Pearce, James Date: 2/5/2019

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YEXT DATA ENTRY USER INSTRUCTIONS

Introduction: Yext is a technology company that has been contracted to maximize the public online facts about our physicians and practice locations. As a data entry user your role is to enter data that is accurate and up-to-date. Your data entries are made via the online Yext application. Not only does Yext host this data and ensure it is distributed to, search engines, online business directories and social media applications; it also allows us to view web analytics for our various listings.

Terminology:

When working in Yext, you will encounter terms like – location and licensee, below are descriptions of how these terms are used.

Location. In Yext the term “location” is used to represent a physician at the respective facility where they work, some physicians may only have one, others multiple. It is also used for the facility (the site location of a practice/office).

Licensee: Each physician is classified as a licensee. As an example “Dr. John Doe” is a licensee and conducts business from three facilities, therefore has three locations.

Getting Started

New User - Access Permissions

You will receive a new user account invitation. Follow the related directions. Once your account is created you will log-into the Yext Application via:

www.yext.com/users/login

Overview:

Dashboard

When you are logged in, by clicking on the tabs on the top navigation bar you will be able to “view” different data webpages per your needs.

Knowledge Manager - Profiles

Figure 1: Screen Shot of Knowledge Manager Profile Listing

When you are in this view you are able to access and where applicable edit content for the respective physician(s) and facilities within your division/department. For the purposes on this instructional guide we are using the “Urology Department”.

How information is organized/arranged.

Related data is organized within a block and each block is made up of information fields. Note: not all fields will be editable by data entry users.

Knowledge Manager Profiles - Folders:

On the left hand-side you will see the block “All Locations” and Location by Folder. Left mouse click on a folder tile to access the respective folder.

Your physician listings will appear per the folder you select (example: Urology).

To find a physician/location you can either scroll through the listing or enter the related “word terms” into the search field, and pressing search. Example: the words “Research Way” will run a filter function to display all your physicians who are practicing at “Research Way”. You can also run an advanced filter function via the advanced filter button.

Folder Types:

Pending Verification: When a new doctor joins Stony Brook Medicine they will be placed into the Pending Verification folder. Please note Data Entry Handlers do not initiate the creation of New Licensee Records, this task is done by the role of Yext application administrators. When a new doctor receives a Stony Brook appointment, they are initially placed in the Pending Verification Folder. Your task is to identify physicians which fall under your divisional practice(s), and move said record from the

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Pending Verification folder to your respective Division folder. Please note by default the address on the record will be 101 Nicolls Road, Stony Brook. Where required you will need to change this to the respective practice location address. This may mean creating new profile (entity) location records, if said doctor is practicing at multiple locations. A “How To” is covered in the section: “Adding location to a Profile”, of this instructional guide.

In the event a doctor’s record has accidentally been placed in the wrong division folder. If you have access to the correct folder move their record to same. If you do not have access to the required folder (the doctor is not known at your division); move the record to the Pending Verification, folder. Please note you should routinely be checking the Pending Verification folder, for doctors applicable to your division.

Archive:

When a doctor within your division is terminating practice at Stony Brook Medicine, move their record from the erroneous folder and place the record into Archive. This will prompt their deletion from the Yext database. Note: This should be timeous of the termination date but not before.”

Editing a Pre-Exiting Profile.

To access a physician profile: There are two ways.

Check the check-box to the left of the physicians name and click on the physician’s name or press the edit button.

You will see that the edit button also allows a filter to run, which will make all of the profile locations for the physician available for one stop editing. You can either edit each location individually or by selecting “edit all” can make changes to the required fields and the changes will be applied to all the related locations.

Figure 2: Screen Shot of Editing Drop-down list - Edit All Locations

Figure 3 Screen Shot - Edit all

Figure 4: Screen shot of multiple profile list

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Editing a Profile Page.

Figure 5: Screen shot of a physician’s profile page

Once you have entered the respective physician’s profile page you will see various data information blocks. Please note there will be “restricted blocks/fields”, which you may not have editing rights to such as: Specialties and Insurance. To access a block you can either; scroll down to the various block and enter data into the fields accordingly, alternatively, you can also go direct to a block by clicking on its title as listed in the left navigation block i.e. “Core Information”.

