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Using the Alethea Web Portal

Taking Images and Accessing Image Gallery

  • To access our web portal camera extension as well as your Alethea Photo Gallery, click “Camera” on the left hand tool-bar.

  • Once on the “Camera” Page you may be prompted to allow permissions to access the camera, hit “okay” and you will be ready to start.
  • On this page you will see the camera window with the option to switch between different camera lenses available (Internal Computer Camera, or Alethea’s digital otoscope), and the option to switch between video recording and single image capture.
  • Physicians now have the option to plug their alethea-provided otoscope directly into their clinic computer during a patient examination and no longer require a mobile device if they do not want it, they simply have to select “HD Camera(1902:8301)” from the device drop down menu.
  • Once ready to take a picture or video, simply click “Capture” and the image will be taken and placed into your gallery.

  • On The Toolbar on the left hand side of the page, You will be able to Select “Gallery” where you will find your complete gallery of photos, organized by date. Any photos taken on the Alethea Mobile Device will also automatically appear in this gallery so there is no need to worry about losing photos.

  • Physicians can also upload any other files/photos to the gallery by clicking “upload Files” and dragging the desired file into the box. 

  • Lastly, Physicians can delete photos from the library by clicking the pencil symbol before selecting any photos to be deleted and clicking “Delete Selected” 
  • Please Note: deleting photos from the web portal will not delete pictures from the mobile app, and vice versa- photos deleted from the app will not be deleted from the web portal.

Images

  • In the image gallery you can access the AI prediction by selecting the image and clicking “Show AI Prediction”


Sending an eConsult 

  • Select eConsult on the menu bar 

  • Open the eConsult form
  • Type in patient information: Required fields are patient first name, last name and PHN
  • Email and phone number are optional fields 

  • When you enter a patient for the first time, you will need to enter info manually. If the patient has already been entered in the system, their info will auto populate 
  • If you enter an email address, you have the option to copy the patient on the eConsult 
  • This email will be delayed and sent the next day at 7am
  • This email will be tracked for billing purposes and billed for using the 03.01AD or 03.01S fee codes

  • Select the appropriate clinic you are sending an eConsult from (optional if you only have 1)
  • Select the specialty you would like to send your eConsult to using the speciality drop down menu 
  • Select the subsite relevant to your eConsult 
  • Select the specialist you would like to end your eConsult to using the drop down menu (Not available for all specialties)
  • Fill in the form- this will be different for each specialty and subsite 
  • Add attachments (optional)
  • Select images from right hand side gallery, or any additional files you would like to upload to the eConsult (Note: you can only add a maximum of 5 photos and files to any single eConsult)

  • Type or voice dictate in any additional patient info and additional info for the specialist 
  • Always include a question for the specialist 
  • Click “send”
  • You can see your secure message and eConsult response on the secure messaging section in the portal.

View your eConsult responses in secure messaging 

  • To access your secure messaging centre, click, “Secure Messaging” on your left menu bar.

  • You can move your eConsults to archived by checking the box on the left of the line item, and then clicking “archive” at the top of your inbox.

  • When you click on a line item in secure messaging, you can see the full details of the eConsult.

  • You can also send follow-up messages to specialists by entering and sending your message at the bottom of the messaging section. Physicians will send messages back to the consultant when they have further questions for the specialist, or would like to follow-up after a period of time, without sending a new consult. 
  • ATTENTION: Every time you send a new message within secure messaging, it will be tracked and submitted for billing. 
  • If you send multiple messages on the same day for the same patient, or a follow-up message for an eConsult from the same day, only the initial consult or or first message for that day will be accepted for billing. 

