Faxing Physicians for Follow-up Information through Microsoft Outlook® Using Access®

Faxing Physicians for Follow-up Information through Microsoft Outlook® Using Access®

Introduction: Requesting follow-up information on BMT patients from external providers is an ongoing task for BMT staff. By automating the faxing request process, the UIHC BMT Data Team saves time and resources by eliminating the need to edit and track paper documents and by reducing printing supply costs.

Methods: Data Manager-specific reports with contact information and signature images were created in our BMT Access® Database from previously-used document templates. Key fields from the main database table that we wanted to automatically generate from the data already entered in the patient's record were pulled into the report and validated. Because each recipient's forms require reporting at different times based on date of transplant, the request time frame was created by inserting the “Date of Last Contact” field and adding a new calculated field which auto-populates the current date within the report once the button is clicked. A separate button exists to view the reports before faxing for information to ensure completeness. Our hospital supports inbound and outbound faxing through Microsoft Outlook, so I customized a Visual Basic (VBA) event procedure within Access® which compiles our follow-up request report into PDF format, based upon the record displayed, and automatically attaches it to an outlook email message with the subject “Request for follow-up information.” After entering the referring provider fax number the request can be sent.

Conclusion: Having the ability to instantly fax referring providers for information has saved resources and decreased the time spent by the BMT Data Team on this activity by more than 75%. Current efforts are underway to customize and automate all patient and provider contact letters and requests for more positions within the BMT program. As a result, we fully expect to maximize staff time and save program resources.

Figure 1. View of the BMT Database main form. Fields outlined in red are automatically populated into the request for information report. Clicking the “Fax MD” button automatically compiles and attaches the PDF request document to an outgoing message from the Data Manager's Outlook®.

 

Figure 2. Page one of the fax for information request. Fields outlined in red are pulled from the database. Fields outlined in blue are auto populated with the current date when the “Fax MD” button is clicked. The report is customized with the requester's information.

Figure 3. Page two of the fax for information request. Fields outlined in red are pulled from the main table. Fields outlined in blue are auto populated with the current date when the “Fax MD” button is clicked. The report is customized with the requester's information.