HHAeXchange ConeXus User Guide HHAeXchange s Communication Functionality Copyright 2017 Homecare Software Solutions, LLC One Court Square 44th Floor Long Island City, NY 11101 Phone: (718) 407-4633 Fax: (718) 679-9273
Legal The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of the agreement. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose without the express written permission of Homecare Software Solutions, LLC. Information in this document may be revised from time to time without notice and is for informational purposes only. Consult with your legal advisor as to your required compliance with all laws and regulations. Copyright 2017 Homecare Software Solutions, LLC. All rights reserved. One Court Square, 44th Floor, Long Island City, NY 11101 Part number: ConeXus User Guide Copyright 2017 Homecare Software Solutions, LLC One Court Square 44th Floor Long Island City, NY 11101 Phone: (718) 407-4633 Fax: (718) 679-9273
Table of Contents Overview... 1 The Homepage... 1 Communicate Functions... 2 Setup Functions... 2 Setup... 3 Roles and Permissions... 3 Script Creation and Management... 4 Create New Scrip... 4 Search For and Manage Existing Scripts... 5 Generating and Sending Broadcasts... 6 Adding Employees to a Broadcast... 6 Add Employees Via Search... 6 Add Employees via Smart Map... 8 Managing Employees Added to the Broadcast List... 10 Broadcasting Options... 11 Broadcasting via Text... 11 Broadcasting via Email... 12 Broadcasting via Employee Preference... 14 Broadcast Management... 16 Manage Section... 16 Utilization... 18 Reports... 19 Utilization Report... 19 Copyright 2017 Homecare Software Solutions, LLC One Court Square 44th Floor Long Island City, NY 11101 Phone: (718) 407-4633 Fax: (718) 679-9273
Overview HHAeXchange s ConeXus functionality allows Agencies to quickly, and easily, communicate with Caregivers (referred to as Employees in ConeXus) in the field. Messages may be sent via Text or Email, depending on available information and/or employee preference. This process guide will cover the setup, use, management, and additional features of ConeXus. If you have questions, thoughts, or concerns regarding the content of this document, please contact HHAeXchange Customer Support. The Homepage To access the ConeXus system: 1. Navigate to the Action module and select Conexus: Note: You must have the appropriate permission to access ConeXus. If it does not appear in the Action dropdown, you do not have the corresponding permission. Action Module > Conexus 2. The ConeXus Homepage will open in a new window: 3. From the Homepage, you can access: a. The Communication Functions b. Setup Functions ConeXus Homepage ConeXus User Guide Page 1 HHAeXchange s Communication Functionality Overview
Communicate Functions Text: Navigates Users to the New Text Broadcast section, allowing users to transmit broadcast messages via text message. Email: Navigates Users to the New Email Broadcast section, allowing users to transmit broadcast messages via email message. Employee Preference: Navigates Users to the New Employee Preference Broadcast section, where broadcasts are transmitted via the employee s preferred communication method. Setup Functions Employee: Navigates users to the Search Employee section, enabling a quick search of employees saved in the system. Once an employee search is conducted, users can view and edit Employee Profile information. Users can also upload new employees, making them available to receive communications. Script: Navigates users to the Search Script section, where previously-composed message scripts are made available for quick insertion in new broadcasts. Existing scripts can be played and edited, and new scripts can be created. Admin: Navigates users to the User Search section, where existing user profiles can be viewed and edited. Additional options in the Admin section also allow system users configured with the appropriate user roles, users, roles, and coordinators. Report: Navigates users to the Utilization Report section, where a PDF report of broadcast activity can be generated for review. As users are navigated away from the Home Page, the system adjusts to display in a Dashboard view. All options available from the Home Page are available within the Dashboard view; however, they are now made Action Buttons for [Home], [Logout], and [Need Help?] always display to the top right of the screen throughout the system. Clicking [Home] returns the user to the Home Page, [Logout] logs the user out of ConeXus and return them to the login page, while [Need Help?] opens an email message addressed to HHA Exchange technical support. ConeXus User Guide Page 2 HHAeXchange s Communication Functionality Overview
