HOXWORTH PLUS USER GUIDELINES DONOR PORTAL

HoxworthPlus Donor Portal Guidelines Page 1

Hoxworth Blood Center V12000001-1 3130 Highland Avenue Issued 01/12

Cincinnati, OH 45267-0055

HOXWORTH PLUS

USER GUIDELINES — DONOR PORTAL —

CONTENTS

1. Introduction to HoxworthPlus ......................................................... Page 2

2. Donor Registration .......................................................................... Page 3

3. Entering Donor Information ............................................................ Page 3

4. Searching for a Donation Location .................................................. Page 6

5. Choosing an Appointment .............................................................. Page 7

6. Rescheduling an Appointment ........................................................ Page 9

7. Cancelling an Appointment ............................................................. Page 9

8. Accessing Account Information ....................................................... Page 11

9. Link Your Account ........................................................................... Page 12

10. Help. Contact Information .............................................................. Page 12

11. Security Statement ......................................................................... Page 13




INTRODUCTION TO HOXWORTHPLUS

HoxworthPlus is a web-based system that features a Donor Portal and a Coordinator Portal that appropriate users can access for different purposes. The Coordinator Portal is a tool for volunteer blood drive coordinators to manage their blood drives and recruit donors. This document provides guidelines for utilizing the Donor Portal. The HoxworthPlus Donor Portal makes it convenient for individuals to quickly and easily schedule appointments. This online system enables individual donors to schedule and manage their own appointments over the web. It also allows them to update their key contact information.

Home Page Example

From Donor Portal’s main screen, the donor may elect to sign in, or search for a site to schedule an appointment. This search feature is available to both new and registered users, although New Users will not be able to schedule an appointment until such time as they are registered. For information on Registration see the next section.

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DONOR REGISTRATION

To begin the registration process, the user must first click on the New Users Register Here button, and a new menu will appear. All the donor has to do is fill out the required fields and enter his or her Donor ID number.

NOTE: EVEN IF YOU HAVE DONATED BLOOD TO HOXWORTH BEFORE, YOU ARE INITIALLY CONSIDERED A NEW USER TO HOXWORTHPLUS.

In the event that the donor does not yet have a Donor ID, he or she will have to complete the required fields in the lower portion of the screen on the user’s computer monitor before advancing to the next screen shown below.

NOTE: Registration does not automatically link your appointment to your unique donation information. If you have your Donor ID available, we recommended you enter it during the initial registration process. You need only do this once. Obviously, first-time donors will not have a Donor ID until they have presented to donate at a donation location. More information about linking your registered account with your unique donor history and donor data are detailed in Accessing Account Information.

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ENTERING DONOR INFORMATION

The donor will need to enter key identifying information such as email address and date of birth and the system will check to make sure that no other donor portal users have this same email and date of birth.

The system verifies these two key pieces of information are unique to this donor. If the identifier and password appear to be a duplicate, the system will deny access. In that case, the system will provide a link for the user to request a password. (The system also allows the user to clear the fields and retry).

NOTE: If you know your Donor ID, we recommend that you enter it here. This will link your registered account with your unique donor history and information.




If approved, the following screen appears to continue the registration process.

When the user successfully registers, the system welcomes the donor and presents the following screen to search for a donation site.

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SEARCHING FOR A DONATION LOCATION

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In the screen above, the donor elected to enter a zip code to search for a site. Additionally, the donor is searching for a site within a 15 mile radius, that is currently accepting Whole Blood donations. Dates for this Search are displayed in the fields on the screen above (01/03/2012-01/02/2013). The donor then, clicked the Search button. As a result the screen shown to the right appears. Notice that the Select a Site icon is highlighted.

Choices. Donor centers and community blood drives that meet the search criteria are displayed (see screen example on this page). To select a site, the donor clicks on the Choose button next to the donation option he or she prefers.




CHOOSING AN APPOINTMENT

Selecting a Date. Once the site is selected, a calendar for the selected site shows in white all the available dates to schedule an appointment for the current month and the month that follows. Notice that the Date icon is highlighted. Because the donation type was selected from the drop down menu, the calendar view (Select Day screen) automatically displays the dates in which the site is accepting Whole Blood donations. Notice that the dates available to schedule this donation type are highlighted in white on the calendar. The other colors indicate dates in the past, when the facility is closed, when the facility is booked or when the donor is not eligible to donate. Click on a date to select it.




