New Mexico Health Alert Network (HAN) NM HAN USER GUIDE NEW MEXICO DEPARTMENT OF HEALTH

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1 New Mexico Health Alert Network (HAN) NM HAN USER GUIDE NEW MEXICO DEPARTMENT OF HEALTH April 2015

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3 Purpose The New Mexico Department of Health s Health Alert Network (NM HAN) is a nationally supported program by the Centers for Disease Control and Prevention. The NM HAN is an all-hazards communications tool used during events or emergencies that could impact public health and safety. The NM HAN also is used for providing announcements and news items that pertain to emergency preparedness and response. Use this guide to walk you through registering in the NM HAN. Be sure to follow the instructions. If you not follow and complete instructions, you will not be able to receive all of the alerts that will be sent to you. Authority All HAN users are expected to use the NM HAN for Official Use Only. Security of this system is of the utmost importance. Do not share, copy, or otherwise distribute the information on the Home Page (Secure HAN), unless it is recommended by New Mexico Department of Health that you do so. How to Use this Guide This guide should be in hand while you are logging in and completing your HAN profile and to assist you in in confirming alerts. Keep this guide for future reference. This guide contains the following to assist you in completing a robust user account: Hints These are suggestions to assist you in making your HAN account function better. Important Notes These are significant items that must be followed to maintain the security of the HAN system, critical user functionality, and even your safety. IMPORTANT NOTE: As a HAN user, you are representing that you are providing all of the requested contact information to the best of your ability, your contact information is true and correct, and any other person s contact information that you might be able to access in the HAN will be used for official public health, safety, and emergency response purposes only. 1

4 Table of Contents Contents Page Glossary 3 Section 1 NM HAN Public/Landing Page System Requirements 4 Section 2 Completing the HAN My Profile Logging in and Security 5 My Profile and Alerting Security Code 6 My Alerting Profile and the Scheduler 7 My Password and My Security Question 11 Section 3 The Secure HAN Home Page Secure Home Page and Resources 12 Document Center and Subscriptions 12 Section 4 HAN Alerts and Confirmations HAN Alerts and Confirming Alerts 14 Confirming HAN Alerts 14 Confirming HAN Alerts from the Secure HAN Portal 15 Section 5 HAN Checklist and Logging Out HAN Required Actions, Setups, and Configurations Checklist 16 Logging Off 16 2

5 Glossary Alert Details Area where documentation and attachments of alerts are published. Alert Summary All active alerts display in this area. Click on the Alert Time to see the complete alert and confirm, if required. Directory Work contact information for persons in the HAN who serve in identical roles is accessible from the Directory. Document Center Authorized users have access to the Document Center. This area houses the alert archive and pertinent documents that relate to health alerts and other information. Help See to the NM HAN User Guide, available on the first page of the HAN Web site, or you can click on the Help link, located at the upper right corner of each screen in the Secure HAN. If you cannot find answers to your questions, send an request to Home Page and Secure HAN Terms that mean the same thing; they can be used interchangeably. My Profile Users maintain and update this area. The HAN alerting system relies on having the most current and accurate contact information for every user on the system. If you will be leaving your current position, immediately notify the NM HAN Help Desk and include the name, phone number, and address of a person the HAN Administrator can contact about your replacement. News and Announcements Items that may not warrant an alert but that are still good information are published under News and under Announcements on the Home Page (Secure HAN). Password and Profile information This area provides a snapshot of the last time this information was updated. Quick Links Allows access to important state, regional, and national Web sites. Search Use the Search feature to locate documents within the HAN that you are authorized to access. 3

6 Section 1 HAN Public/Landing Page The following are the system requirements for accessing the NM HAN Web site, which is Microsoft XP or Windows 7 operating system and Explorer 7 or newer browser 1 (The NM HAN can also be accessed on Safari, Firefox, and Google Chrome.). One-time download of Active X (with Explorer) might be required. 2 Set your browser security settings at SSL 3.0 and TLS Set NM HAN as a trusted site on your computer. Set NM HAN as safe sender in your . 1 If you have an older Microsoft operating system or browser, you might have difficulties in navigating the HAN Web site. 2 If you do not have administration permissions on your computer, contact your information technology department for assistance. Contact your local information technology department if you have any questions about technical requirements or need assistance with your browser security settings. The following page displays: To proceed directly to the Secure HAN, click on Log In. Hint: Save this website to your Favorites or Bookmarks list. 4

7 Section 2 Completing the HAN My Profile Now that you have been granted access to the NM HAN, you must complete your My Profile section. This contains all of your contact information that the HAN system uses to reach you during real events, exercises, and emergency communications. Completing this information allows you to be easily contacted during significant events. After logging into the HAN for the first time, you are walked through your profile and contact information configuration screens. After completing each screen, you can return to make updates and corrections by clicking on My Profile. Logging in to the secure HAN Click on Login on the HAN Landing page. The following screen appears: After you have entered your username and password, click OK. Important Note: Do not select the Remember my password box. It is critical that you know your username and password for security reasons and in case you must access the HAN system from a location other than your main workstation. 5