Setup 1. Roles and Permissions: ConeXus is similar to the Call Dashboard and Cash Payment functionality in that each feature within it is controlled by a distinct permission. This means Agencies can choose to provide users with access to certain parts of the function while restricting access to others. 2. Script Creation and Management: ConeXus allows users to compose and save message scripts, the content of which can quickly and easily be added to any future broadcast. Script creation streamlines the process of sending common messages, as message content does not have to be entered manually for each broadcast instance. Roles and Permissions To setup users with the proper permissions to access and use the various ConeXus features, complete the following: 1. Navigate to Admin > User Management > Edit Roles Edit Roles 2. You are required to specify an Office, as well as the Section you want to edit the permissions for. Select the appropriate Office and the ConeXus Section to proceed. Office and Section Fields 3. Using the checkboxes, assign the ConeXus permissions. Click [Save] when done: Assign Permissions 4. In the example above, the Agency has granted every ConeXus permission to ADMIN role, seven of the fifteen permissions to the Coordinator role, two to the COOR role, and none to Payroll role. Note: Changes to permissions will not take effect until users log out and then back in. ConeXus User Guide Page 3 HHAeXchange s Communication Functionality Setup
Script Creation and Management Message scripts are preconfigured message content set by system users. Message Scripts can be added to the system at any time, then quickly selected and utilized when new broadcasts are created. Create New Scrip 1. Navigate to scripts > new script New Script 2. The New Script popup window generates, prompting users to select the broadcast method for which to enter the new script. Based on the radio button selected, message options for each communication method expand below. 3. Enter the desired script information in the fields provided. Ensure that script description is clear and unique, as this will be used to identify the script when needed during broadcast creation. 4. Click [Save] to finalize the script, or [Close] to abandon script entry. Once saved, the script will be available for selection in a new broadcast. ConeXus User Guide Page 4 HHAeXchange s Communication Functionality Setup
Search For and Manage Existing Scripts Users can search for, edit, and remove existing scripts from the Search Script section. 1. Navigate to scripts > search script Search Script 2. Filter fields display, allowing users to limit the items returned in the script search. 3. Make the desired filter selections and click [Search] to return scripts matching filter criteria. 4. Script ID, Type, Description, Creation/Record Date display in the table columns. 5. In the Remove column, a red box, or delete icon will appear. If clicked, the applicable script will be deleted from the system. Locked delete icons indicate the script has already been used in a broadcast message, and therefore cannot be deleted. 6. For Voice scripts, a Play hyperlink will appear in the Play column. Clicking the Play item will play a preview of the script message. 7. In the Edit column, an Edit hyperlink displays, allowing users to adjust the content of the script. If clicked, an Edit Script popup window displays. Edit Script 8. Make the desired edits. Click [Save] to finalize the edits, or [Close] to abandon changes. Users will be directed back to the Search Script table. ConeXus User Guide Page 5 HHAeXchange s Communication Functionality Setup
Generating and Sending Broadcasts Once company, user, employee, and script information is properly configured in ConeXus, broadcast messages can be generated and transmitted to the desired employees in the field. ConeXus allows for transmission via Text, Email, or Employee Preference. Regardless of what method for transmission is selected, the broadcasting is performed via two steps. First, a Broadcast List of desired employees must be selected and finalized. Second, a broadcast message must be created and then transmitted to the employees in the Broadcast List. Adding Employees to a Broadcast Whether broadcast via Text, E-Mail, or Employee Preference, users must first select the employees they wish to include in the transmission. Users have two options for adding employees to a broadcast: 1. Add Employees: Search for employees on file within ConeXus to add them to a Broadcast List. 2. Add Employees using Smart Map: Users can access a dynamic map displaying all employees within a demographic area. After filtering for desired employees, users can drag-and-select the employees they wish to add to the broadcast. Add Employees Via Search 1. Determine what method of broadcast you wish to generate. For a text broadcast, click the Mobile/Text icon. For an email broadcast, click the Email icon. To send via employee s set communication preference, click the Employee Preference Icon. 2. Users are directed to the New Broadcast screen for the relevant communication (Text, Email, or Employee Preference). This screen behaves identically for each communication method. New Broadcast 3. Click the Add Employees option from the top menu. The Add Employees pop-up displays. Filter fields allow users to limit the list of employees they wish to return. Employees can be filtered via Demographic, Location items. ConeXus User Guide Page 6 HHAeXchange s Communication Functionality Generating and Sending Broadcasts
