June 23–24, 2016 Hyatt Regency Boston Harbor User Group Meeting and Conference Scheduler/Notifications Rachael LeBlanc, Solution Consultant Katie Thuotte, Technical Support Analyst June 23–24, 2016 | Hyatt Regency Boston Harbor

June 23–24, 2016 Hyatt Regency Boston Harbor The Scheduler Module can reduce the need to run many manual processes by allowing you to set particular program functions to run on a schedule defined by YOU! Imports Exports Reports Web Crawlers Other online Web Verifications Action Item Queries Scheduler

June 23–24, 2016 Hyatt Regency Boston Harbor The Scheduler Module works in much the same way as the Auto Import and Export did in previous versions in which you set particular program functions to run on a user defined schedule. This can be daily, weekly monthly, or every 10 minutes depending on your need. There are several components to a scheduled function. Run Frequency Schedule Type and settings Additional settings Run Frequency The frequency is how often a particular function is run. This is controlled by two values: The Interval Unit and the Multiplier. Interval Units include minutes, days, weeks, and months, and the Interval is the multiplier of the unit. So for a quarterly export, the Unit would be Month and the Interval would be 3; For a report run every two weeks the Unit would be Week and the interval 2. Scheduler – How does it work?

June 23–24, 2016 Hyatt Regency Boston Harbor Exports set up in the system can be scheduled. For these, the bulk of the functionality is based on the export setup. For this Schedule type, necessary data is the Export to be run, and the file save path for the export file. Schedule Types: Export

June 23–24, 2016 Hyatt Regency Boston Harbor Imports in the system can be scheduled. Again, the functionality is dependent primarily on the Import setup. Necessary Schedule data is the Import or the Project. Schedule Types: Import

June 23–24, 2016 Hyatt Regency Boston Harbor The Action Items Query is typically run once a day at the first login into the system. It can also be run manually from the System menu in the program. These functions include: Expiring Credentials Verification Creation. Expiring Appointments Verification Creation. Resetting of Verifications that need reprinting. Workflow Step Processing (Workflow Module). Processing (Contracts Module). Notification Alerts processing. These functions need only the interval settings. Schedule Types: AIQ (Action Items Query)

June 23–24, 2016 Hyatt Regency Boston Harbor Verification functions like Web Crawlers and NPDB queries, can be run off hours to reduce manual processing. Schedule Types: Verification Functions

June 23–24, 2016 Hyatt Regency Boston Harbor For almost any Standard or IntelliReport, the generated SQL query can be copied to a Scheduled Item to produce the report as needed. The results can be saved in several formats including Excel and XML. Schedule Types: Reports

June 23–24, 2016 Hyatt Regency Boston Harbor Run the report as normal. From the results window click the View Syntax. This is the SQL query used to generate the data. Copy the syntax to the clipboard and paste into the Retrieve Query field of the Schedule item. Copying Syntax for the Scheduler: Standard Reports

June 23–24, 2016 Hyatt Regency Boston Harbor Run the report as normal from the Run Report tab. Click the Show SQL button to view the query. Click the Save SQL button to copy the syntax to the clipboard, and paste into the Retrieve Query field of the Schedule item. Copying Syntax for the Scheduler: IntelliReport

June 23–24, 2016 Hyatt Regency Boston Harbor See when/if items were successfully sent Error codes View Log Reports

June 23–24, 2016 Hyatt Regency Boston Harbor Notifications are user defined Alerts automatically generated by the program for: Expiring records including Expiring Credentials, Expiring Appointments, and OPPE/FPPE period ends. Scheduled notices for Birthdays and Meetings Notification when a new practitioner has been entered. Notifications

June 23–24, 2016 Hyatt Regency Boston Harbor Each Notification will have one or more alert steps defined as to when then alert is sent and to whom it is sent. This may be as simple as sending a single to the Credentialing person at the expiration of a license, to a multi-level escalated process. For example: For an Expiring License record, alerts need to be sent at four time points: 90 days before expiration to the Practitioner. 60 days before expiration to the Credentialing person and supervisor. 1 Day before expiration date to the Credentialing person, supervisor, and the practitioner 14 days after expiration to the department head. Each of these rules can be setup as an alert step having its own parameters for when, to whom, and a specified template. Defining Notifications

June 23–24, 2016 Hyatt Regency Boston Harbor After scheduling a report to run and be saved somewhere you can have the notification module “pick it up” and send it to someone. In this example, the notification will run once a week (every 7 days) It’s scooping up my saved/scheduled report and sending it to the I selected Using the Scheduler with Notification Module

June 23–24, 2016 Hyatt Regency Boston Harbor Audit Alert Logs View the processed alert records directly from the Alert Audit button in Notification Setup or from the System Utilities. Alert records automatically pass through different Statuses.  Active records have been processed, and have remaining steps until completion.  Completed means all steps have been processed for that alert record.  History means that the alert record is no longer required. This would take place, for example, when the expiration date for a license data record has been updated.