Set Up Automatic Email Notifications

The Automatic Email feature allows you to set up automatic email notifications, ensuring the right people at your agency are informed when specific actions are taken within the HHAeXchange portal and Mobile App. This feature is available on the Edit Office page, which can be found when clicking on an office name under Admin > Office Setup > Search Office.

The Automatic Email library of Common Notifications includes a diverse number of notification emails created according to functionality and business needs. To add specific intended recipients, click the Edit icon at far right corresponding to the applicable Common Notification.

In the image, the Automatic Emails table of common notifications displays on the Edit Office page.

Once the Edit icon is clicked, the Automatic Email Recipients window opens for the Authorized Edited notification. Select specific recipients and/or recipient groups (e.g., Patient Coordinator and Roles).

Only intended recipients can be edited using the Automatic Email functionality. Refer to the table below describing recipient types.

In the image, the Automatic Email Recipients window displays with checkbox fields at center to enable email address entry.

Recipient Type (Select…)

Description

Email

Enter specific recipient’s email address to receive notification. Enter as many email addresses as needed separated by a comma and space.

Coordinator of Patient

Directs the system to automatically send an email notification to a Patient’s Coordinator as indicated in the system.

Roles

Expands a multi-select menu to indicate applicable roles to receive notification. All is the default selection. Users may select a specific role as assigned by the Agency.

Select the Active checkbox to generate an automated message for all entered recipients when the appropriate condition is met. To stop the automated message for all recipients, unselect the Active checkbox.

To ensure that notification emails are received, scroll to the Received Note Notification section, underneath the Automatic Email section. Click the Add Custom Notification button to indicate the information selected under the Note Reasons field for the notification.

The Received Note Notifications table of data displays. The Add Custom Notification button displays emphasized in the image at top right.

In the Automatic Email window, complete the required fields indicated in the table below.

In the image, the Automatic Email window displays with settings for automated emails, such as notification name, note reason, priority, and email recipients.

Field

Description

Notification Name*

(Required) Subject or title of the notification used to identify the notification under the Received Note Notifications column.

Note Reason*

(Required) Select the reasons to issue an automatic email (functionality to execute). Note Reasons originate on the Payer side and indicate the corresponding Payer. All is the default selection; however, each dropdown is populated with associated Payer Reasons by Office.

Emergency of Priority*

Select Yes, No, or All. This field is used to configure the priority of the messages so that emails are only sent based on priority settings.

  • Yes = Urgent

  • No = Not urgent

  • All = Applies to all messages regardless of priority settings

Recipients

Refer to previous section.

Active

Refer to previous section.

The following image is a sample email notification for a Confirmed Placement.

In the image, an email notification sample displays for a confirmed placement, including a message, triggered action, and other details.