Add Employees 4. After making the desired filter selections, click [Search]. Search for Employees 5. Employees matching the search criteria display in a table format below the filter fields. Columns in the table sort alphabetically or numerically by clicking column headers. 6. Select the checkbox to the left of the Employee Code to add an employee to the Broadcast List. Clicking an already-selected checkbox deselects the employee. Selecting the checkbox in the column header row selects or deselects all employees on the list page. 7. If multiple pages of employees are returned, a navigation panel displays above the table. Clicking the left and right arrow buttons move the user throughout multiple employee list pages. By clicking the [Select All] button, users can select all employees within the list, even those listed on pages not currently being viewed. [Unselect All] unselects all previously- selected employees, regardless of what list page is being viewed. Note: Employees who s Employee Profile has not been configured to include the items necessary for the broadcast will appear in the search returns, but will not be available for selection. For example: employees configured without a Text number cannot be selected for Mobile/Text Broadcasts, as the system has no way of directing the message. That employee will display in the search results, as he or she matches the entered filter selections; however, the line item will appear in gray and cannot be selected (see: Melissa Smith in the sample image above). 8. Once the desired employees are selected, click [Add]. The Add Employees popup window closes and the selected employees are now listed on the New Mobile/Text Broadcast page. ConeXus User Guide Page 7 HHAeXchange s Communication Functionality Generating and Sending Broadcasts
Add Employees via Smart Map Users can utilize the Smart Map function to generate a dynamic map, listing the geographic location of an organization s employees. Employees can be selected directly from the map and quickly added to the Broadcast List. To add employees to a Broadcast using the Smart Map, complete the following: 1. Navigate to Action > Smart Map Beta 2. Click the Caregivers tab, specify an Office, and select the Caregivers checkbox. Click [Search]: Smart Map Search 3. Employees are displayed as points in the map section to the right, based on the address information in their Employee Profile. 4. Filter for desired employees via the Address or Zip Code bar to the top of the screen, or via the filter fields to the left. As filter selections are made, employees that do not meet the filter criteria are removed from the map. 5. Holding the Control (Ctrl) key on the keyboard, click and drag the mouse cursor over the desired geographic area where employee markers display: Select Caregivers ConeXus User Guide Page 8 HHAeXchange s Communication Functionality Generating and Sending Broadcasts
6. A menu will open when a geographic area is selected. Users will have the option to: a. Communicate via Phone b. Communicate via Mobile/Text c. Communicate via Email d. Communication via Employee Preference Select a Communication Method 7. If employees selected in the map search are not properly configured for the broadcast delivery method (from example: a selected employee does not have a Text number on file for a Mobile/text broadcast), a popup window will detail them as exceptions and they will not be added to the Broadcast List. Employee not Configured 8. To proceed with the broadcast, click [OK]. Users selected from the Smart Map, and who are properly configured with the applicable contact method, will now display in the new broadcast section. ConeXus User Guide Page 9 HHAeXchange s Communication Functionality Generating and Sending Broadcasts
Managing Employees Added to the Broadcast List Employees can be added to the Broadcast List via any combination of the three methods described in the sections above (Add via Search or Add via Smart Map). As new employees are added to the Broadcast List, a total count will display in parenthesis to the right of the Add Employees option. Employee Count 1. Click the delete icon in the Remove column to remove a specific employee from the Broadcast List, or click the [Remove All] button above the table to remove all employees. 2. Once the Broadcast List has been finalized, click [Save and Next] to continue to the Broadcast Options section. To abandon the broadcast, click the [Cancel] button. ConeXus User Guide Page 10 HHAeXchange s Communication Functionality Generating and Sending Broadcasts
