Setting Up Direct Mail (Secure Messaging)

Direct Mail enables you to send patient data to a receiving provider during a transition of care. Additionally, while you use IntraMail to securely send messages to providers, staff, and patients within your practice, use Direct Mail to securely send messages to and receive messages from providers outside of your practice.

Direct Mail messages look like email messages, and patient records look like email attachments. The closed architecture of the system makes it secure and HIPAA compliant.

Before you can use Direct Mail, you must set it up using a two-step process. Each user must request a direct address, and one user must verify his or her identity on behalf of the entire practice.

What do you want to do?
  1. Log in to Encompass on the web as a doctor or technician.
  2. Click the Mail tab.
  3. Click the Direct Mail folder on the left.

  4. Click Request Direct Address.

    Your Direct Mail Address appears at the top of the screen.

    Take note of your direct mail address. You will need to share this address with clinicians outside of your practice with whom you coordinate care or exchange health records. Your direct mail address is also known as a HISP address.

    If no one at your practice has verified their identity for the purposes of sending Direct Mail yet, you will see the message "Practice not verified" next to your Direct Mail Address. If you see this message, contact a practice administrator and refer to Verify your identity on behalf of the practice.

  1. Log in to the Encompass web application as an administrator.
  2. Locate the Direct Mail section and click the Direct Mail Management button.
  3. Use the Verifying User drop-down list to select your name.

  4. Click Verify Selected User.

    The Updox DirectTrust Activation agreement appears.

  5. Read the agreement and click I Accept or I Decline.

    If you accept, the Experian User Agreement appears.

  6. Read the agreement and click I Accept or I Decline.

    If you accept, an identity verification form appears.

  7. Follow the on-screen instructions, entering all required personal information and identification requirements.

    When it comes to verifying IDs, make sure the IDs you upload pertain to the clinical user whose account you selected in step 3. The purpose of the identity verification process is to verify the individual's identity, not the practice.

  8. Click Verify Identity once you've completed all of the requirements.

    Under the Verify Identity button are various links that will help if you encounter any issues during the verification process. Click Contact Us to contact Updox directly or User Help to launch a help guide.

    Once the clinical user's identity is verified, they are the DirectTrust representative for your practice. Other staff members will be able to sign up for Direct Mail simply by requesting their direct address.

Ask clinicians outside of your practice with whom you coordinate care or exchange health records for their direct mail addresses. The direct address may also be known as a secure messaging address or HISP address.

Direct mail is not compatible with email. Although direct mail and email addresses look similar, you cannot send direct mail to a standard email address.

As you collect these direct addresses, add them to your referral contacts in Encompass.

  1. Log in to the Encompass EHR web application as a clinical user.
  2. Click the Document Management tab.
  3. Add a new referral contact or edit an existing one.
  4. Locate the HISP Address text field and enter the provider’s direct address.
  5. Click Save.