all Documents 
  • Next, go into your email SENT folder and delete email
Note* This app can only hold a maximum of 3 documents before it restricts you from adding more. A pop-up asking you to purchase the full app will appear. To avoid this pop-up, always delete the documents once sent. 

15. B. Go into your mobile device photos and delete image of prescription. Follow remaining steps from 15. A. above.

16.
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. Duplicate prescriptions, where required, must be delivered (by mail, courier, or other means) to the pharmacy as soon as possible



GET STARTED with SECURE EMAIL-TO-FAX: SRFAX 

SRFax

  1. Use Intrahealth Profile to prescribe medication
  2. Instead of printing to a printer, Print to PDF
  3. Open the PDF in Adobe Reader
  4. Using the Fill and Sign feature in Adobe to mouse draw signature or insert signature image into PDF file.
  5. Email PDF using SRFax to Pharmacy or to Front desk at the clinic who can then fax to Pharmacy
  6. Ensure that the license number (College ID) and current phone number, where the prescriber can be reached, are included.
  7. A real-time digital signature on the prescription created with a mouse or stylus is preferred.  An electronic signature (single, stored image) may be accepted.
SR Fax Setup Instructions

Currently, we are not able to offer enterprise-wide subscription to SRFax. Each individual department or program needs to sign up for SRFax to allow the providers in your group to use the combination of Turboscan and SRFax or EMR and SRFax.

It is recommended that you sign up for the Healthcare Lite version which gives you a 30 day free trial and after which is $7.95 per month.  PHSA Procurement will be assessing the volume of SR Fax use on an ongoing basis to see if users will be using volumes past the basic package to determine the need for enterprise-wide subscription in the future.

Follow the steps below to sign up for account for SRFax 

Go to SR Fax website at:

  1. Choose Signup for Healthcare Lite account as it gives you 30 days free trial period.
  2. Choose monthly payment and set up fax number how you would like it. Press next.
  3. Note: The fax number you choose is the receiving fax number for your SRFax Account. This means that once your account is created, others can fax documents from a fax machine to this SRFax account number and you can receive the fax electronically by logging into your SRFax account on the web browser. For additional SRFax numbers for your account, there is a cost per additional number once you past the trial period.
  4. Fill out information and enter corporate credit card information to set up the account.
  5. You can begin using SRFax with your account set up. 
  6. Once your account is set up, login to the SRFax website with your account user ID and password. Go to account settings and under category of authorize emails, type in the emails of the providers that you are authorizing access to use the SR Fax account to send faxes for your program/department. There is no limit to the number of provider emails you can add.
SOURCE: SRFax & TurboScan ( )
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