HHAeXchange Integration

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The HHAeXchange integration features VoIP calling capabilities and a call notification window that displays relevant details from a patient's file by cross-referencing his phone number with the HHAeXchange database. This is a great time saver allowing you to instantly identify the caller and offer a more personal service. 

The integration runs from the Telebroad's Integration Manager - a software that function as a launcher and settings control point of Telebroad's Windows integrations.

Before you are able to use the integration you need to have HHAeXchange set you up with an app key. The cost of the app key is negotiated between you and HHAeXchange. If you are not an existing Telebroad user, you will also have to contact us to set you up with a TeleConsole account.

Once you receive the app key details you can proceed to install and set up the integration (see next).

Installation and Removal 

Installing the Integration Manager

  The installation contains two executable files that may trigger your antivirus or firewall software and interfere with the installation process. Either mark the installation as safe when prompted by your security software or, if this doesn't work, disable the relevant security software temporarily just for the duration of the installation.

If you have previously installed either Telebroad's Web URL or Microsoft Outlook Integration you should already have the Integration Manager installed and ready to run the HHAeXchange integration. If this is the case, skip this section and proceed to sign in to the integration manager and to set up the app Key and HHAeXchange setting.

Otherwise follow these steps to install Telebroad's Integration Manager:

  •  Download the integration's initial setup file by either:

    • Copying (or clicking) this link to your web browser - http://integrate.telebroad.com/Publish/setup.exe.

    • Select App Market from the top menu on Telebroad's home page.

      If the size of your browser's window is scaled down enough access Apps Marketplace from the side menu instead.

      If you are using a mobile device you can download the setup file but you will have to copy it to your Windows computer to run it. The integration manager only runs on Windows computers!

      Scroll down to the "Apps and integrations for your daily needs" section, click the HHA EXCHANGE button to open an information window, and click GET IT NOW.

  • Click the installer's setup.exe file, once it has been downloaded, to run it or locate it in the relevant download folder and double-click it. 

  • Depending on your version of Windows, you may see one or several notifications about the application trying to make changes to your device or that ".... this file type can potentially harm your computer...".

    These are normal and appear with most software installations. Just give the setup file a permission to proceed by clicking Allow or Run when prompted by the notification.

  • The installer will now download a required Microsoft component and the main 14.5MB file of the Telebroad Integration Manager. Once downloaded it will ask you for permission to Install itself. 

  • When the installation is complete the integration manager will now run itself or you can launch it from the Telebroad folder under the Windows start menu.

Uninstalling the Integration Manager

There is a setting in HHAeXchange integration that allows you to disable it (see below). 

Still, if you need to remove the HHAeXchange integration for any reason, you will need to uninstall the entire integration manager.

To do so, depending on your Windows version, launch either the Control Panel or Settings.

  • On Windows 10 you need to access the Settings screen and select Apps.

    On the Apps & features screen scroll down to find "Telebroad Integration Manager".

    Click it and select Uninstall. Approve the uninstall request when prompted.

  • On Windows 8.1 and earlier Windows versions you need to access the Control Panel screen and select Programs>Remove a program installation.

    Scroll down to find and check "Telebroad Integration Manager". Click Uninstall/Change at the top of the programs list and approve the uninstall request.

Telebroad Account Sign In

Once you have installed and launched the Telebroad Integration Manager you first need to sign in to your Telebroad account. Enter your credentials in the User Name and Password fields and click the SIGN IN button.

If your credentials are not accepted, you can click the Forgot your password? link and provide an email address where a user name or password resetting instructions will be delivered to.

HHAeXchange App Key and Integration Setup

The Integration Manager screen displays all supported Telebroad Windows integrations. Click the HHAeXchange box to display the integration's setting screen. 

Follow these steps to set up the HHAeXchange integration:

  • Exchange App Key - copy and paste your app key you received from HHAeXchange in this field. 

  • Select patient info to show up in the call notification - use this drop-down menu to select and customize the information displayed in the notification window that appears when a patient calls you. Click next to any already selected field to remove it from the notification window.

  • Open Patient URL - this determines the patient file that will open in the HHAeXchange when you click the Open Patient button in the information window. For this to work copy and paste this URL to the field - https://app.hhaexchange.com/ ENT2002010000/Patient/ InternalPatientInfo.aspx? Patientid={patient_id}.

    Click Set for all users to apply the URL to all other users who sign into the integration on your computer. If the URL changes due to updates we will send you a new one to replace it.

  • Open Caregiver URL - this determines the caregiver file that will open in the HHAeXchange when you click the Open Patient button in the information window. For this to work copy and paste this URL to the field - https://app.hhaexchange.com/ ENT2002010000/Aide/Aide.aspx? AideId={caregiver_id}.

    Click Set for all users to apply the URL to all other users who sign into the integration on your computer. If the URL changes due to updates we will send you a new one to replace it.

  • Web browser - use this drop-down menu to select or change the web browser where the patient and caregiver files (as specified in the above fields) will open.

  • Enable / Disable Integration - you need toggle the integration on to start using it. Once you do so, after setting up all of the above, a green bell icon () will appear in the Integration Manager main screen to indicate it is active.

    You can to toggle the integration off when you prefer not to see call notifications. 

      To prevent conflicting notifications, note that enabling the Outlook Integration will automatically disable the HHAeXchange integration and vice versa!

  • Click Save to save the settings and start using the integration.

Telebroad Integration Manager General Settings 

In addition to the specific HHAeXchange settings you can click     on the main Integration Manager screen to access general settings for all integrations:

  • Select Phone Line - if your Telebroad account has more than one phone line this drop-down menu lets you select the one you prefer to use. 

  • Notification Settings

    • Close popup on call complete - when checked, the notification window will automatically close when a call is hanged up by either you or the caller. 

    • Disable notification popup - self explanatory. Basically when checked the notification window will not show up.  

    • Show notification popup also for outgoing calls - the notification window is most helpful for inbound calling but you can check this box to have it also display for outgoing calls. This is useful for keeping the patient's main details on the screen even if you switch away to other programs.

  • App Settings 

    • Do not auto answer for outgoing calls - when dialing an outgoing call the Telebroad server will first dial the recipient and then connect the call to you. Because you initiate the call it will be answered automatically on your side, but if this box is checked you will get the option to click the answer button to pick it up. 

    • Start on system startup check this box to have the Integration Manager launch automatically whenever your computer starts up.

    • Show recent Calls when checked, the recent calls option will be available in the notification window showing the last three recent calls (either received or dialed).
Using the Notification Window

Once you have entered your app key and modified any other settings to your liking the integration will run in the background.

When you receive a call from a patient (or when you make an outgoing call if you enabled the setting for it) the pop-up notification window will appear on the screen no matter what program you are using.

The CALLER NAME field displays the caller ID of the caller as provided to Telebroad by a Caller Name Service (CNAM) database. His phone number will be shown if his name is not available.

The information displayed in the Patient Name field is pulled from the HHAeXchange database by cross-referencing the caller ID. The cross-referencing also shows the patient's Phone numbers (as listed in his file), name of his coordinators, or any other field you selected to show.

Click Open Patient to open the patient's full records in the HHAeXchange platform. 

Click to pick up the call or to hang it up.

After you have answered a call you can toggle the Recent calls switch () to show the three most recent dialed or received calls from the caller based on his caller ID.

Click   to copy the caller's telephone number to the clipborad. You can paste it to a new patient file if the caller is not an existing patient.

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