8 My Profile Complete all of the fields; consider all fields to be required. My Alerting Security Code (Similar to a PIN) If you are a new user, this field prompts you for input immediately after clicking Save on your contact information page. If you return to My Profiles to make updates, this choice displays only if selected. The Alerting Security Code is a four-digit number that allows you to access HAN alerts sent to you via a phone or cell device. If you have designated one of your phones as a way to be contacted under your Alerting Profile, you must enter your Alerting Security Code correctly to access your alert. Hint: For both your password and Alerting Security Code, you can use secure passwords and numeric codes that you are using for other systems. Instead of remembering multiple passwords and codes, you only need to remember one. 6

9 My Alerting Profiles Here you are indicating how you want to recent different levels of alerts and at different times of the day and week. If it did not open automatically, go to the My Profile tab and click on My Alerting Profiles on the dropdown menu. When you first access this function, it is best to create at least two Alerting Profiles. Follow these steps to create your first Alerting Profile: 1. Name this Alerting Profile: Office or Work 2. Select the Set as Default check box 3. For each level of alert select the following: a. High and Medium Priority Alerts (alerts and advisories, respectively) Work and one to three other contact methods such as work phone, work cell, home cell, etc. b. Low Priority Alerts (updates) Work and one other contact method such as phone, work and/or personal cell, or pager. 4. Click Save. 7

10 My Alerting Profiles, continued Follow these steps to create your second Alerting Profile: 1. Name this Alerting Profile: After-Hours or Home. 2. Do not select the Set as Default check box. 3. For each level of alert select the following: a. High and Medium Priority Alerts and one to three other contact methods such as phone and cell. b. Low Priority Alerts and one other contact method such as phone and/or cell. 4. Click Save. Important Note: From the dropdown list under each location for High (Alert), Medium (Advisory), and Low (Update) alerts, you can select only those contact methods that you supplied under your Profile information. These choices will be in bold on the dropdown list. Hint: You can return to all of the settings and configurations under My Profile at any time to make corrections or updates. 8

11 Scheduler At least two Alerting Profiles are required to use the Scheduler function. This allows the system to route alerts in different ways at different times of the day and week. Click on Scheduler (the button on the right). The following screen displays: 9

12 Scheduler, continued The Scheduler function can to be set up to use different contact methods for different times of the day. Setting up two or more Alerting Profiles allows you to route HAN alerts to you in different ways. In its current state, the HAN system will use the contact methods in your default alerting profile to contact you every hour and day of the week (24/7). There are times of the week that you may wish to be contacted in a different method, before or after work hours or on days off. To select an override of the default alerting profile, select a time period for a different Alerting Profile to be active. This is completed by clicking a beginning time with a leftclick of your mouse and dragging down to the end time. You must keep the left button of your mouse depressed while selecting a range of time. Complete this action for each time period you wish an alternate Alerting Profile to be active for each day. For additional information, you can refer to the help feature located at the upper right corner of your screen. Hint: You can quickly update the Scheduler if your work schedule changes due to a vacation, leave of absence, or deployment. 10

13 My Password You have been issued a temporary password that must be changed to something more secure before logging off the HAN system for the first time. Go to the My Profile tab and click on My Password on the dropdown menu. You must create a strong password according all of the following requirements: At least eight characters Both alpha and numeric characters At least one uppercase letter and at least one lowercase letter; At least one of the following special characters:! # [ $ ) ^ $ ( Not spell a word My Security Question After you have set up your Security Question and Answer, you can change your own password. Important Note: YOUR PASSWORD IS CASE-SENSITIVE. IF YOU COPY AND PASTE IT ONTO THE LOGON SCREEN, DO NOT HIGHLIGHT AND COPY ANY ADJACENT BLANK AREAS. 11

14 Section 3 The Secure HAN Home Page The Secure HAN Home page displays information that is secure and specific to you, your role and your organization. The following resources are available: Document Center My Profile Password and Profile information Directory Search Alert Summary Alert Details News Document Center Authorized users have access to specific folders in the Document Center (e.g., Alert Archive, Notifiable Diseases or Conditions, etc.). To access the folders and documents that you have permission to view, click on the Document Center tab and click on Documents on the dropdown menu. Subscriptions There are two ways to subscribe to a folder or document (referred to as an item): Subscribe from an item: 1. In the navigation bar, click Document Center. The Document Center page opens. 2. Click the appropriate folder in the left pane. The main page for the select folder opens. 3. Locate the folder that contains the item you want to subscribe to and click it. The folder/discussion opens and the viewing pane shows its content. 4. Hover over the item you want to subscribe to, click the down arrow on the right, and select Subscribe Me. The New Subscription page opens. 5. If you want to, change the Subscription Title. 6. Indicate the types of changes that trigger notifications. 7. Indicate when and how notifications should be delivered. 8. Click OK. An will be sent to you indicating that the subscription was set up successfully. 12

