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Commonwealth of Massachusetts
Alert Network
Reader Level Guide
Health & Homeland Alert Network (HHAN)
A Massachusetts Department of Public Health Program
Email: [email protected]
Revision History
Date Version Description Author
1/29/08 0.1 Initial Draft S Kenfield
3/27/08 0.2 Working Draft S Kenfield
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Contents Contents.................................................................................................................................................................3
Introduction ...........................................................................................................................................................6
What is the Health & Homeland Alert Network or HHAN?................................................................................6
Who runs the HHAN?.........................................................................................................................................6
What do I have to do?........................................................................................................................................6
Who will send me Alerts? ..................................................................................................................................6
How does the HHAN work?................................................................................................................................7
Creating and Configuring Your Personal Profile.....................................................................................................8
Step 1: Access Your Personal Profile via the HHAN Web Portal.........................................................................8
By Email:.........................................................................................................................................................8
By Web Portal: ...............................................................................................................................................9
Step 2: Enter Your Personal Information .........................................................................................................10
Step 3: Enter You Work Information................................................................................................................11
Step 4: Enter Your Home and Alternate Contact Information. ........................................................................12
Step 5: Select Your Alerting Preferences. ........................................................................................................13
HHAN Main and Protocol Groups ........................................................................................................................14
Groups Permissions Levels...................................................................................................................................15
The HHAN User Portal..........................................................................................................................................16
http://mass.gov/hhan
Email: [email protected]
Login Page ........................................................................................................................................................16
Command Bar ..................................................................................................................................................17
Your Home Page ..................................................................................................................................................18
Home Page Left Side ........................................................................................................................................18
Home Page Right Side ......................................................................................................................................19
Bulletins – News Items and Alerts........................................................................................................................20
Details Pages ........................................................................................................................................................21
News Item Details Page ...................................................................................................................................21
Alert Details Page.............................................................................................................................................21
Receiving and Confirming Alerts ..........................................................................................................................22
A. Confirming Email Alerts ..........................................................................................................................22
B. Confirming Telephonic Alerts..................................................................................................................22
C. Confirming an Alert via the HHAN web portal ........................................................................................22
Main Group Shared Folders .................................................................................................................................23
Frequently Asked Questions ................................................................................................................................24
I forgot my Telephone PIN ...........................................................................................................................24
I forgot my HHAN Password.........................................................................................................................24
I forgot my HHAN Username .......................................................................................................................24
I get too many Alert Notifications................................................................................................................25
Appendix A – HHAN Main Groups........................................................................................................................26
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Emergency Management .................................................................................................................................26
Fire ...................................................................................................................................................................26
Police................................................................................................................................................................26
Hospitals & Laboratories..................................................................................................................................27
Local Public Health...........................................................................................................................................28
Others ..............................................................................................................................................................29
HHAN Help ...........................................................................................................................................................30
HHAN Help Desk...............................................................................................................................................30
HHAN Program Contacts..................................................................................................................................30
http://mass.gov/hhan
Email: [email protected]
Introduction
What is the Health & Homeland Alert Network or HHAN? The Health & Homeland Alert Network (HHAN) is a system that delivers informational bulletins by emails, telephone calls, text messages, and web posts to purpose‐organized groups of people.
Who runs the HHAN? The Massachusetts Department of Public Health created the HHAN in 2001 to push critical information to every community, hospital, and health center in the Commonwealth. Today many other organizations use the HHAN. Other parts of the state government, local governments, and non‐profit organizations all employ the HHAN.
What do I have to do? The HHAH is a user‐administered system. It is the responsibility of each HHAN user to create and maintain their Personal Profile. The HHAN will use your Personal Profile to deliver bulletins to you. Please make sure that the information that you save in your Personal Profile is correct.
Who will send me Alerts? The person or organization that asked you to join the HHAN is the most likely answer. However, many HHAN Users are members of multiple Groups. Appendix A of this Guide lists the major HHAN Main Groups with a Point of Contact for each. Email the Group’s Point of Contact to request more information. Every HHAN Main Group has a written Protocol available to Group members.