Editable Fields:

When a field is editable a pencil icon will appear when you hover your mouse cursor over the field area.

Figure 6: Screen Shot of an Editable Field – which is indicated by a pencil icon.

Note when entering data for say office address, one does not use abbreviations (Rd. / St. etc.) for words like Street, Road. You are required to enter the word in full.

You will see that certain fields are direct word entry, others check boxes, or drop down choices.

When you have entered new data click “save” and your new data will be published. If you do not want the change to go ahead click “cancel.”

Tips for entering data: It is recommend that you look at the data that has been entered previously for other physicians in order to retain consistency as to how text is phrased.

Optional Provider Information: Business Hours. Here you can set specific business hours. You will see the data fields are a combination of drop down options and direct entry. For time settings we are using the 12 hr. clock with AM and PM accordingly.

Figure 7: Screen shot of Optional Provider Information Block

Fields to consider: Featured Message:

“Your highlighted Featured Message is displayed with your listing on search result pages as well as detail pages. This highlighted message helps draw attention to your listing over others in the search results, and on most partner sites is available exclusively through PowerListings.”

You may wish to insert the text: “call to schedule an appointment”

There is a data field for contact email. It is recommended you do not enter the physician’s personal email address in order to avoid soliciting/unwanted emails. If you wish to insert an email address is it recommended you use your departments/office generic office email (if you have one).

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Photos & Videos:

Figure 8: Screen shot of Photo Upload

You can upload a headshot photo, and other related photos. Your principal photo should be the portrait photo from Stony Brook Hospital photography. Note: there is file type and capacity restriction here: “File formats: JPG, PNG, GIF, WEBP, Maximum file size: 5MB. Therefore you may have to adjust the image format type and size in your respective photo editing software, to successfully upload. Image editing /re-sizing cannot be done in Yext. You can either upload by drag and dropping, select direct, alternatively there is also an option to inset a url. to an image(s) on related website or social media application.

Additional Attributes: It is within this block that you enter data relating to the services, procedures conditions treated and keywords.

Figure 9: Screen shot of Additional Attributes Block

As you see these fields are for single entry items, you cannot drop in multiple listed items. Note for keywords and conditions treated you want to enter both the scientific and generic terms. The items you enter are used by search engines, therefore your audience may not know the medical term for a condition i.e. the medical term for kidney stones is nephrolithiasis.

Scheduled Updates:

With Scheduled Updates, you can schedule changes to your content in advance for promotions, opening/closing offices, and holiday updates, and other time-sensitive content. Once you add a scheduled update, you can click on the scheduled date to "time-travel" and see what updates you have in store.

Example: In the event you are wanting to schedule when new office hours are to take effect on a certain date, you would do this by selecting “Add Date.” A pop-up calendar will appear. Select the required date, and press continue. Next go to the required field and apply change as needed. Then select “schedule update”, a pop-up will appear asking if this change is temporary and if so, if you want to revert back to you original content, apply as appropriate.

Figure 10: Screen shot of pop-up calendar

Time-travel to Changes: To view any change pending you will see the set change dates. Click on a date and you will see in the related field what the set content change is to be.

If you want to cancel a pending update on the schedule update block, select the date when you intended this change to take effect. You will then be given the option to cancel or re-schedule, apply as appropriate.

Note: Not all blocks and fields have scheduled update functionality.

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Publisher Specific. This is a block that governs Google my business.

Google My Business. These fields are specifically used by Google my business for the insertion of images. May have to adjust your file format and size to meet the upload specifications. There are other related data fields for site amenities such as site amenities, accessibilities etc.

Custom Fields: In these fields you can enter data pertaining to the physicians’ research and academic interests etc. Take particular attention in selecting an Organization dependent upon the physician’s hospital of practice i.e. Stony Brook Hospital or Southampton Hospital.

Please note the fields in this section like Personal Statement etc. will feed into the respective find-a-doc page.

Internal Use Only: This block is not required by data entry users.

