Getting started with Barti Efax

1. What is Kno2

Kno2 is a cloud-based interoperability platform designed to make it easier for healthcare organizations (like clinics, optometrists, hospitals, etc.) to exchange patient information securely and electronically.

Kno2 offers a “eFax or Cloud Faxing” service (rather than traditional analog fax machines) so your clinic can send/receive faxes in a secure, digital, or hybrid workflow. It's designed specifically for healthcare: HIPAA-compliant, integrates with EHRs like Barti and clinical systems.

With the eFax integration with Barti, you can fax outbound from your Barti account, and you will access received faxes in the Kno2 dashboard.

2. How to access Kno2 dashboard

To access the Kno2 dashboard, log in at kno2.prod.barti.com.

The Kno2 Dashboard provides the administrator with an overview of their organization's activity, giving them an opportunity to identify and implement easy document workflow improvements. When the administrator logs in, the Dashboard will be the default view. The dashboard automatically refreshes every 5 minutes.

Quick Action Buttons

The Quick Action Buttons displayed on the top of the dashboard provide you with a snapshot of getting your instance configured and then optimized for sending and receiving of patient documentation, allowing you to centralize all document exchange in your organization. In addition, once you have configured your instance, the Get Started Quick Action Button will switch to New Features and Updates, providing you up-to-date information on the latest features and updates released in the Kno2 product!

Get Started Quick Action Button

The Get Started Quick Action Button walks you through the required steps to configure your Kno2 instance. Check each item off of the list as you work your way through the setup. Once all items have been checked, the Setup complete button will be activated. Select the Getting started checklist link below the button to access this list

Receive Quick Action Button

The Receive Quick Action Button walks you through the available Kno2 document sources that can be configured in your instance for centralizing the receipt of patient documentation into Kno2 Intake. Each section expands to provide ways to leverage Kno2 to optimize receiving. Select the Optimize receiving link below the button to access this page.

Send Quick Action Button

The Send Quick Action Button walks you through the available Kno2 send methods that can be configured in your instance for centralizing the sending and release of patient documentation from your Kno2 instance. Each section expands to provide ways to leverage Kno2 to optimize release. Select the Optimize sending link below the button to access this page.

Build Your Network Quick Action Button

The Build Your Network Quick Action Button gives you immediate access to sending a Kno2 invitation to other providers and organizations with whom you frequently exchange patient documentation. Invite them to sign up for Kno2 and start exchanging with them electronically and securely! Select the Send an invite link below the button to access this form.

Message Statistics

Message Statistics show the administrator a summary of all of the sent, received and failed Kno2 messages, from any activated Document Source, for your organization within the last 14 days. Statistics show:

1. Total Number of Messages Sent
2. Average Message Size
3. Number of Attachments
4. Total Number of Message Failures

NOTE: All message events related to messages sent and received by your organization can also be found under Notifications on the Message Events tab.

Recent Activity

Recent Activity includes a listing of all of your recent Release activity and the status of each Release. This includes all Kno2 activity across all users of your organization within the last 24 hours and provides “at a glance” detail of the date, subject, and the To and From addresses or fax numbers. The status column displays a message status of sending, delivered, forwarded, replied, received, failed if there was a message failure from Kno2, or bounced if there was an error in transmission of the message to the designated address.

You will quickly find that the Kno2 Dashboard is an easy and effective way to get a snapshot of your organization's activity.

The Recent Activity grid also includes an Activity Report. This can be found by selecting the icon on the right. Download a report, filtered by date, to show all message activity for your organization. Use this report for improving workflows in your organization or for Meaningful Use attestation.

Administrator's Dashboard View
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User's Dashboard View

3. How to create additional users

To add user logins for your staff, below are the quick steps to follow,

1. Log in at kno2.prod.barti.com as an administrator.
2. Navigate to the "User" section.
3. Select the “+” sign located in the upper right-hand corner.  
4. The create user setup window opens.

5. User Name: Enter the email address of the user.

   This will be the email used to receive the account invitation email and Kno2 notifications.