Selecting a Time. Once the donor clicks on an available date, the following screen will appear.

This Select a Time screen allows the donor to choose an available time slot in a simple table showing all of the available appointment times. The timetable also provides a quick reference to the number of beds available for scheduling within a given appointment slot.

Once the donor selects the time, the Confirm screen appears. Notice that in the following example, the Confirm icon is highlighted (see next page).




Before clicking Finish, the donor can click to request an appointment reminder as well as enter comments into the comment field. When done making these selections, the donor must click on the Finish button to schedule the appointment. Then, the final screen will appear.

NOTE: You can add the appointment to your calendar of choice (such as Microsoft Outlook®) by selecting the Add Appointment to Your Calendar icon.

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RESCHEDULING AN APPOINTMENT

If the donor decides to reschedule the appointment, he or she would log in to the donor portal again, see the welcome page and click on the Reschedule Appointment link (blue link) below the appointment date and time at a given site in order to reschedule.

NOTE: If the donor has not yet logged out of the site, he or she can click on the Home tab at the top of the screen to proceed to Reschedule Appointment.

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CANCELLING AN APPOINTMENT

If the donor decides to cancel the appointment, he or she would log in to the donor portal again, see the welcome page and click on the Cancel Appointment (blue link) below the appointment site and date on the Welcome page. Once the donor has done so, a new screen will appear. This new screen will automatically display updated information, based on the cancellation.

NOTE: If the donor has not yet logged out of the site, he or she can click on the Home tab at the top of the screen to proceed to Cancel Appointment.

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ACCESSING ACCOUNT INFORMATION

View unique donor history and update contact information under the My Account Drop Down menu. In order to access these features, the donor must first link his or her account to their unique donor history — explained in the next section.

My Account — After linking the account, the donor can access multiple screens that provide detailed information: My Profile — Provides pertinent contact information and other data for the

donor. Revise this information at any time, by simply changing the information contained in the fields and clicking the Save Changes button.

Donation History — Provides information on the donor’s donation history.

The donor can see the hospitals that utilized recent blood donations and also review cholesterol test results.

View Appointments — Gives the donor access to all his or her

appointments that are currently scheduled. Change Password — Change password here. The donor is required to enter

current password, followed by the new password. The donor must also retype the password to confirm it.




LINK YOUR ACCOUNT

To access the features, the donor must first link his or her registered account with his or her unique donation history. Link the account by providing Donor ID and date of birth. See below.

NOTE: On future visits to the Donor Portal, the user will not need to provide his or her Donor ID, rather the user will need only provide his or her login and password. Similarly, users who entered a Donor ID previously (during registration) will be provided immediate access.

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HELP. CONTACT INFORMATION

CALL. Call us at 800-830-1091 for assistance scheduling your appointment.

EMAIL. You may also send an email to [email protected] to make us aware of any concerns you have and how we can assist you or better serve you.

ADDITIONAL. If you do not receive the assistance desired — or for other concerns — contact our Customer Service Manager (513-558-0801) or Division Director of Donor Recruitment & Community Relations (513-558-1238).

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mailto:[email protected]




SECURITY

The HoxworthPlus Donor Portal is part of software modules provided in the Customer Relationship Management system called DRM Touch® produced by Donor Dialogue (Auburn Hills, MI). Donor Dialogue is SAS 70 Certified, ISO 9001 Certified and PCI Compliant. DRM Touch utilizes the most advanced technology to safeguard donor data, ensure confidentiality and integrity and guarantee access only to authorized users. The strongest available encryption secures all donor data transmitted. When you access DRM Touch using your browser, Secure Socket Layer (SSL) 128bit encryption is provided. DRM Touch is hosted in a secure server, 24 hour/7/365 environment that is protected by industry-leading firewall technology and watched by intrusion detection systems, all of which are administered real-time. These multiple layers of protection are put in place to protect your data, prevent unauthorized access and ensure the proper and legal use of the service.

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3130 Highland Avenue | Cincinnati, Ohio 45267

www.hoxworth.org

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HOXWORTH PLUS USER GUIDELINES DONOR PORTAL