Knowledge Assistant: This block is a settings feature and is not required to be used by data entry users. The functionality of this block is to allow editing direct via our cell-phone.

New Physicians - Licensees:

When a new physician is added to Yext by web application administrators, they will be placed in a folder titled “Pending Verification”. You will open this folder to see if any new physicians have been added and if they are associated with your division/department. If so, you will move their profile into the respective division/department folder, and update their profile accordingly. Note: Be sure to select location as each new doctor’s location is a default of: 101 Nicolls Road, Stony Brook.

Moving a Profile into a new Folder:

To move a profile page into a new folder. When in the Knowledge Manager - Profile, Physician listing page, select the check box, the physician profile(s) you intend to move to another folder. Then select “more actions”; a pop-up will appear of all the

folders you can move the profile page to, and apply as appropriate.

Figure 11: Screen shot - moving a profile to another folder

Figure 12: Moving a profile to another folder with drag and drop

Drop & Drag Method

Alternatively, select the related check box (as you hover your cursor under the related check box of a listing, a little arrow compass icon will appear. Click and hold down your left mouse button, drag and drop to the folder as appropriate. For profile to be moved the check box has to been selected. You will see a little message indicating how many items you are moving.

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Adding location to a Profile:

Open an existing record on the required physician. Over on the right hand-side you will see a block “Select Action”. Click on it and a drop down menu will appear, select “Add Entity to Profile”. You will see the following fields – Type: select the type of template you require: “Healthcare Professional”.

Folder Location: Selected the folder location say: cardiology.

Fill out the core information fields as required.

When complete press continue at bottom of page.

Generating a Record Report

(Recommended browser: Google Chrome)

If you wish to download all your records in an Excel file for review. You can do this by:

1. Selecting the related folder – from the Entities by Folder block (on the left-hand side) you get a listing of all your records in the folder.

2. Check the boxes you want in the report. 3. Click on the button “more actions” a drop down list will appear. 4. Select Export Entities. No need to adjust the settings on the first screen (which is

Basic Info.). Press continue. 5. To the left you will see a block with a button titled “Actions”. You will get a list of

all the various data fields. Check the fields you want in your report. 6. Press continue. 7. Your report will be generated as an Excel document. 8. You have the option to save your export settings for future use. If so enter a

name for the report in Export name and select save report.

ORGANIZING YOUR DASHBOARD WITH COLUMNS

You can organize your dashboard record display by select what columns you want to be displayed and sorted chronologically.

By default Type and Name are displayed. But just say you wanted to display another content field say “last updated” select the columns tab and drop down list of all the accessible fields will be presented select your required fields, in this case last updated. The records on the dashboard would be sorted chronologically with when they were last updated.

Other Views.

Listings: When you are in listing view you are able to get an overview of how your division/department is performing over the various search engines and other online platforms.

Reviews: When you are in reviews, you can access the various search engine reviews for physicians.

Analytics: In this view you can analyze web user traffic performance for your division.

Your Account Settings

Figure 13: Screen Shot of Account Settings Page

On the top bar you will see your name; by hovering your mouse over your name, a drop down option list will appear. Account Settings and Log-out (when you want to log-out from the Yext site).

In Account Settings; you can change your account credentials (like password and contact telephone number, etc.) by left mouse clicking on “account settings”. Your account settings page will appear and you can change the content in a field by left mouse clicking on same and inputting the new information. To execute a change press the “save” option, if you do not want to execute press “cancel”. Fields which are editable are indicate by a “pencil” icon as you hover your mouse cursor in a field. Note: Certain fields may be restricted from editing like Roles, Account ID and Account Type, and thus pencil icon will not appear as you hover in the field area.

If you have a related query please reach out to the web-team support for Yext profile listings:

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Support Staff:

For assistance with Yext please contact:

Barbara Cole Senior Programmer Analyst Stony Brook Medicine Information Technology (SBMIT) Phone (631) 444-8214 Barbara.cole@stonybrookmedicine.edu

James Pearce Information Systems Technician Phone: (631) 444-8484 james.pearce@stonybrookmedicine.edu