Collaborator

1. Login
2. Select View Cases Dashboard option:
   
   
   
3. This will bring you to your Collaborator Dashboard, showcasing all assigned, associated and referred cases:
   
4. With each case presented on the Dashboard, you can identify:
   1. 1. Patient First & Last Name
      2. Treatment
      3. Referred By
      4. Status of Case
      5. Created Case Date
      6. Modified Case Date

From your dashboard you can now:

1. View Existing Cases
2. View Dashboard Recent History Section
3. View Dashboard Colleagues Section

In this section, we will go over the following:

1. Searching for an Existing Colleague
2. Add a Colleague (doctor or staff)

Within your Collaborator Dashboard, you will see a section called Colleagues.  This section will show any doctors who:

1. You've invited, and the doctor has fully registered under MySecurePractice
2. You've Collaborated with previously
3. You've corresponding with in SecureMail
4. You've manually Added a Doctor as a Colleague (explained below)

SEARCHING FOR AN EXISTING COLLEAGUE

This will allow you to easily submit cases in the future, by having these doctor's listed under Colleagues on your Collaborator Dashboard and/or under Create a Case.

To add a doctor manually (as explained below) they must be a registered doctor (staff members will not show under this option as they cannot be directly referred to).

1. Once on your Collaborator Dashboard
2. Scroll down to see your Colleagues Section. 
   
3. You can use the search field to search all existing Colleagues/Doctors, enter at least 3 characters to complete your search for the following:
   1. Doctor or Staff first/last name
   2. Doctor Email
   3. Practice Name
      
4. Find the colleague you would like to either:
   1. Send Case: Refer a new case to this doctor (not available for Staff users)
   2. Secure Email: Send a Secure message to this doctor/staff
      

If you don't find the doctor you are searching for under your Colleague section, you can search through MySecurePractice and add the doctor you are looking for.

ADD A COLLEAGUE

1. Once on your Collaborator Dashboard
2. Scroll down to see your Colleagues Section.   
3. Select the Add a Colleague button to your right
4. You can use the search field to search all existing Colleagues (staff or doctors), enter at least 3 characters to complete your search (this can search for the Doctor or Staff first/last name, Email or Practice Name)
   
   • This will search through your Colleagues and Other Specialists
     *Note you have to have at least 3 letters entered in the search field to start search.
           
5. Once you find the doctor you would like to add, select the Add Colleague button:
          
6. This will bring you back to your Collaborator Dashboard. The confirmation in the upper right hand corner will notify you they have been successfully added:
   
       
7. Scroll back down to colleagues, and search for the new user just added.
   
   
8. Now you can:
   1. Send Case: Refer a new case to this doctor (not available for Staff users)
   2. Secure Email: Send a Secure message to this doctor/staff
      

Within Collaborator, you can invite Doctors to become your colleagues so you can quickly either refer cases to them, and they can quickly refer cases to you.

1. Log in
2. Select "View Cases"
   

There are two places you can invite doctors:

1. Select "View Cases" from the main dashboard:
   
2. Now select "Invite a Doctor" from the left hand column under "Cases"

• OR, select "Invite a Doctor" green button (located in the upper RIGHT hand corner):
  
• Either option will open the below shadow box, input the requested fields:
  • **This should only be used for doctors within your practice.
  • This will allow that doctor to use collaborator under your account with your practice information.
  • Data usage from collab will be shared with you and any doctors added to your practice. 
  • The new doctor will be able to receive and refer collab cases.
  • The new doctor can be added onto any existing cases you are currently on or referred to 
  • If you wish to add a STAFF ROLE, please call PBHS Support (888-840-0739 or email this request to support@pbhs.com).

1. Add them as part of my Account:  
   If this option is selected, the user will be invited to register under your account.
2. The email address is required. 
3. At least one phone field is required.
4. Once completed, select "Send Invite".
5. This will email an invitation to the doctor that you have invited them to sign up for secure patient collaboration with you! Note: If the doctor has already used that email address to register a user account in the mysecurepractice.com system, then instead of an invitation the doctor will be sent an email message that you would like to collaborate with them using Collaborator.
   

6. Once the doctor has registered, you will both see each other as an option under your Collaborator "Dashboard" in the "Colleagues" area.  

   • This will allow you to quickly either "+Send Case" and/or send a "Secure Email".
     

Suggestions for getting your colleagues using PBHS Collaborator!

We suggest contacting all of your referring offices you will be collaborating with through the portal initially with a personalized email:

"Dear Doctor,

Thank you for your business! We have recently moved to a HIPAA compliant online referral system called PBHS Collaborator. Part of the setup will require you to create your own secure portal account and we need the following information from you:

1. Email address you'd like to use
2. Office phone number to use for your account
3. Alternate phone number to use for your account (alternate office line or cell)

Once we receive this information back from you we will proceed by inviting you to the portal to communicate with us securely.

Also, please feel free to review the helpful PBHS Support article to begin using this product.

You may contact us directly with questions regarding this email, or for advanced Collaborator questions, issues or support please contact PBHS Support by emailing support@pbhs.com or by calling 888-840-0739.

Thank you and we look forward to working with you!