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1. User Creates Profile
2. Alert Is Issued to User’s Group
3. HHAN Delivers Alert Using User’s Profile
4. Confirmation Report
Username: Me
Work Email: [email protected]
Work Phone: 617‐983‐6801
For Severe Alert Use:
A. Work Email B. Work Phone
“Me” confirmed receipt at telephone number 617‐983‐6801 at 11:28:45 06 Feb 08
MEMA Hurricane Alert
Severe Priority
There is a really big storm coming so please get ready. Please confirm receipt of this alert.
If Severe Alert to “Me”
then
Call: 617‐983‐6801
and
Email: [email protected]
How does the HHAN work?
1. You create and configure your HHAN Personal Profile. Your Personal Profile includes your contact information and your preferences on how best to contact you.
2. A HHAN Alert is issued to one or more of the HHAN Groups of which you are a member.
3. The HHAN cross‐references the Alert Severity Level with your Preferences and sends the appropriate email(s) and/or telephone call(s).
4. The HHAN tracks when and how you confirmed the Alert.
http://mass.gov/hhan
Email: [email protected]
Creating and Configuring Your Personal Profile
Step 1: Access Your Personal Profile via the HHAN Web Portal Each HHAN user maintains a Personal Profile. This Personal Profile is where your contact information and Alerting Preferences are saved. Your Personal Profile is accessed as a web page using an Internet browser. Firefox, Internet Explorer, Navigator, Safari, and Opera are the five most popular browsers and the HHAN will work with any of them. The icons for these browsers are displayed in order below.
If you were given a username and password please go to the next page. Most users join the HHAN using an email invitation, an example is below. This email is sent from “support@chip‐dph.tch.harvard.edu”. This invitation should only be used by the intended recipient and can only be used one time.
By Email: Click the highlighted link to begin. And turn to page 10 of this guide.
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By Web Portal: If you were sent a username and temporary password then please follow these steps.
a) Open the HHAN login web page here: http://mass.gov/hhan. You will be redirected to the Login page.
b) Enter your username and password.
c) Press Login. d) You will be sent to your HHAN Home Page. e) Click the “Personal Profile” tab.
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2
http://mass.gov/hhan
Email: [email protected]
Step 2: Enter Your Personal Information Please complete your Personal Profile. Step 2: Complete Main Information
Fields.
a. Prefix as appropriate b. Users enrolling via an invitation may pick their
Username – once this is saved it cannot be modified. c. Password – passwords must be eight characters or
more; must contain at least one of each: small and capital letters and number(s). e.g. Password1
d. Re‐type Password – this must match the Password field.
e. Telephone PIN – Choose a four‐digit Personal Identification Number (PIN) that must be entered to receive telephonic alerts.
f. First Name – User’s first name. Spaces are not allowed.
g. Last Name – User’s last name. Spaces are not allowed. h. Organization – free text field. Please enter the
organization for which you work. i. Title – free text field. Please enter your job title.
j. Degree – free text field. Please enter any degree(s) that you have earned.
NOTES:
NO special characters (_, ‐, #, etc.) are allowed (@ and . are allowed for email fields.)
“Invalid Name” errors are usually caused by an extra space in the field e.g. “Mary_”
Please Continue
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Step 3: Enter You Work Information Please complete your Personal Profile.
Please Continue
Step 3: Enter Your Work Information
k. Work Location – free text field. Please enter your Work Location e.g. Anytown Town Hall.
l. Work Address – free text field. Please enter the street address of your Work Address.
m. Work City – free text field. Please enter the city or town of your Work Address.
n. Work State/Province – validated for U.S. States and Canadian Provinces. Please select the state/province of your Work Address.
o. Work ZIP/postal code – free text field. Please enter the ZIP/postal code of your work address.
p. Work Email – email address field. Please enter your work email address.
q. Work Phone – numerical field. Please enter your ten‐digit work telephone number. Do not use parentheses or hyphens. Extensions are not supported.
r. Work Fax – numerical field. Please enter you fax machine’s telephone number.
e.g. 6175551234
NOTE: The HHAN uses the work email field as a unique identifier for user administration. Only one HHAN account per work email address is permitted.
http://mass.gov/hhan
Email: [email protected]
Step 4: Enter Your Home and Alternate Contact Information. Please complete your Personal Profile.
