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Health Screening App

To help keep the Hamilton community safe from the coronavirus, the emocha health screening app prompts students and employees to complete a daily mandatory check-in of possible symptoms for COVID-19. Once the requested information is entered, users receive a color-coded digital badge through the mobile app to clear them for any on-campus activities. 

Health Screening App screenshots

The College uses emocha’s mobile app to enable students and employees to conduct a self-screening of new and concerning symptoms each day before leaving their residence hall or reporting to work.

The emocha solution is HIPAA-compliant, meaning the data are secure and not shared with anyone outside of Hamilton. We maintain strict confidentiality of all protected health information. 

Students and employees will receive a text message from emocha that will help walk them through enrollment. Please respond to the message by downloading the app within 24 hours before the link expires. Once you have downloaded the app, you will receive step-by-step instructions for using the program. When you enter the requested information on your health status, you will receive a color-coded digital badge through the mobile app to clear you to leave your residence hall or report to work. 

The new "Account Creation Expiration Request" feature is an update that allows mobile users to quickly generate a new link to set up an account from the expiration screen.

emocha’s staff will be available to answer any of your questions about the app and provide technical support. They can be contacted at 240-343-9600 or helpdesk@emocha.com.

General Questions

Why am I being asked to participate in this program?

In order to keep our community safe in response to the coronavirus pandemic, we are using the emocha app to help students and employees track any symptoms they may experience. The app will allow us to ensure students and employees participating in campus activities are symptom-free.

Where can I go to get more information?

emocha provides a HIPAA-secure two-way chat so that you can reach out to emocha’s Patient Solutions Team. emocha can respond to questions submitted through this chat. Resources and contact information for Hamilton are also listed in the emocha app Resources tab.

Is this mandatory? [REV, Aug. 10]

Any student or employee who will be working on campus or entering campus buildings, or who plans to visit the campus, should download the app. Students must complete a daily screening through the emocha app before leaving their rooms in the morning or no later than 11 a.m. each day. Employees must complete a daily screening before coming to campus. 

How long is the program?

The program is on-going throughout the semester.

How can I access my test results?

emocha is not a testing app.

What do I do if there is an emergency?

You should dial 911 in case of emergency.

Which app do I download?

You should download the emocha asynchronous video DOT application from the Apple App Store or the Google Play Store.

Can I use the emocha app from any mobile device?

Yes. During enrollment, the phone number associated with the account will receive the welcome text message and prompt the recipient to download the app, create a password, and login. Those credentials can be used without any additional text enrollment from other phone numbers or devices.

My emocha account was created under an incorrect phone number. How can I change the phone number?

emocha’s team can update verified contact information, including phone numbers, for users. Requests to modify student data in the emocha system must first be verified and approved by Hamilton College.

Login credentials can always be used without any additional text enrollment, and from other phone numbers or devices, without changing the phone number.

 

Use of Data

How are my data protected in emocha?

All of the data provided to emocha while under contract with Hamilton College are protected by the contractual terms agreed to between emocha and the College.

As part of the standard vendor assessment process, Hamilton College’s Auxiliary Services director and information security officer, in collaboration with Bond Schoeneck & King (Hamilton’s legal counsel), negotiated terms and conditions for the use and protection of Hamilton College data. This includes the execution of a Data Protection Addendum that sets limitations regarding the processing of Hamilton College data. Included in the terms, but not limited to, are the following:

  • emocha is only allowed to use Hamilton College data for authorized purposes as identified in the contract, or to meet legal obligations for applicable laws and regulations (for example, HIPAA).
  • emocha is required to protect the confidential information of Hamilton College to the same standards Hamilton College protects the information.
  • emocha is not allowed to sell, transfer, or otherwise process Hamilton College data without express written permission from Hamilton College.
  • emocha is required to hold any third parties or affiliates to the same data security controls and limitations that emocha is held to.

emocha is required to notify Hamilton College’s information security officer of any data breach that affects Hamilton College data.

What happens to my data after this is all over? How long will emocha keep my data?