  • Each time you send an eConsult, receive a secure message, or send a secure message back to the specialist, there will be a corresponding eFax sent to your fax number on file (as long as you have this feature turned on in your user profile).
  • If you would like to share an eConsult with anyone else (your MOA or other staff, for example) You can use the “forward” button at the top of your eConsult. 
  • You will then see a pop-up menu asking you to enter an email address, and any notes you would like to include. 
  • The recipient will receive a notification in their inbox, letting them know that they have received a secure message from you. They will be prompted to either create or sign-in to their Alethea.Care account to view the message.
  • You can also export an eConsult by clicking on the “export” button at the top of your screen. 
  • Click the back button to navigate out of the consult, and back to your inbox or archive folder. 

Sending Patient Forms

  • You can securely send patient forms using the “forms” tool in the online portal. To access the forms tool, click “forms” on your left menu bar. 

  • If you practice at multiple clinics you will have to select the clinic that you see each patient at.
  • Once on the forms page, you will select a form which you would like to send from the drop down menu. You can also preview the form before sending it to your patient(s)
  • After a form is chosen, you will then input the patient data- their PHN and the email which they want to receive their forms and messages. You can add as many patients as required.
  • If you would like to delay sending the form, there is a check box to do so, after which, the form will be sent at 7:00AM the following morning (For example: if you are filling out this information on a Monday evening, and would like to delay the form, it will be delivered at 7:00 AM Tuesday morning.
  • Hit send! the patient will receive an email directing them to the Alethea.Care Portal where they can fill out the form and it will automatically be returned to you upon completion. 

Sending One-Way Patient Emails

To access our One-Way Messaging service, click “One-Way Messaging” on the left hand tool-bar.

 

  • Once on the One-Way Messaging page, you will need to select which clinic the form will be sent from, if you practice at multiple clinics you will have to select the clinic that you see this specific patient at.
  • You will then input the patient data- their PHN and the email which they want to receive their forms and messages.
  • Next you can add information to the subject line, “Secure message from Dr. ________: [any text you wish to add]
  • Then you will write your message, here you can add any information you would like the patient to have, as well as attach any lab/X-Ray results you think they would find useful. 
  • Lastly you can alter the personal signature at the bottom of your message to include any information you would like. 
  • If you would like to delay sending the message, there is a check box to do so, after which, the email will be sent at 7:00AM the following morning (For example: if you are filling out this information on a Monday evening, and would like to delay the message, it will be delivered at 7:00 AM Tuesday morning.
  • Hit send! the patient will receive an email directing them to the Alethea.Care Portal where they can read the message you have sent. 

It is important to note that this communication is a one-way message, and if the patient has any follow up questions they will have to phone the clinic or any contact information you have provided them directly. 

Using Your Patient Messaging Folder

You can access all your past Patient Messages and Form responses through the “Patient Messages” tab in the toolbar on the left hand side.

  • On this page you will be able to see all patient messages you have sent and form responses you have received in the past. Read messages will appear as with a grey highlight. 
  • To find older messages, we have made it easy to search based off of Patient email, PHN, message type and subject. 
  • To read the contents of a message, simply click on the desired response in your inbox and you will be taken to the form response.
  • On this page you will see all information received from the form for you to add to any patient records.
  • Physicians can also see any messages they have sent to patients by selecting the “Sent” button at the top of the “Patient Messages” screen. Here you will see the patient messages in chronological order.
  • Archived messages can be found on the main “Patient Messages” page along the top of the window next to “Inbox”.

Accessing Your Billing Reports

To access your complete billing records you can now click on “Billing Report” on the left hand side toolbar. Here you will be able to find a complete filling of all past billing claims processed on your behalf by Alethea. 

  • Along the top, you will see your current month’s billing, your previous months billing as well as your Year-to-date (YTD) billing amounts. 
  • Below you will see a visual graphic representing your usage and billing trends over the past few months.
  • Moving down the page, you will see lists of any “New & Pending”, “Rejected” and “Closed” billing claims as well as a list of common reasons a claim may have been rejected. 
  • Lastly, physicians will be able to see a complete list of their Billing records which have been processed by Alethea. 
  • This list is sorted by month, and the month/ year can be changed by clicking on the current month listed 
  • You can also export this as a PDF, or an Excel file to keep for your own personal records.