Step 4: Enter Your Home and Alternate Contact Information. This information is only visible to HHAN Administrators.
s. Home Address – free text field. Please enter your home street address.
t. Home City – free text field. Please enter the city or town of your Home Address.
u. Home State/Province ‐ validated for U.S. States and Canadian Provinces. Please select the state/province of your Home Address.
v. Home ZIP/postal code – free text field. Please enter the ZIP/postal code of your Home Address.
w. Home Phone – numerical field. Please enter your ten‐digit home telephone number.
x. Cell Phone – numerical field. Please enter your ten‐digit cellular telephone number.
y. Numeric Pager – numerical field. Please enter your ten‐digit numeric pager telephone number. The HHAN does not issue alerts via numeric pager.
z. Alpha Pager Email – email address field. Please enter your cell number email address.
aa. Alternate Phone – numerical field. Please enter the ten‐digit telephone number of an alternate line that you wish to use.
bb. Other Means of Contact ‐ free text field. Use this field to list/describe another means of reaching you. The HHAN does not alert using this field.
Please Continue
Enter your cell number plus the appropriate domain name to never miss an Alert Notification again.
e.g. 6175551234@[enter from below] o Verizon = …@vtext.com o Nextel = …@messaging.nextel.com o Cingular = …@cingularME.com o AT&T Wireless = …@mmode.com o T Mobile = …@tmomail.net o Sprint = …@messaging.sprintpcs.com
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Step 5: Select Your Alerting Preferences. Please complete your Personal Profile.
Step 5: Select Your Alerting Preferences.
1. Please use the drop down menus to select up to four locations (work email, work phone, cell phone, etc.) for each level of HHAN alert. Refer to your Group(s) HHAN Protocol for guidance.
2. The exact order does not matter. All locations will be contacted simultaneously.
3. You can list no location. 4. These Alerting Preferences apply to ALL of your Groups.
NOTES:
Do not select telephone lines used by multiple people. The HHAN does NOT announce to whom an alert is addressed.
It is recommended that you do not list telephone locations for Minor Alerts.
IMPORTANT You must click “Submit” or “Save Profile”
http://mass.gov/hhan
Email: [email protected]
HHAN Main and Protocol Groups The HHAN is organized by Main Groups. Each Main Group is used to communicate with a defined group of users. For example: A bulletin posted to the Hospital Emergency Preparedness (HOSPEP) Main Group will go to all Emergency Management staff in every Commonwealth hospital.
A Protocol Group is a sub‐group of a specific Main Group. Protocol Groups allow bulletins to be sent to a targeted group of users. For example: A bulletin posted to the Hospital Emergency Preparedness Region 1 (REG1HOSPEP) Protocol Group will go to all hospital Emergency Managers in Region
Main Group (all users)
Protocol Group (certain users from a
Main Group)
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Groups Permissions Levels You are assigned one of four Permissions Levels for each of your Main Groups and Protocol Groups.
1. Reader – This is the most common permissions level. Readers can read both Alerts and News Items. Readers can download files from Main Group Shared Folders.
2. News Author – Users with this permissions level can post News Items to this Group. News Authors have complete access to Main Group Shared Folders.
3. Alerts Author – Users with this permissions level can post Alerts as well as News Items to this Group. Alerts Authors have complete access to Main Group Shared Folders.
4. Group Administrator – These Users manage Groups. They can add, modify, and delete Protocol Groups. They can create, modify, and delete User accounts. They can also modify Group membership.
http://mass.gov/hhan
Email: [email protected]
The HHAN User Portal The HHAN is an Internet browser‐based system. There are certain HHAN actions that must be done through the HHAN User Portal. These include but are not limited to configuring and maintaining your Personal Profile, posting bulletins (both Alerts and News Items), and viewing/saving any posted files.
Login Page The HHAN URL is http://mass.gov/hhan. This will actually redirect you to the Children’s Hospital Data Centers where the HHAN software and data are hosted. When you see the HHAN Login Page shown below the page’s URL should be https://chip‐dph.tch.harvard.edu/hhan/home.do. Please do NOT bookmark this URL. The HHAN will be moved into the Commonwealth’s Virtual Gateway. When this happens your bookmark will cease to work. You can bookmark http://mass.gov/hhan.
Security Note
Every HHAN web page should be encrypted. Look for the https:// in the URL.
