FTPS (FTP over TLS/SSL) Health Care Secure Transfer HIPPA

Purpose: The purpose of this article is to outline how healthcare practices can automate feedback requests via appointment data.

Data Overview:

In order to have TT automate feedback, we are able to take a datafile, generally of the previous days appointments.

Fields:

Below are the fields that Testimonial Tree is capable of importing for Survey Requests, not all fields are required and fields that are not used do not need to be in the import feed/file, they would not be mapped during the import setup process.

The Recording Userid/Email should be set to assign the results to a specific user if the response should not be assigned to the primary Userid/User Email.

Please be aware that the Userid and User Email are not both required to assign the response to the user, only one is needed if the response should be assigned to a specific user. This also is applicable for Recording Userid and Recording User Email.

Fields that are bold are required fields.

  • To Email Address - Recipient of the survey requset
  • To Name - Name of recipient
  • Survey ID - ID of survey in TT (can get from TT admin screen of by asking TT)
  • Userid - userid of sender of survey (not required since it usually is enterprise level user)
  • Tracking ID - Can pass a unique tracking ID, if it exists
  • Recording Userid - Userid of sub-user in TT.  This ties the survey to that provider or location.  Generally, this is the doctor/provider or office location.
  • Recording User Email - If no recording userid exists, we can use the users's email.  If you are using Recording Userid, you probably don't need to use this.
  • Email Template ID - not commonly used.  
  • *Custom Data Fields - Any other data can be passed in and stored. This is very helpful when pulling data back out or connecting data in TT to other datasets in outside systems.

Custom Data Fields

In addition to the standard fields for survey requests, custom field data may be sent in as well if custom fields have been defined within the survey. These fields must always be the last fields for each data row and must be defined in one of two ways depending on the data format.

If the chosen format is XML then the node name must be the custom field name and there must be an attribute of type=”datafield”

If the desired format is either CSV or PSV then the column name in the header must be wrapped in curly brackets

XML example: <my_custom_field type="datafield">XML test content</test_1>

CSV/PSV header example: {my_custom_field}

The Tracking ID field is an optionally required field. What that means is that if advanced transactional notifications retries are required, it is required. If basic requests are all that are needed, then it is not required.

The Tracking ID is a unique ID per transaction request allowing for Testimonial Tree to track the request coming in the feed. This allows for multiple requests to be sent to the same person/email address but allowing them to be distinct and separate at the same time.

Notes:

  1. Custom data fields must come after every single other field, they are required to be the very last fields in the dataset whether it is XML or delimited data.

Data Format Example 

Testimonial Tree can handle XML, CSV, and PSV files, below is an example of an XML entry.

<?xml version="1.0" encoding="UTF-8"?>
<requests>
<request>
<toemail>fred@yahoo.com</toemail>                          
<toname>Fred User</toname>                              
<surveyid>2</surveyid>                                                                              <emailtemplateid>1004</emailtemplateid>
<recorduserid>ABC123</recorduserid>
<appointmentid type="datafield">Custom data example</appointmentid> <otherImportantData="datafield">XML test content</otherImportantData>
</request>
</requests>

Example Files

XML – http://www.testimonialtree.com/secure/import/examples/xml_surveyRequest.txt

CSV – http://www.testimonialtree.com/secure/import/examples/csv_surveyRequest.txt

PSV – http://www.testimonialtree.com/secure/import/examples/psv_surveyRequest.txt

Pipe - Pipe Delimited "|" works as well.  "|" instead of a comma.

Data Transfer Method:

Testimonial Tree uses FTPS (FTP over TLS/SSL)

FTPS (FTP over TLS/SSL) – TLS (Transport Layer Security, previously SSL) is a method
by which en- crypted ‘pipes’ or tunnels are established between the FTP client and FTP
server. Once the secure tunnel has been established using 128, 256, or 512 bit encryption
techniques, standard FTP is used to transfer data over the secure connection.

Sample CSV attached. 

FTP over TLS/SSL Server Access

Available for all accounts; change encryption option to "require explicit FTP over TLS"

 

You will use your TT enterprise username and password and the URL above to access the URL.

 

 

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