Inter Office Communication User Guide

Introduction

The Inter Office Communication feature makes it easy to securely exchange messages between different facilities and staffs within the zHealthEHR system. It provides a simple way to share information, send requests, and stay connected without leaving the zHealth application. In this article, you will learn how to use the feature to create, send, and manage inter-office communications.

Note: The Inter Office Communication feature may not be enabled in your system by default. If you'd like to use this feature, please contact our support team at support@zhealthehr.com to have it enabled for your organization.

A. Step-by-Step Instructions

Getting Started

If the Inter Office Communication feature is enabled, a new icon (

) appears next to the ERA (green bubble) icon.

Click this icon (

) to access this feature.

Note: If you do not see this icon, the Inter Office Communication feature is either not enabled for your system or is not available for your facility (If you are multi location practice), reach out to support at support@zhealthehr.com

The Inter-Office Communication (IOC) page contains the following sections:

Message Folders: The left panel of the page contains four folders: Inbox, Sent, Drafts, and Archive.

Inbox:- Displays all incoming conversation messages. It also displays the unread message count.
Sent:- Contains all messages sent by the user. Displays the total number of messages available in the folder.
Drafts:- Stores messages that have been saved as drafts. Displays the total number of messages available in the folder.
Archive:- Contains messages that have been marked as archived. Displays the total number of messages available in the folder.

Filters: The second column also includes message filters, such as Unread and Flagged, allowing users to view messages based on the selected filter. By default, the filter is set to All. A sorting option is also available, enabling users to display messages in the list by Newest or Oldest.
Message List: The second column displays all messages in the selected message folder. Click a message to open its conversation thread, which displays all messages associated with that thread.
Search Messages: A Search Messages field is available at the top of the page, allowing users to search for conversation messages. This is a global search, meaning it searches across all message conversations that have not been deleted and displays all matching results.
Create New Message: A dedicated Create New Message button is provided, allowing users to compose and send a new message.

Note:

Messages are not saved automatically. To preserve an unsent message, users must save it as a Draft.
The Filter and Sort options in the Message List are available only for the Inbox folder.

How to Create a New Message?

To compose a new message, click the Create New Message button located in the top-right corner of the page.

This opens Compose Message modal (pop-up) window where you can compose or draft your message.

In the To field, you can add one or more recipients. To add a recipient, begin typing the name of a provider or practice staff member, then select the appropriate person from the dropdown list. Each selected recipient will appear as a blue tag with a × icon, allowing you to remove them before sending the message.

Note: Only active providers and practice staff members are available for selection. If your practice has multiple active facilities/locations, providers and staff from all associated facilities will also appear in the recipient search results, allowing users to communicate with staff across different facilities/locations.

The Subject field in the Compose Message pop-up window allows you to enter a subject for your message.

Note: The Subject field is required and must be completed before a message can be sent. Although there is no character limit, we recommend using a concise and descriptive subject to clearly communicate the purpose of the message.

The Patient field in the Compose Message pop-up window allows you to attach or tag a patient to the message. This field is optional and can be used to provide recipients with quick access to a specific patient's file. Once a patient is attached, recipients can simply click the patient's name to open the patient's file.

Note: Only one patient can be attached or tagged to a message at a time.

You can enter your message in the Message section of the Compose Message pop-up window. There is no character limit, allowing you to write detailed messages as needed for your recipients.

The footer of the Compose Message pop-up window includes three action buttons: Cancel, Save Draft, and Send Message.

Save Draft allows you to save the message and continue editing or send it later, while Send Message sends the message immediately to the selected recipients.

Managing Incoming Messages

When a recipient logs in to their zHealth account, the IOC icon displays the number of unread messages in a red notification badge. Clicking the icon opens the Inbox by default. Within the Inbox, the total number of unread messages is shown in orange, while unread messages in the Message List are displayed with their subject in bold. If a conversation contains unread replies, the number of unread message threads is displayed in green next to the corresponding message.

Note: The system does not automatically open the first message in the Message List. To view a message, click the desired message from the list.

A. The selected message in the Message List is highlighted in blue and expanded to display the complete message thread.

B. The View Message section includes the following components:

Header: Displays the message Subject in bold, along with the sender's name and the recipient(s).
Action Options: Located on the right side of the header, these options allow you to manage the message:
Delete: Permanently deletes the selected message and its entire conversation thread.

C. Messages are displayed in a threaded conversation, allowing you to view the complete communication history in one place. Each reply includes a date and time stamp, making it easy to track the sequence of the conversation.

D. The footer of the View Message page includes a Quick Reply section, allowing you to respond directly to the message without opening a new compose window. You can send your reply immediately or save it as a draft to continue editing and send it later from the Drafts folder.

Note:

Once a message has been sent, it cannot be edited or recalled.
Deleting a message permanently removes it only from your account. The message remains available to all other recipients unless they choose to delete it from their own accounts.
Archiving a message moves the entire conversation thread to the Archive folder in your account only. The message remains in the Inbox of all other recipients until they choose to archive it from their own accounts.

Manage Draft Messages

In the Drafts folder, all saved draft messages are displayed in the Message List. Click any draft message to open it. The selected draft is highlighted in blue and expanded, allowing you to review, edit, and send the message when you are ready.

Note: If a draft message is part of an existing conversation with replies, deleting the draft will also delete the entire message thread from your account.

Manage Archived Messages

In the Archive folder, all archived messages are displayed in the Message List. Click any archived message to open it. The selected message is highlighted in blue and expanded, allowing you to review the entire conversation.

To reply to an archived message, you must first move it back to the Inbox. Once it has been restored to the Inbox, you can reply to the message as usual. To move it to the Inbox click the Move To Inbox button provided on the top right side.

Inter Office Communication (IOC) FAQs

Q. What is Interoffice Communication?

A. Interoffice Communication is an internal messaging feature that allows practice staffs to send official communications within the organization.

Q. Who can use the Interoffice Communication feature?

A. Active staffs assigned to active facilities/locations within the practice.

Q. Is my communication secure?

A. Yes.

Q. Is the Interoffice Communication feature available in the zHealth Provider Wellness Mobile App?

A. No. The Interoffice Communication feature is currently available only in the zHealth web application and is not supported in the zHealth Provider Wellness Mobile App.

If you have any questions or need assistance, please feel free to contact us at support@zhealthehr.com.