   • Note: If the user field is flagged red:
     • Confirm the email address is valid.
     • If you have multiple Kno2 organizations in a Network, check for an existing user account and grant them access to the desired location(s) following the steps here.
     • If neither of the above apply, ensure the user does not have an existing account that needs to be re-enabled.
6. First Name, Last Name: Enter the first and last name of the user.
7. Primary Job Function: Select the primary job function of the user you are creating.
   • Note: This is internal only and does not have to be an exact match.
8. Administrator: Checking this allows the user to configure organization Settings and see all message activity.
9. Send Permissions:
   • Global Send Permissions will automatically populate based on the configuration of a specific fax number or direct address configuration. (Please note: Global Send Permissions cannot be edited from the user screen)
   • Select Additional Send Permissions(s) to grant the user permission to send from document sources.
10. Intake Rules
    • Global Intake Rule(s) will automatically populate based on the configuration of an intake rule and grant the user permission to receive notifications and view messages for populated rules. (Please note: Global Intake Rules cannot be edited from the user screen)
    • Select Additional Intake Rules to grant the user permission to receive notifications and view messages from other Intake Rules.
11. Select Save Changes and the user will appear in the list below in alphabetical order.
12. Continue steps 1-9 above for each additional user.
    • Once a user is added, the invitation will be submitted to their email for completion.
    • The status of their user account can be viewed in the Invitation Status column.

4. How to set email notifications

Administrators will receive notifications for Unassigned Messages by default.

To enable email notifications to alert non-admin users about new faxes:

1. Log in as an admin: kno2.prod.barti.com.
2. Create Intake Rules: Intake Rules allow Kno2 admins to assign messages in My Intake to their users, based on the Direct address or fax number the message was sent to or from. Kno2 admins can also set Triage Rules here to assign uploaded batches of documents to specific users. 

Users who are not Kno2 admins will not receive email notifications about new faxes or Direct messages and will not be able to view/process messages that are not assigned to them - so it's important to make sure users are included on an Intake Rule as Appropriate.

Adding a New Message Rule

1. Navigate to Settings > Intake Rules.
2. Give the Rule a name relevant to the type of messages it governs, eg Faxes.
3. Select the Rule Type radio button "Kno2 Message" to create a rule for incoming Direct messages or Faxes.
4. Leave the External "From" Address or Fax Number field blank, unless you wish to create a rule that only applies to messages from a certain sender. See more here regarding proper formatting of "From" numbers.
5. Select a preferred option for the Assign this rule to: radio button.
   • Select Global Rule (applies to all users) to grant all active users permission to receive notifications and view messages. Once set for a rule, all newly added users will automatically be included in the rule permissions.
   • Select Specify a list of users to grant specific users permission to receive notifications and view messages.
6. Click on the blue disk icon to save.

Editing an Existing Intake Rule

Everyone starts with a rule called To Records (Sample) in the right pane, which assigns all messages sent to the default Kno2 Direct address to the Kno2 admin. You can edit this rule or other existing rules as needed.

1. Navigate to Settings > Intake Rules.
2. Locate Message Rules on the right side of the screen, click on To Records (sample) or the Rule you wish to edit, and select Edit.
3. The Rule will populate in the center pane.
4. You can change the name if desired.
5. Leave the External "From" Address or Fax Number field blank, unless you wish to have the rule only apply to messages from a certain sender. See more here regarding proper formatting of "From" numbers.
6. Select a preferred option for the Assign this rule to: radio button.
   • Select Global Rule (applies to all users) to grant all users permission to receive notifications and view messages. This setting will automatically provision all active users, present and future, this intake rule.
   • Select Specify a list of users to grant specific users permission to receive notifications and view messages.

7. When you're satisfied with changes you've made, click the blue disk icon to save.

    

Once a user is added to an Intake Rule, they will receive email notifications. Pictured below is an example of an email notification:

5. How to send a fax w/ PHI

To send a fax with PHI, login to Kno2.prod.barti.com and follow the instructions below:

1. Select the blue New Release button on the right.
2. The release form will open.
3. Select a Type from the drop-down list. Your organization’s custom release types will appear first in the list. The release type acts like your subject line.
4. Select a 'To' and 'From' fax number if not already filled by the release type. 
5. To complete your audit trail and provide detail for the recipient, complete the required Patient Details.
   • First Name, Last Name, Date of Birth, and Gender.
     • You may use Patient Search to add these details.
6. Add Attachments.
   • Select the + sign to the right of Attachments or
   • Drag and drop the attachment(s) into the box below the + sign.
   • Optional:
     1. Document Type – not used for fax.
     2. Confidentiality Level – not used for fax.
     3. Document Date – internal date selection for document.
     4. Description – internal explanation about document.
   • Note: all fax documents will be converted to PDF before faxing to the intended recipient.
7. Select the Send button in the upper right-hand corner. The message summary modal appears.
8. Review the message summary modal and add the following:
   ​a. Optional: Message comments – adds comments for the recipient.
   ​b. Optional: Disclosure reason – Internal explanation of why the release is occurring. 
9. Select Confirm to send the message.
10. The message is sent, and a confirmation will appear at the top of the page. You will be returned to the Released Grid.