Logging In
Enter your Username and Password in the appropriate fields and click “Login”.
“Reset” will clear the fields to start over.
“Forgot Password” link will send an email to the work email address associated with your username.
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Command Bar The Command Bar is available at the top of every HHAN web page. Use this to quickly navigate.
Use this tab to return to your Home Page
Open a list of all of your Main and Protocol Groups
Open your Personal Profile
Open a list of all of your News Items – both received and sent.
Open a List of All HHAN Users.
Open a list of all of your Alerts – both received and sent.
HHAN Help Desk Email Information
http://mass.gov/hhan
Email: [email protected]
Your Home Page
Home Page Left Side You will go to your Home Page after login.
Command Bar – tabbed links to universal HHAN Pages.
Page Title – Name of current HHAN page.
Actions:
This section will list links to initiate HHAN Actions. The links displayed depend on the page type and on your permissions level for that Group (if Applicable).
Groups:
This section lists your Main Groups and your permissions level for that Main Group. These are links that you can use to quickly go to a Main Group Page.
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Home Page Right Side
PLEASE READ
IMPORTANT NOTE:
The Home Page only displays the three latest Alerts and News Items. You may have unviewed Bulletins that are not displayed here. Please use the “View All Alerts” tab to see a complete list of all of your Alerts or visit all of your Group Pages.
Portal Notification MessageClick Bulletin “Title” to view the complete Bulletin Details Page.
Bulletin IconsAlert Severity Icon One to five (highest) bars of severity. Uploaded Files Icon Does this Bulletin have associated files ready to download. Title and link to
Details Page Date/Time StampStatus
http://mass.gov/hhan
Email: [email protected]
Bulletins – News Items and Alerts The HHAN sends two types of Bulletins called News Items and Alerts. Both are posted through the User Portal. Posted Alerts trigger email and telephony Notifications by cross‐referencing the Alert’s Severity Level with the Recipients’ Alerting Preferences. Both types of Notifications only deliver the Notification Message field. Users should login through the User Portal to view the entire Details Page.
Both News Items and Alerts contain:
Title Owner (or sender) Groups posted Time Sent Status Web Page Message Uploaded File(s)
Alerts contain these additional elements for Notification of Users via email and/or telephony:
Severity Level Sensitivity Flag Confirmation Required Flag Confirmation Button Confirmed Status Notification Message Link to Confirmation Report
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Details Pages Click on the Bulletin Title to access the Details Page.
News Item Details Page
Alert Details Page
Links to access
uploaded files.
http://mass.gov/hhan
Email: [email protected]
Receiving and Confirming Alerts HHAN Alerts can be confirmed in three ways – Email, Telephony, and the HHAN web portal.
A. Confirming Email Alerts 1. The HHAN Alert will be delivered by email.
2. Read the email.
3. Click on the link to confirm.
B. Confirming Telephonic Alerts 1. Answer the call vocally – this triggers the text to voice program.
2. Enter your four‐digit Telephone PIN when prompted – DO NOT PRESS #.
3. Listen to the Alert message.
4. If necessary, press 2 to repeat the message.
5. Press 1 to confirm the Alert.
C. Confirming an Alert via the HHAN web portal NOTE: Many HHAN Alerts have associated uploaded files. The files can only be accessed via the web portal.
1. Login to the HHAN at http://mass.gov/hhan.
2. Click on the Alert title to access the Alert Details Page.
3. Read the Alert.
4. Click on “Confirm” to confirm.
5. Links to attached files appear at the bottom of the Alert Details Page.
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Main Group Shared Folders Each HHAN Main Group has a Shared Folder where files can be saved for use by the Group membership. As a HHAN Reader you can access and download files stored in the Main Group Shared Folder. Readers cannot upload or delete files from Main Group Shared Folders.
