Topic Doc: Healthways Silver Sneakers Visit Export
RecTrac 3.1
Table of Contents
Document Summary
The Silver Sneakers Visit Export is a free program within RecTrac that allows you to export pass visit data of your Silver Sneakers Fitness Program members in a format that matches the Healthways Silver Sneaker record layout. The export process generates a Silver Sneakers file that you upload to Healthways. As a by-product of the export, you can generate a Silver Sneakers Visit log format as a proofing tool or for your own purposes.
To run the Silver Sneakers Visit export you must:
- Determine which Pass Code(s) will be used to track the visits of your Silver Sneakers members and create them in RecTrac Pass Code Management, if necessary.
- Enter the 16-digit Healthways Silver Sneakers member identifier on the member's record in the Organization field found in Household Management • Person Update.
Note: The Organization field is NOT on the Default Vermont Systems Design and must be added. When adding the field to your Default Custom Design, consider re-labeling it to something more "Silver Sneakers-related," such as Silver Sneakers Number.
- Run RecTrac Visit Processing to record visits by your Silver Sneakers members.
- Run the Silver Sneakers Interface program on a monthly basis to create the Silver Sneakers export file that contains the visit data.
- Upload the file to Healthways as instructed by them.
License – Maintenance Agreement
The Silver Sneakers interface is free. Use of the interface requires a Vermont Systems license and annual maintenance agreement for RecTrac and the component modules discussed in this document. Prior to implementing any process outlined in this document, please contact the Vermont Systems Sales Department at 1-877-883-8757 to verify that you are authorized to use the modules discussed in this document and if not, to obtain a quote and/or approval.
Setup Steps
This document will walk you through the basic steps required to:
- Enter the 16-digiti Healthways identifier to Silver Sneakers member records in Household Management • Person Update.
- Run the Silver Sneakers Interface program to generate the Silver Sneakers Visit Export file.
- Access the export file and by-product Visit Log in the RecTrac Document Center.
This document will NOT provide the steps required to:
- Add and re-label the Organization field to Person Update in Household Management.
- Determine which Pass Code(s) will be used to track Silver Sneakers member visits.
- Create or maintain a Silver Sneakers Pass Code.
- Setup and run Visit Processing to track Silver Sneaker member visits.
- Upload the Silver Sneakers Export file to Healthways.
If you have additional questions about the Silver Sneakers Visit Export interface setup and operation after reading this document, please contact Vermont Systems Customer Service by phone at 887-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems web site using your Customer ID and password.
Before You Begin
This document is written with the following assumptions. If any of the items listed below is NOT true, contact Vermont Systems Support prior to continuing, as the steps in this document may prove difficult to complete and unexpected results may occur.
- Your organization is running RecTrac 3.1.04.20 or greater.
- The User ID with which you sign into RecTrac has the requisite permissions and ability to access all modules and functions pertaining to the Silver Sneakers Visit Export Interface, to include but not limited to: the program itself, Visit Processing, Management Screen Management, and the Document Center.
- You understand Pass Management and have created the Pass Code(s) for which you will track Silver Sneakers member visits.
- You understand Visit Processing and have created, properly configured, and linked the required Visit profile(s) with which to track Silver Sneakers member visits.
- You understand RecTrac DataGrids and how to maneuver through them.
- You have a basic understanding of RecTrac Screen Management and the customization processes required to add and re-label a field.
File Maintenance Setup
Note: All file paths and screen/tab locations in this document refer to file paths and screen/tab locations as they appear in the standard, default Vermont Systems Design. Your setup and Design may vary.
Add the Healthways 16-Digit Identifier to a Member's Record
The 16-digit Healthways identifier is maintained in Household Management at the Family Member level, in the Organization field.
Note: The Organization field is NOT on the Default Vermont Systems Design. Go to Management Screen Management and add it to your Default Custom Screen Design using Person Update as your Base Screen. On the Standard Vermont Systems Design, the Organization Name field will be found in the Unused Fields • SAPERSONUpdate_Group4 group. You will have to move it to an active group. Vermont Systems strongly recommends adding the field to the Core Settings Group, though you may place it anywhere within the Person Update screen. When adding the field, consider re-labeling it to something more "Silver Sneakers-related," such as Silver Sneakers Number. The examples in this document contain this setup.
Step-by-step instruction for adding and re-labeling fields to RecTrac screens can be found in Topic Doc - Basic Screen Customization.
The unique Healthways 16-digit identifier must be input for each Silver Sneakers member in your database. This is a one-time process per Silver Sneakers member and does not need to be repeated unless a member's number changes. For best results, separate the number into four (4) sets of four (4), delineated with a hash mark (-) between each set. For Example: 5555-4444-3333-4321.
To Add the Healthways 16-Digit Identifier
- In RecTrac, go to the Home Ribbon • Household Management.
- Look up and select your Silver Sneakers member.
- From the Household Update Core screen, click the Member Details button for the Silver Sneakers member. You will continue to the Person Update screen for that member.
- Enter the 16-digit identifier that Healthways assigned to this member. For best results, separate the number into four (4) sets of four (4), delineated with a hash mark (-) between each set. For Example: 5555-4444-3333-4321.
Note: The Silver Sneakers Number field in the image above is actually the Organization field. This field is NOT on the Default Vermont Systems Design. Go to Management Screen Management and add it to your Default Custom Screen Design using Person Update as your Base Screen. On the Standard Vermont Systems Design, the Organization Name field will be found in the Unused Fields • SAPERSONUpdate_Group4 group. You will have to move it to an active group. Vermont Systems strongly recommends adding the field to the Core Settings Group, though you may place it anywhere within the Person Update screen. When adding the field, consider re-labeling it to something more "Silver Sneakers-related," such as Silver Sneakers Number. The examples in this document contain this setup.