6. How to send a fax w/out PHI

Send Non-PHI Fax allows you to send a fax that is not about a patient without needing to include patient information such as a name.

Here's how to use this feature:

1. Select Release and click the caret on the right of the New Release button; click Send Non-PHI fax to begin your message.
2. Enter a Subject.
3. Enter a 'To' number.
4. Select a 'From' number. 
5. Optional: add a message for the recipient.
6. Click Browse to add your attachment(s).
7. Click Send and you will be returned to the Released Grid.
8. Note: Faxes sent this way use the same security as patient faxes, but no patient data is collected for your Audit trail. 

7. How to see incoming faxes

To access incoming faxes, follow these steps:

1. Log in at kno2.prod.barti.com.
2. Navigate to My Intake on the left side of the page.

My Intake is your message and document inbox that manages the receipt of all incoming Kno2 messages and associated attachments, sent from any Document Source, that have been assigned to you for processing. This includes uploaded batches and messages from Triage. To view items in your Intake, click on the My Intake option from the menu on the left. Depending on message activity, you may or may not have any active messages to process in your Intake.

From your Intake, you can quickly preview an attachment of a message or fax by hovering over the attachment icon on the left, then clicking on the attachment link from the list displayed. This will allow you to see the content of the attachment without opening the message.

Example - User's Intake, viewed by 'Rules' and filtered by 'In Progress' status.

8. Where to create your address book

Contacts is your organization's fax directory. It is intended to store and make available to your users, all of the frequently used contacts in your organization, this directory functions for 'outbound' messages being sent from your organization!

Organization admins have the ability to easily add contacts through a .csv file upload, providing an efficient and streamlined option for adding multiple contacts at once.

To use this feature, the organization admin will upload a .csv file containing the contact information of the individuals they wish to add. This file can be an existing contacts list that meets the file format requirements, or a new list created from a template available in Kno2. Once the file is uploaded, the contacts are searchable in the To field when sending a fax from Release.

Once uploaded, users will be able to search for contacts in the To field when sending a new fax.

Contact List Options

Click the options below for individual guides to walk you through setup of a csv file contacts list:

• Contacts Uploader - Using an Existing Contacts List
• Contacts Uploader - Creating a Contacts List from Template File
• Contacts Uploader - Updating an Existing Kno2fy Contacts List

Contact List File Requirements

The csv file used for upload must meet the following requirements:

1. Must be UTF-8 CSV file.
2. Must be smaller than 20 megabytes.
3. Cannot contain any duplicate name/number combos.
4. Must have the three required text headers:
   • Contact Value
   • Name
   • Company
5. Headers must be spelled correctly but are not case-sensitive.
6. Contact Value, Name and Company cell values must meet data requirements shown here:

Template Sample File

A downloadable sample file is available here for review and testing.

Upload Errors and Warnings

When uploading a file, if the data is incorrect or the template format doesn’t match, an error message will be displayed. Please contact support@kno2.com for assistance with errors/warnings.

Errors

Errors are displayed on the Contacts page until the next successful upload, which will automatically clear the error.

Warnings

If another organization administrator is already uploading a file, the following message will be displayed: "The file could not be imported as an upload is currently in progress".

9. How to print/download faxes

1. To print faxes, follow the steps below:

• Click on a message in My Intake.
• Ensure you have selected the attachment you wish to print (it will be highlighted yellow).
• Click the grey printer icon on the toolbar above the message preview (note: if your window is minimized, you will see three grey lines; click them to access the collapsed menu).
• Select your desired destination, pages, copies, and color, or use the default options.
• Click Print.
• If you need to mark the message as Processed, use the blue drop-down menu in the top right to select Mark as Processed.
• Repeat for any additional attachments on the message you wish to print.

2. To download faxes, follow the steps below:

• Click on a message in My Intake.
• Ensure you have selected the attachment you wish to download (it will be highlighted yellow).
• Click the grey download icon on the toolbar above the message preview (note: if your window is minimized, you will see three grey lines; click them to access the collapsed menu).
• If you need to mark the message as Processed, use the blue drop-down menu in the top right to select Mark as Processed.
• Repeat for any additional attachments on the message you wish to download.