Access a Main Group’s Shared Folder:
1. Navigate to the Group’s Main Page.
2. Click the “Main Group Shared Folder” link.
Open a folder:
1. Click the folder name to open.
Download a file:
1. Click the file name to save a copy.
http://mass.gov/hhan
Email: [email protected]
Frequently Asked Questions
I forgot my Telephone PIN To reset your Telephone PIN:
1. Open your Personal Profile (see page 9).
2. Choose and enter a new four‐digit Telephone PIN.
3. Click “Save Profile” button at the bottom of the page.
I forgot my HHAN Password To reset your HHAN Password:
1. Go to the HHAN Login Page http://mass.gov/hhan.
2. Click the “Forgot Password” link.
3. Enter your HHAN Username.
4. An email will be sent to your work email address – please note the security code contained in this email. You will need to enter this code to reset your password.
5. Click the link in the email to reset your password.
I forgot my HHAN Username Please contact the HHAN Help Desk at [email protected] to retrieve your HHAN username.
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I get too many Alert Notifications Some HHAN Main Groups send daily Alerts. If you are bothered by many Alerts then we suggest modifying your Alerting Preferences.
To adjust your Alerting Preferences:
1. Open your Personal Profile (see page 9).
2. Modify your Alerting Preferences (see page 13).
3. Click “Save Profile” button at the bottom of the page.
http://mass.gov/hhan
Email: [email protected]
Appendix A – HHAN Main Groups
Emergency Management
Name Main Group
Name Members Sponsor Point of Contact
Massachusetts Emergency Management Agency
MEMA • Emergency Management Directors
• Approved Personnel
Massachusetts Emergency Management Agency
David Glazebrook
Recovery Operations Manager
Fire
Name Main Group
Name Members Sponsor Point of Contact
Massachusetts Fire Departments
FIRE • Fire Chiefs
• Approved Personnel
Department of Fire Services
Rebecca Healy
IT Project Manager
Police
Name Main Group
Name Members Sponsor Point of Contact
Massachusetts Police Departments
POLICE • Chiefs of Police
• Approved Personnel
Massachusetts Commonwealth Fusion Center
Commonwealth Fusion Center
Massachusetts State Police
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Hospitals & Laboratories
Name Main Group
Name Members Sponsor Point of Contact
MA Hospital Emergency Preparedness
HOSPEP • MA Hospital Emergency Preparedness Staff
Department of Public Health
Dana Ohannessian
Emergency Communications Director
MA Hospital Users HOSP • All MA Hospital personnel Department of Public Health
Patrick Simon
HHAN Administrator
MA Hospital Chemical Response
DPHHOSPCHEM
MA Hospital Biological Response
DPHHOSPMICRO
• Designated personnel DPH Bureau of Laboratory Services
Lori Cavaleri
LRN Laboratory Coordinator
DPH Antibiotic Resistance DPHABRESISTANCE • Designated personnel DPH Bureau of Communicable Disease Control
Barbara Bolstorff
Epidemiologist
http://mass.gov/hhan
Email: [email protected]
Local Public Health Name Main Group Name Members Sponsor Point of Contact
Local Boards of Health LBOH Department of Public Health
Patrick Simon
HHAN Administrator
DPH Arbovirus Program
DPHARBOVIRUS DPH Bureau of Communicable Disease Control
Catherine Brown
State Public Health Veterinarian
DPH Food Protection Program
DPHFPP DPH Food Protection Program
Linda Sperandio
Food Safety Compliance
Isolation & Quarantine Resources
ISOLATIONQUARANTINE
• Health Agents
• Board of Health Members
• Local Public Health Staff
• Approved Personnel
DPH Bureau of Communicable Disease Control
Patrick Simon
HHAN Administrator
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Others
Name Main Group
Name Members Sponsor Point of Contact
Health Alert Network HAN • All Public Health Partners
Massachusetts League of Community Health Centers
MLCHC • All MA Community Health Center personnel
Long Term Care Facilities LONGTERMCARE • All MA Long term care facilities personnel
Department of Public Health
Patrick Simon
HHAN Administrator
Massachusetts Medical Society
MMS • MMS Members Massachusetts Medical Society
Vanessa Kenealy
VSD Project Coordinator
http://mass.gov/hhan
Email: [email protected]
HHAN Help
HHAN Help Desk
The HHAN Help Desk can be contacted via email at [email protected].
HHAN Program Contacts Massachusetts Health & Homeland Alert Network (HHAN) Coordinator
Scott Kenfield
617‐777‐5975
Massachusetts Health & Homeland Alert Network (HHAN) Administrator
Patrick Simon
617‐777‐5756