15 Subscribe from My Profile: 5. Click on the My Profile tab. The My Profile page opens and displays your current profile information. 6. Click on the My Subscriptions link in the left pane. The My Subscriptions on this page opens. 7. Click Add Subscription. The New Subscription page opens. 8. Select a list by clicking the radio button in front of it and clicking Next. To select an individual item, click the View this list link, navigate to the item you want to subscribe to, hover over the item, click the arrow on the right, and select Subscribe Me. The list's or item's New Subscription page opens. 9. If you want to, change the Subscription Title. 10. Indicate the types of changes that trigger notifications. 11. Indicate when and how notifications should be delivered. 12. Click OK. An notification will be sent to you indicating that the subscription was set up successfully. 13

16 Section 4 HAN Alerts HAN Alerts HAN alerts are sent from NMDOH HAN Alert (nmdoh.hanalert@han.nmhealth.org). The HAN system tracks how and when you are contacted. It also tracks if you were able to successfully confirm receipt of an alert. When you confirm receipt of an alert, it informs the sender of the alert that you have received the message and you know how to act upon the information contained within it. The tracking ID number assigned to you for a given alert appears in the subject field of the . That number will change with each alert. The Alert ID that appears at the upper left of the above the message is a sequential number assigned to each new alert. Confirming HAN Alerts There are several methods to confirm receipt of an alert, based on how you receive them: HAN alerts (2 options) Active alerts on your Secure HAN home page Alerts received via phone Confirming HAN Alerts All alerts are sent to your work , regardless of priority level. Occasionally, alerts are sent to your work only. There are two options for confirming alerts via s. Option 1 Use the link in the to confirm receipt of the alert. 1. Click on the link located in the alert Enter your username and password. After successfully entering your username and password, the HAN system records that you have confirmed receipt of the alert. Option 2 Reply to the to confirm receipt of the alert. 1. Click Reply and type Confirm in the subject field of the .* 2. Click Send. * If the system does not detect Confirm in the subject field, the system will not report your as confirmed. The HAN system records that you have confirmed receipt of the alert. 14

17 Confirming Active Alerts on the Secure HAN Portal All active alerts display on your Secure HAN home page. An active alert is defined by the time that it is sent to the time that the alert sender decides that the alert should expire. When the alert expires, it no longer displays on the Secure HAN page. To confirm receipt of an active alert, click on the Alert Time on the Home Page (Secure HAN Portal) to access the details of the alert. After you have read the entire message, click on Confirm Receipt of Alert. After you have clicked on the option, it is removed from the Alert Details page and your confirmation is recorded by the system. Alerts Received in Voice Mail For security purposes, the detail of HAN alerts will not be left on voice mail systems. The HAN system needs to reach you directly so your confirmation can be recorded. If you do receive a voice mail from the HAN, you should delete the message and retrieve your alert by logging into the Secure HAN or checking your . 15

18 Section 5 - HAN Checklist and Logging Out Complete your My Profile immediately upon receiving the initial announcement, after you have read this user manual. Consider each of the following items to be required: After receiving your NM HAN or fax, log on and save the website to your Favorites. In the Secure HAN, input all requested contact information into your My Profile page including the following: Work Location, STREET address, city, state, Zip, county, phone, cell, fax, pager. Home STREET address, city, state, Zip, county, phone, cell. Alternate Cell, pager, phone, , satellite phone, other means of contact. Miscellaneous Category, licenses, specialties (medical specialties; applies to doctors only), organization, title, spoken languages and CPR license. Create two Alerting Profiles: one for work-hours and one for after-hours contact methods. Remember to always click on Save at the bottom of the screen. Configure the Scheduler to use as your after-hours alerting profile. Create a strong password that is secure and easy for you to remember. You might be able to use the same password as for your network and/or logons. Select a security question and enter the answer. Create a four digit Alerting Security Code that is easy for you to remember. Update your profiles at least every 150 days or more frequently if any of your contact information or alerting profiles have changed. Even if your profiles have not changed, go to Change My Profile and My Alerting Profiles and click on Save at the bottom of each screen. If you no longer will be serving in a current role, please send an to nmdoh.hanalert@han.nmhealth.org and provide the name, phone number, and address of the person who can be contacted about your replacement. Hint: If more than one professional license, specialty, and/or spoken language applies to you, hold down the Ctrl key and click on each item that applies to you in each section. Logging Out You can log out by clicking on Log Out, which is located near the NMDOH banner, or you can log out by clicking on your name, which is located on the left immediately above the NM Department of Health banner. 16

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