User Guide

First Time Receiving Documents through Tracument

If this is the first time you have received an email from the Tracument system, please take five minutes to read this guide.

What is going on?

A Tracument user has initiated a ‘Third-Party Pay’ transfer using our system. This feature is designed to help a a medical clinic or doctor transfer a patient’s records securely to another office while asking the patient (the third party) to pay the cost of this transfer. The medical clinic has initiated this transfer by securely uploading the documents that are to be transferred to our server and attaching an invoice.

*If you are the patient, our system will automatically forward a link to this invoice to your email address. If the you pay the invoice, the records will be securely and immediately forwarded to the intended recipient (usually another clinic or medical professional). If you have concerns about the invoice, please contact your doctor’s office directly.

Simply follow the link in the email you have received, input the password, which will have been provided to you in a separate communication or will be something you know already (i.e. your birth date), and you will be able to view and pay the invoice. Doing so will cause your records to be forwarded to their recipient. You will not be able to view your records (you must contact your doctor directly).

Please do not remit payment to the sender directly. You must remit payment to Tracument Solutions Inc., as Tracument’s system will not forward the records automatically until you do so. Tracument will then remit payment to the sender automatically.

The sender has chosen to send the document(s) you have requested through Tracument to ensure security of the document(s) and to track the progress of the transaction. We collect payment on their behalf and deposit it automatically to their account, simplifying the document exchange process. By using our service, they reduce the cost of the transfer of your records and increase the security of your private information.

*If you are a medical professional and have received notification that documents are ready to be picked up, this means that the transfer detailed above has been initiated by another medical professional and paid for by the patient whose chart is being transferred. You may follow the link in the email you received and log in using the password (which will have been provided to you in a separate communication or will be something you know already--ie. a birth date). The records will be accessible through this link for 120 days. If you have any questions, please contact the sending party.

What is Tracument?

Tracument is a web-based system designed for the Canadian market. It allows professionals (ie. medical offices and lawyers) to send confidential client-patient information over the Internet while enjoying the following features:

• Tracument uses bank-level security to transfer documents and records.
• Tracument handles all payment processing on behalf of a sender, allowing them to ‘send-and-forget’ documents with the knowledge that they will be paid before the documents are accessed.
• Tracument allows a sender to offer more payment options to the recipients of their documents. We accept all major credit cards (for most invoices), bank transfers (EFT), and cheque.
• Tracument offers robust tools for tracking and organizing all received requests and provided documents, as well as a fully searchable and permanent archive of all activity in the system.

Tracument transfers documents with the utmost security and privacy of its users in mind. We do not have access to the documents transferred through our system. Only the sender and recipient can access documents sent through our system and only through their account or one-time login and appropriate passwords. Documents are stored securely on servers located in Canada and are permanently deleted after the transfer has been completed.

What’s next?

If you are a medical clinic, you may wish to sign up for a free Tracument account, which offers these benefits:

• You may track the status (unpaid/paid) of all documents sent through your Tracument account.
• You may receive requests for documents through the Tracument system. The requests themselves can be tracked, organized, and searched, and offer instant communication with the requestor.
• Tracument handles all payment processing on your behalf and deposits all collected funds into your bank account twice per month.
• All your receipts will be organized into easy-to-post statements.
• If you are a document provider, you may use the system to send documents by secure link to any email address in the world.

Contact

Tracument can be reached by email at support@tracument.com. Please mail cheques and other correspondence to:

Tracument Solutions Inc.
Unit 220, Box 35 - 1 First Street
Collingwood, ON L9Y 1A1