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support@MedExBank.com

The MedEx Mission 2Introduction 2Pricing 3MedEx Registration Process 4MedEx Preferences 5Setup & the MedEx Website: 6The Base Communication Package 8Navigating the Base Package 8Appointment Reminder Campaigns 9Recall Campaigns 10Go Green Events 11Announcements 12The SMS Bot 12

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The MedEx Mission

Our mission is to happily deliver the best and most affordable medical communication platform to all users.

IntroductionMedical providers need to communicate securely with their patients across multiple platforms. MedEx grew out of the need for a simple, unified messaging plug-in for OpenEMR, the most successful open source electronic health record system on the planet.

Our MedEx Communication plug-in integrates directly into the electronic health record. It delivers a HIPAA compliant, securely encrypted messaging engine for practices to reach their patients. It compliments the offerings in the Patient Portal, adding new ways to reach patients. MedEx delivers permission-based messaging using voice, SMS, e-mail or traditional mail at an affordable low rate to all users. Practices can now reach their patients using the modalities their patients prefer, resulting in high engagements rates (happy patients), lower no-show rates (happy administrators) and reduced staff work loads (happy employees). In addition to the coolness factor of providing modern messaging to patients, you can see that practices with fuller schedules are happier practices all around! We like happy. It is an integral part of our mission (happy MedEx).

MedEx is embedded within OpenEMR. Sign up, create your message and activate it. Everything else happens in the background, every day. Automated SMS text, Voice messaging and e-mail messaging are only steps away for your practice.

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PricingMedEx is competitively priced for practices of all sizes. All prices quoted are for North American practices. International rates do vary but for most locations, the published rates apply.

MedEx offers two options: the à la Carte Plan and the Unmetered Plan. In the à la Carte Plan each provider pays a flat rate monthly and each message is charged separately. This is useful for providers performing lower messaging volumes.

The second option is the Unmetered Plan. Power users sending out high volumes of Reminder messages should consider this option. The cost per provider monthly is fixed. Reminders, Recalls, SMS Bot and GoGreen messages are unmetered (essentially - capped at 4,000 messages per month per provider), meaning you can send and receive an unlimited number for one monthly fee. The other service options (Announcements, Dial 0 and Clinical Reminder messages) are available on a per-message rate with this plan.

The monthly cost of the Unmetered Plan is related to the number of providers utilizing MedEx. The more providers you enroll, the lower the cost per unit provider.

Here is a breakdown of our Unmetered Plan charges:

*based on a 40 hour work week

Number of Providers

Per Provider Monthly Cost Hourly cost/provider*

1 $99.00 $99.00 $0.57

2 $99.00 $198.00 $0.57

3 $89.00 $267.00 $0.51

4 $79.00 $316.00 $0.46

5 $69.00 $345.00 $0.40

6 $59.00 $354.00 $0.34

7 or more $49.00 $343.00 (+ $49 each

additional provider)

$0.28

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MedEx Registration Process1. Enable the MedEx Communication Service via Administration->Globals->Connectors.

2. Reload the Messages tab of OpenEMR. A new sub-menu will appear in the Messages tab. Navigate to File->Setup MedEx to register.

3. Register using a unique and valid email. This email does not have to be the email address your practice uses to communicate with the public. Your password must be complex: one uppercase letter, one lower case, one number and one special character.

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MedEx Preferences

1. Decide on your practice’s policy regarding HIPAA policy documentation. Hover your mouse over the General options for help determining which policy suits your needs the best.

2. Choose which Facilities you wish to send messages for. Most practices with more than one location will choose all locations, but surgeons may wish to only include office-based facilities for example.

3. Choose which Providers to send messages for. Each provider selected will increase the base MedEx subscription price.

4. If you plan to locally print Recall Labels or Postcards for Recalls, complete these sections also.

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Setup & the MedEx Website:1. Login to MedExBank.com using the same e-mail/password credentials you used when signing up through your OpenEMR server.

2. In the My Practice section, complete the data for each of the three sections:• Admin contact• Outgoing Messages• E-mail Alerts

Be sure to select your correct Time Zone: messages are delivered according to local time.

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3. The My Facilities section on MedEx lists the facilities you selected when completing your MedEx Preferences in OpenEMR. If there is a discrepancy, you will need to update your facility information in OpenEMR, not on MedEx. The only facility feature that can be changed on MedEx is the facility caller-id. If you wish to have a different caller-id for a specific office, you should Edit the facility here.

4. My Providers lists the providers you selected when completing your MedEx Preferences in OpenEMR. Here you will need to indicate how the provider’s name should appear in text messages and e-mails, as well as how it will sound in a voice message. Save each provider’s data one at a time.