10. How to reset password

To reset your password:

1. Go to kno2.prod.barti.com.
2. Click on "Forgot password?".
3. Follow the instructions to reset your password.

Administrators can also reset user passwords from Settings > Users.

11. How to review your Organization Settings

Verify that your Kno2 instance is set up accurately from Settings ('gear' icon) > Organization.

Settings

Confirm the desired settings for your organization with the options listed below.

Session Timeout

A security timeout for Kno2 based upon inactivity by a user. System Default is 10 minutes of inactivity by the user before the system will log them out of Kno2. The value can be decreased to a minimum of 1 minute and a maximum of 20 minutes. You will be required to Save Changes and sign out for the changes to take effect.

Process Structured CDAs on Intake

If you have an API integration with Kno2, selection of Process Structured CDAs on Intake allows for structured CDA documents received in Intake to be automatically downloaded according to your intake download settings, and marked as processed. After selecting this option, select Save Changes. If no selection is made, users will process structured CDAs manually from My Intake.

Require Two-Factor Authentication

Selection of Require Two-Factor Authentication enforces the use of a second level of security for all users associated with your organization. See What is 2-Factor Authentication, and how do I configure it?  for more information. Upon first login attempt, users will be required to select a multifactor authentication method, to which a code will be sent. After the multifactor authorization option has been confirmed, users will be required to enter their password and a security code to access their Kno2 account.

Suppress Default Fax Cover Sheet

If fax is enabled for your organization, selection of Suppress Default Fax Cover Sheet does not send the default fax cover sheet provided by Kno2. If your organization wishes to send their own cover sheet, this can be done by suppressing the default fax cover sheet and adding your own cover sheet as the first attachment of a fax. If the box is unchecked, the Kno2 default cover sheet will be sent with each fax.

Suppress Default Metadata Pages

If fax is enabled for your organization, selection of the Suppress Default Metadata Pages does not send these pages with the fax. These pages include the message body/comments and attachment descriptions. If the box is unchecked, the default metadata pages will be sent with each fax.

Delete .xsl attachments upon receipt

If you wish to remove .xsl attachments, selection of Delete .xsl attachments upon receipt will automatically delete .xsl attachments from a clinical message upon receipt, leaving only the clinical documents. See Delete .xsl Attachments Upon Receipt for more information.

Assigning Authority OID

The Assigning Authority OID represents the object ID for the system that issues your patient IDs and your EHR uses to identify that the corresponding value is a Patient ID.  When sending or downloading a message that uses Kno2 to generate a CDA from unstructured content, this value is seen in the “root” attribute of RecordTarget > PatientRole > ID.  If no value is specified, a default value is used and the patient ID may not be unique or recognized by your system. NOTE: When a new Kno2 instance is created, a default value is automatically assigned, however, should be edited to represent your specific object ID.

Organization

Confirm the accuracy of your organization name and details. If the name or details need to be updated, please contact support@kno2.com.

Address

Confirm the accuracy of your organization’s address. If the address needs to be updated, please contact support@kno2.com.

Primary Contact

Confirm the accuracy of the primary contact information for your organization. If the primary contact needs to be updated, please contact support@kno2.com.

Health Service Area

1. Health Service Area (HSA): HSAs are the smallest unit of healthcare monitored regions by the Centers for Medicare and Medicaid services. HSAs are comprised of multiple zip codes in a geographic area. This information is populated based on the zip code entered during the registration process.
2. Health Referral Region (HRR): HRRs are the largest unit of healthcare monitored referral regions by the Centers for Medicare and Medicaid services. HRRs are comprised of multiple HSAs in a geographic area. This information is populated based on the zip code entered during the registration process.

API Settings 

Client credentials are used by systems that integrate with Kno2 using a service account rather than Kno2 users. They are created and managed under API Settings. Kno2 admins can create client credentials using the following steps:

3. Select the Create Client Credentials button.

4. A confirmation modal will appear.

Select the Create Client Credentials for <the current Kno2 instance> button to continue.

• 5. Store your key and secret in a secure location.

Select Copy Credentials to copy to the clipboard.

• Paste and store these in a secure location for later entry into the system integrating with Kno2.
• Select the Disabled button so that Enabled will be displayed, indicating that the service account is now enabled.
• Enter the IP address(es) provided by your EMR or system integrating with Kno2 (these are the public IP addresses of the server contacting Kno2).

Select Save IP Addresses.

• Optional: Select the '+ Add Service Account' button if multiple service accounts are needed.

For more help click here to create a Barti Support Ticket.