Hamilton College has required emocha to maintain all College data for 30 days after the termination of the contract. After 30 days, if Hamilton does not request a copy of the data to be returned to the College, emocha is required to delete the data unless otherwise required to keep it by law. emocha is located in the state of Maryland. Maryland HIPAA requires that the retention policy for medical data is maintained for a period of six years. emocha would delete all Hamilton College data, with the exception of a copy of the data that is required to be kept by HIPAA. After the six-year HIPAA retention policy expires, the data would be deleted permanently.

Can emocha sell my data? What happens if emocha is sold?

emocha is not authorized to sell Hamilton College data, or otherwise transfer or process the data outside of the specific authorized terms of the contract and Data Protection Addendum. If the company were sold as an entity and only the ownership or control of it changed, the contractual relationship would continue without modification. The Data Protection Addendum prohibits emocha from selling Hamilton’s confidential information without the College’s consent. The new owner would assume emocha’s obligations under the agreement, and would thus have a corresponding duty to comply with the confidentiality requirements.

Can emocha use anonymized data?

Yes, emocha is authorized to anonymize data and use that data. Anonymized data is also referred to as data sanitization and is the process for removing personally identifiable information, so no person is identified. For example, a name with a date of birth would be personally identifiable information. By removing the name and leaving just a date of birth, no one person can be identified by the sanitized, or anonymized, data set.

Can emocha use contractors?

Yes, however the College requires emocha to (a) take reasonable steps to ensure the reliability of any contractor it uses, (b) ensure that access is strictly limited to those contractors who need to access the relevant information for purposes of enabling emocha to provide the service to the College and its users, and (c) bind its contractors to confidentiality obligations at least as stringent as those promised to the College. Thus a contractor can’t simply turn around and freely disclose information.

Who has access to my data at Hamilton College?

The Health Center staff will have access to student data; contact Barb Fluty, the center’s director, for more information. Human Resources will have access to staff data; contact Steve Stemkoski, director of human resources, for more information.

Am I agreeing to the emocha Privacy Policy?

You are agreeing to the terms within the Privacy Policy as a user of the app. The emocha Privacy Policy restricts end users from performing any malicious data on the app, while providing notification to the end user that data will be collected through the app. The data you submit to emocha are protected by the terms negotiated by Hamilton College, including the Data Protection Addendum (data privacy agreement).

I have more questions about the privacy of my data. Whom should I contact?

Please reach out to Jerry Tylutki, Hamilton’s information security officer, at jtylutki@hamilton.edu.

 

Technical Questions

I need help accessing the emocha app. What do I do?

For technical support from emocha or assistance downloading the app, please contact emocha Health directly at 410-864-8587 from 9 a.m. to 5 p.m., Monday to Friday (EST).

What kind of phone do I need to have?

emocha runs on the most basic types of mobile devices, including smartphones and tablets. As long as the mobile device includes a front-facing camera, the emocha mobile app will work. In terms of iPhones and Androids, emocha is designed to support iPhones iOS version 9.3 and up, and Androids version 4.1 and up.

I don’t use my phone often, will I be able to use the app? How does it work?

The app is easy to use and only involves a few steps. You can click the link sent via SMS to download the emocha app, and use the username provided in the SMS. You will be taken through a simple password reset workflow to login to the app. emocha will provide instructions to ensure you can easily log in.

Is my information secure?

emocha’s app is fully HIPAA compliant, with end-to-end data encryption. Everything on the app, including submitting a video, is private and secure. It will only be accessed by emocha’s Patient Solutions team, which is composed of public health specialists.

Does the app track my location using GPS or other geolocation data from my phone?

No, the emocha app does not capture or use geolocation data.

At app download, why am I being asked for permission to access camera, audio, and notifications?

When you submit your daily check-in, you will be asked if you are experiencing any symptoms. If yes, you will be asked to record a short video of yourself taking your temperature using a thermometer and stating how you are feeling. For this feature, we need access to your phone’s microphone and video capabilities. These data are automatically encrypted on your phone and securely transferred to the emocha web portal. Only authorized users will have access to your data.

Notifications are used to send you daily check-in reminders. You may also receive notifications that you have unread messages.

What are the password requirements for resetting my password?

Your password must contain at least 8 characters, at least one capital letter, and at least one numeric character.

I am still having trouble with the app. What can I do?

