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QualityNet Mailer provides organizations with customizable discussion, notification, and distribution lists with easy-to-manage administration features to save you time and effort.
This CMS-sponsored solution was created for Application Development Organizations (ADOs) and contractors to communicate with large groups of program participants, stakeholders, and end-users.
QualityNet Mailer offers two types of lists:
- Notification List: A simple, one-way communication. This distribution list allows an administrator to send news, meeting invites, surveys, and other information to large groups of subscribers.
- Discussion List: Open, ongoing email conversations for organizations and groups. With this list, an administrator can review and release discussion comments or automate the process.
Lists can be set to either a public or private setting and are created by request. Public lists are offered for open subscriptions, while Private lists may be established to reach a more select group of participants and requires List Administrator approval to join.
All lists are available by subscription on the Sign Up for Email Updates page of QualityNet.
QUICK START GUIDE
How to Request a Notification or Discussion List
To request a new Notification or Discussion list, follow the process outlined on the new List Request/Fulfillment Process documented below. The following provides a brief description of the process for submitting a request, fulfilling a request, and administering a list.
Submitting a Request
Step 1: Complete the HCQIS Email List Request form by providing the following minimum list criteria:
- CMS approver (COR/program lead)
- Contact information
- List Administrator(s) (must have HARP ID)
- Contact information
- List Name — Description
- List Type — Notification/Discussion
- List Membership — Public/Private
- Membership restrictions (for Private list)
- Target/Need by date
- CMS approver (COR/program lead)
Step 2: Send the completed form to ESS_ADO_Support@ventera.com for fulfillment.
Fulfilling a Request
Upon receipt of the List Request form, the ESS QualityNet Mailer team will complete the following steps:
- Verify the minimum criteria are provided and open a Jira ticket.
- Forward the request to the appropriate CMS COR/program lead for approval.
- Create the requested list.
- Advise the designated List Administrator(s) to request the role in HARP.
- Add the list to the Sign Up for Email Updates page on QualityNet.cms.gov, making the list available for subscription.
Administering a List
The List Administrator serves as the list manager, disseminating email messages and monitoring the subscriber list. Note that all designated List Administrators must have a HARP ID, which can be obtained at any time by registering at: https://harp.cms.gov/register/profile-info.
User Resources
Memos
- Initial_ListAdmin_Memo_03122020.docx
- ListAdmin_Memo2_04032020.docx
- ListAdmin_Memo3_05222020.docx
- HSAG_Memo4_052620.docx
- Lyris Decom memo 13Nov2020.docx
Demos
- Recording_Demo_090320.mp4
- Recording Demo 09212020.mp4
- ESS QNP Team_QualityNet Mailer_Demo_21Sept2020.pptx
- Recording_Demo-3092021.mp4
- Recording_Meeting_04022021.mp4
Definitions
- CMS approver - must be CMS COR, security official, product owner
- List Administrator - authenticated user (requires HARP account), with privileges to:
- add/remove list members
- approve new list members (private lists)
- create, send email messages to list members (Notification lists)
- HARP ID - established during registration for HCQIS Access Roles and Profile (HARP) account, available at: https://harp.cms.gov/register/profile-info
- List name - typically refers to program/topic; subject to editing (approximately 110-character limit)
- List description - for use on list sign-up page to assist potential subscribers in selection process
- Notification list - available via subscription; for distribution of CMS-approved messages to list members
- Discussion list - available via subscription; any list member may create message, which is distributed to all list members
- Public list - open to anyone, via subscription (available from QualityNet.cms.gov) or addition by List Administrator
- Private list - open to defined (restricted) group; membership request approved by List Administrator
QualityNet Mailer Roles
This chart defines the specific roles within the QualityNet Mailer.
Note: for purposes of the MVP release, all roles are currently present with the exception of Program Administrator (which is planned for a future release).
QualityNet Mailer Role Name | Role (HARP) | Can take action on a list | Can create lists | Can add users | Can confirm user email | Can approve/disapprove list posting | Can approve/disapprove list subscription | Role (Mailman) |
System Administrator | H_CMS_mailmanSysAdministrator | All lists | Yes | Yes | Yes | Yes | Yes | n/a |
List Administrator | H_CMS_listAdministrator | All lists they are assigned | No | Yes, listModerator or Member within their assigned lists | Yes | Yes, within lists they are assigned | Yes, within lists they are assigned | owner for the assigned list |
List Moderator | H_CMS_listModerator | All lists they are assigned | No | Yes, Member with their assigned lists | Yes | Yes, within lists they are assigned | Yes, within lists they are assigned | moderator |
Program Administrator | H_CMS_listProgramAdministrator | All lists within their program | Yes, within their program | Yes, listAdmin, listModerator or Member within their program | Yes | Yes, within their program | Yes, within their program | owner for each list within their program |
Help Desk User Stories
Item | As a <type of user> | I want to <perform some task> | So that I can <achieve some goal> | Feature | Steps for Help Desk Agents | Notes |
---|---|---|---|---|---|---|
1 | QualityNet Mailer public site user | Select and signup for a QualityNet Mailer List on QualityNet.cms.gov public site | Become a member of that list and receive notifcations from that list. | QualityNet Mailer subscription page (QualityNet.cms.gov) public site |
| If the user selected a Public list, they will automatically be added to the list notification updates after verifying their email address when receiving the automated welcome email from QualityNet.cms.gov. If the user selected a Private list, the List Administrator for the list will either accept/reject their subscription request before the user can receive messages. |
2 | QualityNet Mailer List Administrator | Manage Subscribers signing up for Private mailing lists | When a Subscriber requests to join a Private mailing list, I can accept or reject their admission to the list. | H-CMS Admin User Interface (QualityNet Mailer functionality) |
| Note: Administrator Interface for H-CMS requires authentication with both a HARP ID account, as well as, Zscaler access. *In order to acquire access to the List Administration functionality, you must:
|
For questions, please reach out to the QualityNet Support Services at:
Phone: (866) 288-8914 (TRS:711)
Slack: #help-service-center-sos
Email: ServiceCenterSOS@cms.hhs.gov
Hours of Operation: 24/7
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