Regards,

Our Office"

In this section, we will go over the following:

• Patient Invitation (Practice POV)
• Patient Registration (Patient POV)
• Patient Login 

Patient Invitation

Each patient talk is a private conversation between yourself and the patient, no other doctor/staff can see this conversation.  Any associated doctor or staff member on the case can also have a private conversation here with the patient.

1. Once you login
2. Select View Cases
   
         
3. Under the existing case you wish to review, select the View button:
   
        
4. Select the tab labeled Patient Talk:
   
   
5. Select the click here to invite your patient by email:
   
   
   • You can also select the Invite Patient button, located at the top of your patients case:
     
     
6. The following window will appear, fill out the required information to invite your patient:
   1. Email Address
   2. Confirm Email Address
      
7. Once the Email Address field are filled out, select the Send button:
   
   
   • Back on the Collab Patient Talk tab, you will have further options under the Re-Invite Patient as needed:
     

Patient Registration

1. An email invitation will be sent to the patient, the patient would follow the instructions on the email to register:
    
        
2. The patient will select the Continue button after entering at least one phone number:
   
        
3. Once the patient selects a method to receive a secret code in order to verify their identity, they would select the Continue button:
   
   
   1. The patient would either receive a call (or if mobile, a SMS if selected) with the secret code), they would enter that on the screen and select the Continue button:
      
          
   2. The patient can also:
      1. Change Delivery Method:  Will lead the patient back to step 10.
      2. Re-Send Code:  Will either call or send an SMS to the patient with the new Secret Code, dependent on what they originally selected.
4. On the Terms Of Use page, the patient will need to scroll down in order to accept and select the I Accept button:
    
   
   
5. Now the patient can set their password, and select the Continue button to finalize their account to login:
   

   Setting & Confirming Password	Password Requirements

         
6. Using the email and password just created, the patient would select the Sign In button to review their Secure Messages.
   
    

Patient MySecurePractice Login

1. Once the patient completes registration, the registration will lead them right to the login page:
2. Additionally, the patient can:
   1. Use the original email notification, and click on the link provided in the email from a computer or tablet:
      **If the patient uses the link provided in this email invite below, once they login they will be directly on the message from the practice.
      
   2. The patient can login directly to https://mysecurepractice.com from a computer or tablet.
3. Using the email and password created previously, the patient would select the Sign In button to login
4. From the patient dashboard, select the Secure Inbox option
5. They would be lead right to their inbox, where they can click and review and reply to any message(s) from your practice
6. If the patient does reply back, this would become a thread in the Patient Talk within the Collaborator Case for only your user to see:
   
   • You can share any attachments uploaded to the Patient Talk, and send a COPY to the Attachments tab for all users on the case to see.  

Each doctor or staff member on the case will have their own PRIVATE Patient Talk section, which no other doctor/staff member can see.  

1. Once on your dashboard
2. Find the correct patient case and select the View button:
3. Select the Patient Talk tab within the case
4. You will need to first, invite the patient
5. Once invited, any patient replies will be available in the Patient Talk section:
   
   
6. The patient can provide attachments within these Patient Talk conversations.  If you wish to share this in the Case with the other doctor/staff members assigned, click here.

1. Login
2. Select the Refer Case icon:
   **note, you may not see all icons that appear above.
3. If you have already moved past the dashboard, select Cases on your left hand menu as seen below- this will bring you to your Collaborator Dashboard:    
   
   
4. Select the Create a Case option located on the far left menu, or select the Create a Case button located on the right below:
           
5. Select a Doctor you wish to refer to:
   **Please note you can only refer to a doctor, staff members will not show under this view.  Once the case is referred, you can then ADD a staff member onto this case.  
6. Colleagues will appear at the top if you've communicated with that doctor within MySecurePractice previously or added them manually.
7. Other Specialties will search any registered doctors within our MySecurePractice
   • • You can Search by Specialty, Procedure, Miles from your Practice
     • You can use the Search Bar to search for the doctor by Name or Practice
     • The first section of doctors will contain any doctors you have invited to use the system
       
     • Once you find the correct doctor, select the + Send Case button to begin:
       
     • Complete the referral form.  
       **Note, this referral form will vary depending on what specialty the doctor you are referring to is (OMS, Perio, Endo, etc):
       
     • Once complete, select the Complete and Send button (located at the bottom of the form):
       
             
     • This will send your referral information and x-rays (if uploaded) to your referred to doctor. 
     • Here you will have a few additional options:
       1. View Case
       2. View Dashboard
       3. Refer Case
       4. Add Attachments   
          When you Create a Case, there is now also an option to Assign Case to Self.  This will allow you to submit a referral/case to yourself (This will mostly be useful to specialists as opposed to general practitioners).  You can then add associated doctors onto the case, like the referring doctor. 
          
          

1. Within an existing email (either in your inbox, sent or archive folder), select the "Convert to Case" button.
2. A confirmation window will appear, select "OK."
3. This will lead you to a collaborator referral form to fill-out and complete.
4. Once completed, at the bottom you find the "Complete and Send" button.
5. This will submit the case to your selected referring doctor for review.
6. Note, under the "Doctor Talk" tab within the case you will find your original email notes with the attachments (if any).
7. The images (if any) attached to the email would also be located under "attachments."