Exchange and Outlook
GPUK.net
Exchange and Outlook Setup Help
There are two separate procedures to be done, and they must be done in this order,
Set up Microsoft Exchange Server with a generic Receptionist user mailbox.
Set up Microsoft Outlook so that all users can access the Receptionist mailbox.
The screen shots here are from Microsoft Exchange Server 5.5 Service Pack 3.
Setting up Microsoft Exchange Server
If your supplier does not give you Administrative rights to your Exchange server, e.g. Emis users, then ask them to configure the Receptionist user for you, following the requirements listed below. Ask them to refer to this page.
This first stage needs to be done on your Exchange server, not on a workstation. Locate your Exchange server - often this will be the same computer as your Clinical System server, but you may have a separate computer for your Exchange server.
Log into the Exchange server with Administrator privileges i.e. log in as Administrator or as another user who has been given Administrator privileges on that server.
After logging in, run "Microsoft Exchange Administrator". There may be an icon on your desktop for this, or you may need to locate it on the programs menu from the Start button. You may need to select your practice server as Exchange Administrator starts up.
By default the 'permissions tab' is not shown for most objects in Exchange administrator, and you will need to use it. Use the menu option Tools/Options then select the 'permissions' tab to bring up this dialog box:
Ensure that the option "Show permissions page for all objects" is ticked, then click OK.
Select File/New Mailbox (or just do CTRL-M which will do this for you). If asked, agree to set this user up in your Recipients container.
Under the General tab:
In "Display", type Receptionist.
In "Alias", type Receptionist.
Click the button marked "Primary Windows NT Account" at the bottom of this dialog box.
Take the option to "Create a new Windows NT account" then click OK.
In the next box you probably only have one domain so the default selection is correct.
The name of the account is probably already set for you, but if that box is blank then type in "Receptionist".
Then click OK, whereupon you will see a box which tells you the password for the account that you have just created. Make a note of this - you will need it later.
Next go to the Permissions tab.
You are going to enable your staff to access the mail for this user who you have just created.
Click "Add" and add all the users who may deal with the incoming messages, i.e. all your staff and perhaps all the doctors also.
You can select each name individually, or you can select a group of users, if you have an appropriate group of users already defined in "User Manager for Domains".
Using a group is better if you have one set up or know how to do so, but adding individuals one by one (simply double-click on each name) is also fine.
Tip: InPractice Systems Vision users will already have the ViSion group and they can just select that to add all the required users.
Next go to the "E-mail Addresses" tab and write down the SMTP address for your Receptionist, probably something like Receptionist@gp-p12345.nhs.uk
This is the address that you will need to use as your reception email address for GPUK.net, also for appointments and repeats. (When you have finished configuring Exchange and Outlook you need to go to the Admin page on your website, select the Email Address Setup option, and enter this address for use for your appointments, prescriptions, etc.)
Click "OK" and you have finished creating the Receptionist user.
After you have finished creating the account you need to login as this user to complete the process.
Close Exchange Administrator, and log out of Windows NT - take care not to accidentally shut down your server, use the Start button to select the "Shut Down" option to "Close all programs and log on as another user" instead of using "Shut down the computer".
Either at the server or at a workstation log in as your "Receptionist" user using the password that you noted above (Probably it is "Receptionist"). You will probably now be prompted to change this password, so select a new password and make a note of that. After you have completed logging in you may log out again.
This completes the setting up of the Receptionist mailbox.
Configuring Microsoft Outlook
For each member of staff who will need to be able to access the Receptionist mailbox, you need to set their Outlook settings individually.
Log in as the first user for whom you wish to configure Outlook, using their ID and password.
From the Outlook menu bar select
Tools
Services
Microsoft Exchange Server
Properties
Advanced
Add
Type Receptionist to add the Receptionist mailbox.
Click "OK", and Receptionist should appear on the list of mailboxes to be opened.
(If it does not do so then you must have not yet created a Receptionist mailbox on the Exchange Server, perhaps check your spelling both on Exchange and on Outlook).
Click "OK" and again "OK" to save these changes.
Now in Outlook e.g. View/Folder list, you should see the Receptionist Mailbox, and if you expand this you will be able to see the Receptionist Inbox where incoming email will be found.
If you are unable to view the contents of the Receptionist Inbox it will be because you did not add the name of the user whom you are currently logged in as at the stage of configuring permissions for the Receptionist user in Microsoft Exchange Administrator.
Now on the View menu item select "From" so that this field is displayed when sending emails.
Repeat for each user who needs to access the Receptionist email, e.g. all your staff and perhaps also your doctors.
If any of these are unable to view the contents of the Receptionist Inbox it will be because you did not add their name at the stage of configuring permissions for the Receptionist user in Microsoft Exchange Administrator.
Now all of your staff can access the incoming email to the Receptionist smtp email address.
Using the Receptionist Email mailbox
When you have finished configuring Exchange and Outlook you need to go to the Admin page on your website, select the Email Address Setup option, and enter the receptionist address (e.g. something like Receptionist@gp-p12345.nhs.uk) for use for your appointments, prescriptions, etc.
If staff need to reply to emails then they can do this, but probably you want to ensure that their outgoing messages are from "Receptionist" and not from their own ID (in case they are not around when a return incoming email arrives). They can send email as though they are the Receptionist generic user by selecting the "From" button on their email message and choosing "Sender" to be "Receptionist".
Ensure that your staff are fully aware of confidentiality issues before allowing them to send email to patients e.g. someone else may read that patient's email, or indeed the original message to which they are replying may not be from whom it purports to be. It will be safest to just allow simple messages such as a request to telephone the practice without any indication as to what the reason for the call may be.
Technical Tip
NB If you are using (as is likely) Exchange 5.5 Service Pack 3, and you are configured for X400, make sure that you or your supplier have applied the SP3 SMTP hotfix from
- http://nww.nhsmessaging.co.uk/onlinehelp/Downloads.html,
(note above is NHSnet only) - or better the later but larger Exchange Hotfix from Microsoft (9Mb download)
or else replies to incoming smtp messages will appear to work but will actually be lost.
If not, you can still operate the appointments, prescriptions, and other systems, but you should not try to reply to incoming emails since your replies will be lost.
You can still contact a patient by email if you wish by creating an new outgoing mail with their address, it is only emails created using the "Reply" function that are affected by this bug.
© 2001-2007 Simon Child