Overview of Cloud Communication

[Navigation] Messages > Compose > Cloud Communication Message

[Accordion] Overview

Cloud Communications is a sophisticated, HIPAA-compliant messaging system engineered to transform the landscape of clinical dialogue. Purpose-built for the complexities of behavioral health, it provides a secure conduit for the seamless exchange of Protected Health Information (PHI) across internal teams, external providers, and patients, all while maintaining the highest standards of data integrity.

By moving beyond the limitations of legacy fax machines and vulnerable email threads, Cloud Communications establishes a centralized, fully auditable hub for encrypted collaboration. It offers a more agile way to manage clinical workflows, empowering your organization to communicate with absolute confidence while ensuring patient privacy remains uncompromised at every touchpoint.

[Tip] If you see different labels than what is shown in this article (e.g., Patient vs Client), your system may have Custom Labels applied. You can verify and update these by locating "Custom Labels" in the Global Search.

[Accordion] Getting Started

To compose a Cloud Communication Message, follow the steps:

1. Click/Tap on [[lbl:Compose >> img:more_vert]]
2. From the available options, select [[img:cloud_done >> lbl:Cloud Communication Message >> bg:white]] to open the Cloud Communications Message dialog, where you can select the patient filters, manage the message type, and also include an attachment with the message.

Composing a Cloud Communication Message

1. Patient Filters: The Patient Filter allows you to open the Patient Lookup tool to link a message directly to a specific individual’s record. By associating a communication with identifying details, such as Name, Hospital Number, and Date of Birth, you ensure that all clinical correspondence is accurately tracked and filed within the correct patient chart
2. From (required): Choose the account you want to use to send the Cloud Communication Message from the list. These addresses are configured in your Kno2 account and can be reviewed at Utilities > Cloud Communications: Outgoing Addresses
3. Send To (required): Select a recipient from the dropdown list. The entries shown here can be configured at Utilities > Cloud Communications: Recipient Address Book
4. Type (required): Select the Cloud Communication Message Type. The entries shown here can be configured at Utilities > Cloud Communications: Subjects
5. [[img:add >> lbl:Add New Attachment]]: Click/Tap to attach documents to the Cloud Communication Message
6. Include C-CDA for Patient: Check the box to include the selected patient’s Consolidated Clinical Document Architecture (C-CDA) with the message
7. Message Body: The Message Body is your primary area for drafting content: Simply click/tap within the text area to enter your message, providing all necessary details, updates, or instructions for the recipient

Attaching a File to a Cloud Communication Message

[Anchor:Attachafile]

1. File Attachment (required): Specifies the file to be attached to the message. You must select a file from your local system before the attachment can be added.

2. Document Type: This field categorizes your clinical attachments, such as C-CDAs, Consent Forms, Lab Results, or Radiology Reports. By assigning a specific classification to each file, you ensure your records remain neatly organized and easily searchable for future reference.

3. Confidentiality (required): Defines the sensitivity level of your attachment. By selecting the appropriate tier, you dictate exactly how the file is accessed and handled, ensuring strict adherence to privacy and security protocols. Choose from the following levels:

   • Normal: Standard access for authorized personnel

   • Restricted: Limited to specific roles or departments

   • Very Restricted: Highest security level, accessible only by designated high-level administrators or clinicians

4. Attachment Note: An optional field where you can provide a brief description or comment regarding your file. This note serves as a helpful reference for recipients and internal staff, offering immediate context without requiring them to open the document first.
5. [[img:attach_file_add >> lbl:Attach file]] Click/Tap to add the selected file to the message and close the attachment dialog

[Note] Document Type and Attachment Notes are for internal reference only. While these details will be saved and visible within your own sent message records for audit and filing purposes, they are not shared with the recipient.

[Accordion] FAQs

[Q] Is the Attachment Note visible to recipients?

[A] Attachment visibility depends on message context and configuration. The note is intended primarily for informational and reference purposes.

[Q] Does the Confidentiality setting affect who can access the attachment?

[A] Yes. The selected confidentiality level determines how the attachment is handled within the system and helps enforce access and compliance requirements.

[Q] Can I attach multiple files to a single message?

[A] Yes. Multiple attachments can be added to a message by repeating the Attach File process for each document.

[Accordion] Related Articles

Cloud Communications: Configuration

Enabling The Cloud Communication Module