Step-by-step instruction for adding and re-labeling fields to RecTrac screens can be found in Topic Doc - Basic Screen Customization.
- Click Save at the bottom of the screen. You will be returned to the Household Update Core screen.
- Repeat Steps 3-5 for additional Silver Sneakers members in this household or click Save at the bottom of the screen to return to the Household Management Lookup screen.
- Repeat these steps as needed for all Silver Sneakers members in your database.
The Silver Sneakers Visit Export Program
The Silver Sneakers Visit Export program allows you to export pass visit data of your Silver Sneakers Fitness Program members in a format that matches the Healthways Silver Sneaker record layout. The export process generates a Silver Sneakers file that you upload to Healthways. As a by-product of the export, you can generate a Silver Sneakers Visit log format as a proofing tool or for your own purposes.
Run the Silver Sneakers Visit Export program on a monthly basis to create the export file that contains the visit data you will upload to Healthways. Generally, the export will be run and uploaded at the end of the month, but you should contact Healthways for specific timing information, if necessary.
Export File Type Options
The Silver Sneakers Visit Export program allows you to export pass visit data of your Silver Sneakers Fitness Program members in a format that matches the Healthways Silver Sneaker record layout. The entry you make in the Export File Name field determines the file type. Typical file extensions are .csv, .xls, .xlsx and .txt. Healthways will inform you of the file type they prefer. Any of the file type options mentioned here (.csv, .xls, .xlsx, and .txt) are acceptable for upload to Healthways.
Click here to see example Export Files.
Run the Export
Generally, the export will be run and uploaded at the end of the month, but you should contact Healthways for specific timing information, if necessary. The export may be run multiple times for the same data range, if needed. This will not impact the export or the visits exported, as the new file simply overwrites the "old" one.
- In RecTrac, go to your Menu Icon and search for SILVER SNEAKERS.
- Click Default Settings to reset the export parameters, if desired.
- Click the Picklist icons to select the range of pass codes for which you wish to process the Silver Sneakers Interface. These are the Pass Code(s) you issue to your Silver Sneakers members.
- Expand the Drop-down lists and select your Begin and End Visit Dates option for this running of the interface.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select.- It is always safe to use Actual Date for this field and your date will be whatever date you select from the Calendar.
- Refer to RecTrac Date Select Fields for a listing of selection definitions and examples, if needed.
- Click the Picklist icon to select your Visit Location, if desired. This should be the same location linked to the Visit Processing profile used to process visits for your Silver Sneakers members.
- Enter your Export File Name and file type extension in this field. This is the export file that gets sent to Healthways.
- Typical file extensions are .csv, .xls, .xlsx and .txt. Healthways will inform you of the file type they prefer.
- For Example: SilverSneakers.csv, or SilverSneakers.txt etc….
- Fill out the remaining fields as desired. Use the "i" and "?" Help icons on the upper-right hand corner of the screen for field definitions, if needed.
- Click Process to run the Export. You will be notified when the Export is complete.
- Upon completion of the process, the Export File will be stored in the BLOB and can be accessed via the Document Center. From there it can be viewed, saved locally, and sent to Healthways.
- If you opted to Print the Visit Export Log, it, too, will be stored in the BLOB and can be accessed via the Document Center.
- The Visit Export Log is a .pdf and is NOT the same as the Export File. It is NOT formatted correctly for Healthways. DO NOT send the Export Log to Healthways. It will be rejected.
- When the export is complete, exit the Silver Sneakers Interface program
The Document Center
Upon completion of the export process, the Export File will be stored in the BLOB and can be accessed via the Document Center. From there it can be viewed, saved locally, and sent to Healthways. If you opted to Print the Visit Export Log, it, too, will be stored in the BLOB and can be accessed via the Document Center.
- In RecTrac, click the Document Center icon (the printer icon) located on the right-hand side of the Ribbon. You will continue to the Document Center DataGrid.
- Double-click on the Export File and opt to Open with. The file will open in the appropriate program.
- When the file is open, use basic Windows commands to save it, either locally to your workstation or to a location on your network.
- Once the file is saved, you can send it to Healthways as instructed by them.
- Exit the Document Center when done.
Export Examples
A typical export record will look similar to the examples below, where '47' is the Pass Number, '5555-4444-3333-4321" is the 16-digit Silver Sneakers identifier, 'Caroline Crayle' is the patron's name (first/last), '06/18/2015' is the visit date, and '06:56:10' is the swipe-in time.
CSV/.XLS/.XLSX file type
Comma-delimited .TXT file type
The Silver Sneaker Visit Log
The Visit Log is a .pdf report that contains the same data that you will upload to Healthways. This is a good "proofing tool" option, if desired, as shown in the example below where Alice Isrighausen does not have a HWYS ID# (the 16-digit Healthways Identifier). This most likely indicates one of the following:
- Alice is a Silver Sneakers member and you have not added the Healthways identifier to her Member record.
- Alice is NOT a Silver Sneakers member and has been issued the wrong type of pass.
- The pass range entered on the Silver Sneakers Visit Export contains pass codes other than those you issue to Silver Sneakers members.
In any event, corrective action on Alice's record should be taken before you upload the export file to Healthways.