Broadcasting Options After adding employees to the Broadcast List in the Select Employees stage (either Add via Search, or Add via Smart Map), users must now set message specifics in the Broadcast Options stage. Users may choose to send broadcasts via text message, or email. If your Agency allows Caregiver s to specify how they d prefer to receive messages, users can opt to use the Employee Preference function, which may broadcast text and email messages simultaneously. Broadcasting via Text 1. Click the Mobile/Text icon from either the Home Page or Dashboard left menu. 2. The New Text Broadcast screen displays, where users must add employees to the Broadcast List. Employees are added and managed via the three methods described in the Adding Employees to Broadcast List section. 3. After the Broadcast List is finalized, click [Save and Next]. Users are directed to the Broadcast Options page, with items specific for the text broadcast. Broadcast Options Page 4. From the Broadcast Options page, set a Broadcast Name and Description which will identify the broadcast throughout ConeXus. 5. By selecting <new> from the Text Message dropdown, users can enter a new text message that will be delivered to the employees in the Broadcast List. 6. All other options listed in the dropdown are scripts: preconfigured messages that can quickly be added to the new broadcast message. Select a script to add the message text preconfigured during script creation automatically to the Message field. Script messages can be used exactly as they were configured, or can be edited within the Message field. For more information, see the Admin > New Script section. 7. In the Delivery Time section below, select the time on which the broadcast will be transmitted. ConeXus User Guide Page 11 HHAeXchange s Communication Functionality Generating and Sending Broadcasts
Broadcast Delivery Date 8. Select the Now radio button to transmit the broadcast immediately. 9. Select the Scheduled button to display additional scheduling fields. Set the Schedule Date, Start Time, and Not Later than Time for a broadcast to be sent in the future. Note: The Not later than field indicates the time at which a broadcast will cease to continue. For example: if the broadcast is set to distribute to 1,000 employees, the process of disseminating all messages may take some time. Setting a Not later than time will automatically cease transmission of the broadcast to any employees not processed before the selected time. 10. Once the Description, Message, and Delivery Time sections are complete, click the [Send] button to finalize the broadcast. Click [Back] to return to the Employee Broadcast List, or [Cancel] to abandon the broadcast entirely. After clicking [Send], the broadcast is transmitted (or placed in a Pending status, if scheduled for the future). Users are navigated to the Search Broadcast page, where they can review the status of finalized broadcasts. For more information about the Search Broadcast functionality, consult the Manage section. Broadcasting via Email 1. Click the Email icon from either the Home Page or Dashboard left menu. 2. The New Email Broadcast screen displays, where users must add employees to the Broadcast List. Employees are added and managed via the three methods described in the Adding Employees to Broadcast List section. 3. After the Broadcast List is finalized, click [Save and Next]. Users are directed to the Broadcast Options page, with items specific for the Email broadcast. Broadcast Options Page ConeXus User Guide Page 12 HHAeXchange s Communication Functionality Generating and Sending Broadcasts
4. From the Broadcast Options page, set a Broadcast Name and Description which will identify the broadcast throughout ConeXus. 5. By selecting <new> from the Email Message dropdown, users can enter a new email message that will delivered to the employees in the Broadcast List. 6. All other options listed in the dropdown are scripts: preconfigured message content and settings that can quickly be added to the new broadcast message. Select a script to use the message text and email options preconfigured during script creation automatically to the Message field. Script information can be used exactly as they were configured, or can be edited from this screen. For more information, see the Admin > New Script section. 7. In the Delivery Time section below, select the time on which the broadcast will be transmitted. Broadcast Delivery Date 8. Select the Now radio button to transmit the broadcast immediately. 