Setting up Email Notifications

EDI Exchange can send emails to operators and trading partners to notify them about files and processing results. This functionality of EDI Exchange lies beyond the most basic setup that the initialization checks for. For this feature to work properly, you need to set up an email server which EDI Exchange communicates with. You can do this in the "Email Server Information" frame of the setup screen. Follow the instructions below.

1. Select "EDI Exchange Setup" under the "EDI Exchange" menu item.

The "EDI Exchange Setup" menu item
2. The following window will appear.

The "EDI Exchange Setup" window
3. Specify the following email options:

Email Server Information
SMTP server
Sender's email address
SMTP server requires logon
Connect to the SMTP server via the SSL protocol
Use port

Setting up the email server

Note: If you do not have this information, please ask your administrator to set this portion up for you.

4. To configure email notifications, specify the following options: 

Email Notification
Send email notice of newly arrived files? — Use this checkbox to define if you want to send email notice once new files have arrived.
Recipients — You can add your staff's email(s) and the processing messages will be sent to these emails.

Enter an email address and click "Add."

Setting up the email recipients

The email address will appear in the list. 

Added email recipient

5. Click on the "Test" button to verify your settings.
6. Click on the "Save" button.

The "Save" button


Troubleshooting Email Settings

If you have problems with setting up the email server, please contact your administrator. He/She should know  values to specify and how to test the settings.

Below is an example of what happens when the email server does not respond.

After a time out, you get a failure notice

After acknowledging the failure, you get a more detailed error message in the process result screen.

The process result screen with a detailed error message

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Setting up Incoming and Outgoing Files Options

To check if your files are HIPAA-compliant, EDI Exchange can run a compliance check on outgoing EDI files. For incoming files, you can specify an acceptable error level. These settings are especially important with new trading partner relationships or with new processes since it always takes a while until an EDI process runs without issues and problems.

Follow the instructions below.

1. Select "EDI Exchange Setup" under the "EDI Exchange" menu item.

The "EDI Exchange Setup" menu item
2. The following window will appear.

The "EDI Exchange Setup" window

3. Specify the following outgoing files options:

Outgoing Files

Validate outgoing files — Select this checkbox to validate if the outgoing files are HIPAA-compliant.
Halt records if EDI compliance warnings are found — Select this checkbox to suppress the sending of files with warnings or errors.

Validating outgoing files

4. Specify the following incoming files options:

Other Options

Reject incoming files with more errors than (set count below) — If checked, the incoming files with more errors than defined will not be placed into the "Inbox" folder.

The "Reject incoming files with more errors than" option

5. Click on "Save."


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Running the Application via Scheduler

EDI Exchange integrates with the Windows Scheduler to allow the automation of the EDI file exchange process. You can set up EDI Exchange to go out to the trading partner's FTP server, download files, decrypt and compliance check them and further process them with the appropriate HIPAAsuite application, for example load claims into a SQL database.

Follow the instructions below to schedule the EDI files exchange process.

1. Select "Automatic Scheduler" under the "EDI Exchange" menu. 

Automatic Scheduler
The "Automatic Scheduler" menu item
2. In the opened window, right click and choose the "Scheduled Task" menu item.

Scheduled Tasks_New_W7
Task Scheduler in Windows Vista onwards.

In Windows XP, the Scheduled tasks directory looks like this:
Scheduled Tasks_New
The "Scheduled Task" menu item in Windows XP.

See "Running the Application via Scheduler" in the help of the host HIPAA application for detailed instructions on how to schedule a task.

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Using the Command Line Arguments (CLI)

The only EDI Exchange specific command line argument is "Auto"

The Auto processing options are defined in another screen and, with the command line argument "Auto," they will be exercised. Make sure that you have configured them according to your needs.

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