How do I request a photo from a patient with the Phonebar?
The Photo Request feature allows clinicians/GPs' to send photo requests to patients, via the Active Patient or through the Appointments list
Photos can be received by the sender or sent to another clinician/GP. When the photo is received there will be an on screen notification
All photos will be kept in the patient Contact History for 28 days and can be viewed from there and filed to the patient records if required
This guide will take you through how to send photo requests, receive, view and file photos
Step by step guide
Sending a Photo Request from the Active Patient
With a Patient Record open, click on the Active Patient icon
This will bring up the Active Patient communication window
To send an photo request either click on the Photo Request icon on the active patient window
By clicking directly on the Photo Request icon the SMS photo request will be sent to the mobile number listed for that patient
Or, hover over the Photo Request icon for the active patient, you can click on the number in the list or type an alternative number/email address into the box and then click the Photo Request icon
When you have actioned a photo request the Photo Request (sending window) opens
You can still change the contact number if required, by using the contact box
The default will be to notify the photo request sender if no alternative name is selected
You can change the recipient, for example if you are requesting it for another clinician
You can also add additional notes to the message body at the bottom of the photo request window
The recipient of the photo request receives guidance notes on acceptable photos and photo quality
When you are happy with your photo request, click SEND REQUEST
You will receive a confirmation notification when the request has been sent, and either yourself or the named practice recipient will receive a notification when the photos have been sent in
Sending a Photo Request from Appointments
From the Phonebar select the Appointments icon
From the Appointments window select the name of your appointment session from the left hand drop down menu
You can select a session date up to 30 days from today
When your appointments list is loaded, you will see the Patient details listed
To send an photo request either click on the Photo Request icon on the appointments window
By clicking directly on the Photo Request icon the SMS photo request will be sent to the mobile number listed for that patient
Or, hover over the Photo Request icon for the active patient, you can click on the number in the list or type an alternative number/email address into the box and then click the Photo Request icon
When you have actioned a photo request the Photo Request (sending window) opens
You can still change the contact number if required, by using the contact box
The default will be to notify the photo request sender if no alternative name is selected
You can change the recipient, for example if you are requesting it for another clinician
You can also add additional notes to the message body at the bottom of the photo request window
The recipient of the photo request receives guidance notes on acceptable photos and photo quality
When you are happy with your photo request, click SEND REQUEST
You will receive a confirmation notification when the request has been sent, and either yourself or the named practice recipient will receive a notification when the photos have been sent in
The patient experience
The patient will receive a text message from the surgery stating that the GP has requested a photo
There will be a link in the body of the message that the patient needs to click on
Note: They do not need to download an app
A window will open, asking for them to confirm their date of birth
They must enter this correctly to proceed NEXT
Once this is confirmed as correct, the Photo request window will open
This window includes general guidance for the patient
The patient can upload up to 10 photos or 15MB
To start uploading the patient must click on CHOOSE PHOTOS
The patient can choose whether to select a photo from their gallery or take a new photo using their mobile phone/tablet camera
Selecting Camera will open the camera for the patient to take a new photo
Selecting Files will allow the patient to select previous photo/s from their gallery
Once they have chosen their action, the patient will see a list of guidance notes on acceptable and unacceptable photos
They can also click on a link to see tips for good photos
Once the photo/s have been taken or selected they will appear in the screen
They can ADD COMMENT to each photo or delete the photo from here
When the patient is ready they need to click AGREE & SEND PHOTOS
Finally they will receive a notification when the photo/s have been sent
Receiving a photo
The sender of a photo request must nominate the recipient, this will then send an on screen pop up to the recipient what a photo request has been completed by the patient
When the photo is submitted by the patient the nominated recipient will be notified via an on screen popup, click on the popup notification
The Contact History window for that patient opens on the screen
You can select to view the photo from here by clicking on View photo
The photo will open in a new window
The zoom and rotate icons will be available at the top of the screen to allow you to see the photo in more detail or from a different angle
Note: Any photo submitted that is more than 24 hours old at the time of submission will carry a warning triangle to alert you that the photo is not a new picture
Photos taken within the week will show the date and time they were actually taken, photos over a week ago will not specify the date and time only the warning triangle
Viewing a photo
Any photos submitted will be available via the patient Contact History for a period of 28 days
You can access the patient Contact History via the Active Patient or your loaded Appointment list
With a Patient Record open, click on the Active Patient icon
This will bring up the Active Patient communication window
Select the Contact History icon
Or, if you are in Appointments
Select the Contact History icon
When you have selected the Contact History icon, a window of the Contact History not yet filed for that that patient will appear on your screen
To view the submitted photograph click on View photo
The photo will open in a new window, you can rotate it and zoom in and out
Filing a photo
Any photos submitted will be available via the patient Contact History for a period of 28 days
If you file them to the patient clinical record they will be kept in your clinical system indefinitely and they can be viewed from there
You can access the patient Contact History via the Active Patient or your loaded Appointment list
With a Patient Record open, click on the Active Patient icon
This will bring up the Active Patient communication window
Select the Contact History icon
Or, if you are in Appointments
Select the Contact History icon
When you have selected the Contact History icon, a window of the Contact History not yet filed for that that patient will appear on your screen
You can use the scroll bar on the right hand side to move up and down the list. Calls, call recordings, messages, photo requests and submitted photos will be listed in date order
Select the communications you would like to file to the Patient Record, you can do this individually for file several at the same time
When you are happy with your selection click on the FILE TO PATIENT RECORD button
Once you have done this the clinical record will update and you will see all the filed communication history from within the patient record