9. Select the Scheduled button to display additional scheduling fields. Set the Schedule Date, Start Time, and Not Later than Time for a broadcast to be sent in the future. Note: The Not later than field indicates the time at which a broadcast will cease to continue. For example: if the broadcast is set to distribute to 1,000 employees, the process of disseminating all messages may take some time. Setting a Not later than time will automatically cease transmission of the broadcast to any employees not processed before the selected time. 10. Once the Description, Message, and Delivery Time sections are complete, click the [Send] button to finalize the broadcast. Click [Back] to return to the Employee Broadcast List, or [Cancel] to abandon the broadcast entirely. After clicking [Send], the broadcast is transmitted (or placed in a Pending status, if scheduled for the future). Users are navigated to the Search Broadcast page, where they can review the status of finalized broadcasts. For more information about the Search Broadcast functionality, consult the Manage section. ConeXus User Guide Page 13 HHAeXchange s Communication Functionality Generating and Sending Broadcasts
Broadcasting via Employee Preference By selecting Employee Preference from the Home Page or Dashboard Menu, users can generate broadcasts and transmit them to employees via the employee s preferred delivery method. Employee delivery preferences are set within their employee account profile. The employee selection process is nearly identical to that described in the Broadcasting via Text and Email sections. The only difference is that employees will not be able to be selected if they are not properly configured with a Notification Preference in their Employee Profile. 1. Click the Employee Preference icon from either the Home Page or Dashboard left menu. 2. The New Employee Preference Broadcast screen displays, where users must add employees to the Broadcast List. Employees are added and managed via the three methods described in the Adding Employees to Broadcast List section. 3. After the Broadcast List is finalized, click [Save and Next]. Users are directed to the Broadcast Options page, with items specific for the Employee Preference broadcast. Broadcast Options Page 4. From the Broadcast Options page, set a Broadcast Name and Description which will identify the broadcast throughout ConeXus. 5. Unlike the Text, and Email message sections (which contain only options unique for each delivery method), the Employee Preference message section contains all the functionality from the Broadcasting via Text and Email sections. As employees can have either Text or Email established their preferred notification method, a similar message for each method must be entered. Message section behavior for each communication method is identical to behaviors described in the individual method sections above. ConeXus User Guide Page 14 HHAeXchange s Communication Functionality Generating and Sending Broadcasts
6. In the Delivery Time section below, select the time on which the broadcast will be transmitted. Broadcast Delivery Date 7. Select the Now radio button to transmit the broadcast immediately. 8. Select the Scheduled button to display additional scheduling fields. Set the Schedule Date, Start Time, and Not Later than Time for a broadcast to be sent in the future. Note: The Not later than field indicates the time at which a broadcast will cease to continue. For example: if the broadcast is set to distribute to 1,000 employees, the process of disseminating all messages may take some time. Setting a Not later than time will automatically cease transmission of the broadcast to any employees not processed before the selected time. 9. Once the Description, Message, and Delivery Time sections are complete, click the [Send] button to finalize the broadcast. Click [Back] to return to the Employee Broadcast List, or [Cancel] to abandon the broadcast entirely. After clicking [Send], the broadcast is transmitted (or placed in a Pending status, if scheduled for the future). Users are navigated to the Search Broadcast page, where they can review the status of finalized broadcasts. For more information about the Search Broadcast functionality, consult the Manage section. ConeXus User Guide Page 15 HHAeXchange s Communication Functionality Generating and Sending Broadcasts
Broadcast Management After broadcasts are sent to employees, users can review and act on broadcasts via the Manage section. Users with the appropriate roles can also access the Utilization section, which highlights the total count of all sent broadcasts. Manage Section As broadcasts are finalized, users are directed to the Search Broadcast section, where entered broadcasts can be reviewed and acted upon, if desired. Users can also access this same functionality at any time by clicking the Manage option in the Dashboard left menu. 1. Click the Manage icon in the Dashboard left menu (or be directed automatically after finalizing a broadcast). Search Broadcast 2. Filter fields display, allowing users to filter the list of sent broadcasts by the broadcast Name, Type, processing Status, or by its Schedule From and Schedule To date range. 3. Finalize filter selections and click the [Search] button to display a table view of the desired broadcasts. Broadcast Record and Status 4. Line items display for each broadcast occurrence. The system-generated broadcast ID can be clicked to review the Broadcast List and Broadcast Options sections for the transmission; however, no changes can be made. ConeXus User Guide Page 16 HHAeXchange s Communication Functionality Broadcast Management
