Employee Broadcast Messages

Please see the attached Video tutorial on Employee Broadcast Messages within the DND Mobile Care System

Topics Covered Include:

The different types of Broadcast Announcements are:

1. Employee Centric Audio Messages
2. Client Centric Audio Messages
3. Text Messages

Employee Centric Broadcast Messages Notes:

• Broadcast Announcement Messaging is a dynamic tool that can be used to communicate with your field staff regarding patient instructions, schedule changes, notification for licensing renewals, staff meetings, or anything else you wish to communicate to your staff
• The employee audio messages are messages sent to individual employees or pre-defined groups of employees
• You can rename a message by Right-Clicking on it in the Avail. Messages box, renaming it, and clicking OK
• To delete a message, select the message from the Avail. Messages box and then click the Trash Can Icon from the top of the box
• Confirm the deletion
• The system will not send the message if the duration is set to anything less than 3 days
• Any recipients that do not call in during the time that a message is active will not hear the message

General Steps to Create an Employee Centric Audio Message:

Record a Message

• You dial in to the same number that your employees use for access
• The same number used for documentation
• You will need to have Administrator access to the Dial-N-Document website to record the message
• The system will ask if you are an administrator, select "Yes" to be able to record the message
• Accidentally selecting "No" will clock the administrator in as an employee
• Follow the prompts until you are satisfied with your message

Locate the message in Dial-N-Document

• Log into the Dial-N-Document system and navigate to the Broadcasts tab
• The Audio Messages tab will be selected by default
• Whe you recorded the message, you were prompted to enter an Employee or a Client message
• Since this tutorial covers the Employee Centric Messages, select the Employee radio button above the Selected Messages box
• Click Search to find the message that you just recorded
• By default, the message will have the Date and Time that the message was recorded
• Hovering your mouse over the message will reveal the person that recorded the message
• To assure that you have the correct message, you can select it from the list and click the Speaker icon at the top of the box to play the sample
• Once you find the correct message, move it over to the Selected Messages box

Select the Employees

• Can be assigned to Individual Employees and/or a group of employees

Individual Employees

• Navigate to Broadcasts>Employees to select the employees that you want to receive this message
• Select one or multiple employees and move them to the Selected box

Employee Groups

• Groups are created in your billing, payroll, and scheduling software and are then transferred to Dial-N-Document or can be created under the Employee Group tab within the Admin tab
• Navigate to Broadcasts>Employee Groups to select the groups of employees that you want to receive this message
• To se what members are within a group that you are looking at, check the Auto Load checkbox at the top of the Members box
• Once you find the correct group, select the down-arow to move them into the Selected Groups box

Schedule the message

• Navigate to the Broadcasts>Scheduler tab
  • Within the scheduler tab, you can:
    • Create a New Message Schedule
    • View Active message schedules
    • View Inactive or Expired message schedules
• Creating a New Message Schedule:
  • Note some options are only availabe for Client Centric Messages

Occurs: (How often should this message occur?)

• One-Time:
  • The message will play only one time diring the specified duration
• Daily:
  • Will play repeatedly based on a pattern that is set in the Every # Days box
  • Can be set to 1, 2, 3, 4, 5, or 6 days
  • Will play for the specified duration
• Weekly:
  • Weekly messages play every 1-12 weeks for the specified duration
  • These messages can also be scheduled to play on a specific day of the week
• Monthly:
  • Monthly messages can be scheduled to play on a specific date of the month
  • Can be set to repeat every 1-12 months
  • These messages can also be set to play on the first Sunday through Saturday of every 1-12 months

Priority

• Low:
  • Can be skipped by the employee that has been assigned to hear the message
• High:
  • Can not be skipped by the employee
  • Before the employee can continue with the call the employee must decide if they want to:
    • Delete it
    • Save it
    • Listen to it again
• Recurrent:
  • These messages will play regardless if they have been played recently

Duration:

• Defines the span of time that the message will remain active
• The system will not send the message if the duration is set to anything less than 3 days

Disabling an Active Message Schedule:

• While in the Broadcasts>Scheduler tab, select the "Active" radio-button to bring up a list of the active messages that you have scheduled
• Select the message that you want to disable and scroll to the right
• Click on the "Disable" link to disable the message

To view which employees have listened to the message and which have not:

• Click on the Reports tab to the right
  • For Employee Centric Messages, only the Date Range and the Employees tabs/filters are applicable
• Select the Choose Report tab
  • Select Broadcast Reports from the bottom of the page
• Exception Reports
  • Will show any employee that didn't call in and listen to the broadcast during the duration you set for the message
• Non-Exception Reports:
  • Broadcast Played:
    • Shows which employees did call in and listen to the broadcast
    • Report shows:
      • Employee that called in
      • What number they were calling from
      • When the call Started and Ended
      • The duration of the call
      • What message(s) were played during that call