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The Base Communication Package

To create messages, you will need an active subscription, either the à la Carte plan or the Unlimited Plan. Choose one and activate it by clicking the Base Subscription button. Processing of payments are handled through our third party processor PayPal (Braintree). If you have any issues please contact support@MedExBank.com for prompt assistance.

Billing is performed monthly. À la Carte users need to add Credits to start sending messages. It is highly recommended that you enable the Auto-refill feature to ensure messages are automatically sent out in the

future. You can cancel your subscription at any time by deleting your subscription. We will be sad to see you go but we will happily refund any used credits!

Navigating the Base PackageThe Base Communication Package includes unlimited messaging for Appointment Reminders, Patient Recalls, Go Green Messaging, Announcements and the SMS Bot. À la Carte users will have full access to these features as well on a metered basis.

We auto-create examples of each type of Reminder and Recall which suit most users needs without modification. You are welcome to further customize these messages and their timings to match your workflows.

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Appointment Reminder Campaigns

The default Reminder Campaign process starts with an e-mail 14 days before a scheduled appointment. Patients can confirm by clicking a link in the e-mail they receive. If they do, the Calendar, Flow Board and SMS Bot will show that the patient has confirmed by e-mail.

Two days prior to this appointment, a voice reminder message will be sent. You’ll be able to choose the dialect and language desired! If they answer, the patient can confirm or request a callback . If an answering machine picks up, the message is left on the machine .

If the patient does not respond to the AVM, one day before the appointment, an SMS text message will be sent to their mobile device. The patient can confirm or request a call back.

Your practice can create messages to match any workflow you desire. To send an email you need the patient’s email address. Same is true for SMS - the patient needs an SMS-capable phone. MedEx assumes any phone number listed as a “Mobile/Cell Phone” in OpenEMR’s Patient Demographics section is SMS capable. Additionally, if a patient has opted out of one particular type of communication modality, MedEx will update their preference in your OpenEMR, and will not send those messages to the patient. Each message we send includes an opt-out option. It is best that your practice asks each patient what they allow and document this in the demographics section.

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Recall Campaigns

By now you have noticed OpenEMR 5.0.1 and beyond includes a Recall Board. The Recall Board is an electronic method of storing lists of patients who need to schedule appointments. It is available to all OpenEMR users. For those who choose to activate the MedEx Base Subscription Package, we have integrated MedEx messaging into the Recall Board also.

Default examples for Recall Campaign Events:

The default Recall workflow is to send one e-mail message 30 days before the desired Recall Date. A second message is sent via SMS 2 weeks before the Recall Date tweaking the patient to call and setup their appointment if they haven’t already done so. If no response is received after these events complete, the row on the Recall Board is highlighted red and its status is changed to “Manual Processing Needed”. Your office can personally call, send postcards or delete the recall, according to your in-house workflows.

Once an appointment is booked in the calendar (within 3 months of the recall date), the recall is auto-deleted from the Recall Board.

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Go Green Events

In an effort to reduce office expenses, MedEx created Go Green Events. This is a process where printed materials are delivered electronically.

As an example, with every new patient appointment, MedEx can deliver a “Welcome to the Practice” e-mail, complete with attached PDF intake forms.

Go Green Events can be precisely targeted to groups of patients by Visit Types (New, Annual, Mammo, etc), Appointment Status, Provider and Facility. You are limited only by your own creativity. Unlimited Go Green messages are included in the Base Communication Package.

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Announcements

If you ever need to reach a group of patients quickly, and the staff is not able to perform this task in a timely manner, you may wish to create an announcement.

Like Reminders and Recalls, Announcements can be targeted by facility, provider, appointment type and/or appointment status. Unlike Reminders and Recalls, an Announcement is not personalized. Everyone receives the same message. “We are closed tomorrow for the storm. Please call to reschedule.” “Dr. Smith has a family emergency and will be out of the office tomorrow. We apologize and will reach out to reschedule you tomorrow morning.”

Once you are familiar with the MedEx Bank website, you will find the website is simple to navigate and making an Announcement is straight forward.

The SMS Bot

A MedEx Base Communication Package subscription adds an SMS interface directly into your OpenEMR software. You can text patients from any computer if you are logged into your OpenEMR server. Remember to keep it HIPAA compliant!

The SMS Bot is located in the Message Center of OpenEMR. It can also be accessed from the sub-menu of the Flow Board and Recall Board.

Unlimited SMS Bot use is included in the Unmetered Plan.