5. The broadcasts user-assigned Name and dissemination Type also display. MG indicates the broadcast was via Employee Preference, MG-T indicates broadcast via Text, and MG-E indicates broadcast via Email. Columns display key dates associated with the broadcast: Scheduled Date, Creation Date, Broadcast Start, and Broadcast End. 6. A color-coded Status column indicates the status of the communication. Pending indicates the broadcast is scheduled to run in the future but has not yet begun. In Progress indicates the process of transmitting the message has started, but has not completed. Delivered indicates the communication was delivered successfully, while Failed indicates an error has occurred which prevented successful transmission. Canceled indicates a system user aborted the communication prior to delivery. 7. Each line item contains a Copy hyperlink in the Copy column. By clicking Copy, a new broadcast is created with an identical Broadcast List and Broadcast Options to those established for the initial broadcast. This functionality is useful for users wishing to send follow-up messages. Any desired changes can quickly be made from the Select Employees and Broadcast Options sections before transmitting the Copy broadcast. 8. If a broadcast is currently In Progress, a red Stop option will display. If clicked, users can abandon the In Progress transmission. Any employees not yet processed will not receive the communication. 9. If broadcasts are complete, a History hyperlink appears. Click the History hyperlink to generate a popup window with broadcast details. Broadcast Details 10. The Broadcast History top section provides general information regarding the broadcast, while the Broadcast History Details section below provides the transmission details for each employee included within the broadcast. 11. Click the [Print] button to generate a PDF version of the Broadcast History Details, which can be downloaded and printed. ConeXus User Guide Page 17 HHAeXchange s Communication Functionality Broadcast Management
Utilization From the Utilization sections, users can generate Utilization tables which detail the total number of broadcasts transmitted via each broadcast method. 1. Navigate to admin > utilization. Utilization Page 2. Filter fields display, allowing users to run Utilization reports by Year and Month. After finalizing filter selections, click [Show] to generate the Utilization report. 3. Broadcasts are organized in line items for the month in which they were sent, with columns signifying what broadcast method was utilized. 4. Click any of the hyperlinked utilization totals to generate a Utilization Details popup report, which includes detail information for each broadcast in that group. Utilization Details 5. From the Utilization Details popup, information for each broadcast is displayed. 6. Click the hyperlinked History item to view details for each transmission sent during the applicable broadcast. Broadcast History 7. Click [Print] to generate a PDF version of the Broadcast History Details, if desired. ConeXus User Guide Page 18 HHAeXchange s Communication Functionality Broadcast Management
Reports Users with the appropriate permissions are provided with a Utilization Report and an Employee List report. The Utilization Report provides a breakdown of broadcast tallies by date, while also displaying the total number of messages sent within the broadcast via each transmission method. The Employee List allows users to export profile information for employees saved within ConeXus. Utilization Report From the Utilization Report section, users can generate a PDF report which details the total number of broadcasts transmitted via each broadcast method. 1. Navigate to Reports > Utilization report Generate Report 2. Filter fields display, allowing users to limit which broadcasts are returned in the Utilization report. Users can filter by the unique Broadcast ID, the User generating the broadcast, or via the Schedule From and Scheduled To dates. 3. When filter selections have been finalized, click [Generate Report]. Report for National Home Care LLC 4. The Utilization Report opens via PDF and lists each broadcast in a table format, ordered by Scheduled Date. The User Name of the user generating the broadcast and Broadcast ID display, as well as the individual message totals for each communication method utilized within the broadcast. ConeXus User Guide Page 19 HHAeXchange s Communication Functionality Reports