Please ensure that you have the latest version of the app downloaded. To update your app, visit the App Store or Google Play store and tap “Update.” If you are still having trouble, contact the emocha team at helpdesk@emocha.com.

 

Daily Check-ins

Who is required to use the emocha screening app? [NEW, Aug. 10]

The emocha mobile screening app is intended to help ensure the health and safety of all members of the Hamilton community. Any student or employee who will be working on campus or entering campus buildings should download the app. You do not need to download or use the app if you know for certain that you will not be on campus.

What is a check-in?

A check-in is a daily login to the emocha app in which you answer the questions displayed on the screen. If you take a video (for those with symptoms), please be sure to display your thermometer’s temperature reading and state your temperature reading out loud.

How do I change my check-in reminders?

If you are receiving reminders to check-in that say “Please remember your emocha check-in!” (SMS and/or PUSH notifications) you can change these in the Profile section of the app. These are automatically generated reminders that you can add, modify, and delete as you need.

What happens if I don’t check in?

If you miss the previous day’s check-in, emocha’s team will follow up with you by chat to support you in completing the check-in. 

Who reviews my videos?

Video submissions, chat questions, and other data are reviewed by emocha’s team of outreach and engagement specialists. These individuals are consultants, not healthcare providers, who are trained to securely review and respond to employee data in accordance with escalation protocols and messaging approved by the employer. emocha engagement specialists do not make any medical decisions or medical interpretation of an employee's data. In the event that a participant asks a question related to their health, Engagement Specialists direct the participant to consult with their general practitioner (or other clinical resource provided by the customer, if available). The emocha consultant responds to questions asked by participants using secure, two-way chat in the mobile application with educational or informational resources (e.g. CDC guidance).

What if I have symptoms that aren’t on the list?

Use the in-app chat feature to let the team know about these symptoms, and select “None” in the app. emocha’s Patient Solutions team will review and reach out to you if needed.

How do I login to emocha?

You should receive a text message or email with instructions to download emocha and login for the first time. Watch the video above for step-by-step directions. Please note that the password setup link provided in your text message will expire after 24 hours, however, the "Account Creation Expiration Request" feature allows mobile users to quickly generate a new link to set up their account from the expiration screen. 

Will I be reminded to enroll in emocha?

Yes, you will receive text reminders to sign up.

Why am I receiving daily check-in reminders?

After you sign up, you will receive text messages to remind you to check-in. 

What do I do if I’m prompted to take a video?

If you report experiencing a symptom, you will be asked to take a video through the emocha app. On the video, please be sure to show your thermometer’s temperature reading and state your temperature reading out loud. You can also use this video to let us know about any additional information concerning your symptom(s).

In response to the first question in the app every morning, do I need to check yes to symptoms if I have allergies or a chronic condition that causes any of the listed symptoms?

No, only new, undiagnosed, and potentially concerning symptoms are relevant.

 

Digital Badge

What happens when I get a yellow badge? [REV, Jan. 28]

If you receive a yellow badge, it means that there is something of concern reported through your check-in. Students, please contact the Health Center at 315-859-4111 to discuss next steps.  Employees, please do not come to campus. You should instead contact your primary care provider and then follow up with your immediate supervisor and Human Resources. In the meantime, please continue to report symptoms through the app.

What does the gray badge mean?

The gray badge indicates that you have not submitted your daily check-in and you should proceed to completing your check-in.

How long is the badge good for?

The badge displays your status for that day.. For security purposes, the badge also displays the current date and time. Continue checking in to continue receiving up-to-date badges within the app.

Will the badge tell me what to do?

The badge will not tell you what to do; this should be communicated through College policy along with emocha enrollment.

What happens if I check in multiple times a day?

If you check in more than once per day, any concerning submissions will count toward the badge display. For example, if you submit a fever during one of the check-ins, the badge will display as yellow. If all check-ins are asymptomatic, the latest check-in will be displayed on the badge. If all check-ins have no symptoms reported, then the latest check-in will be green and displayed on the badge.

Where do I find the badge in the app?

You can locate the badge in the app by logging in, selecting the menu symbol in the top-right corner, and selecting “Badge” from the menu. 

I accidentally checked in with symptoms. Can I change my badge?

If you accidentally checked in with symptoms, students should contact Barb Fluty, director of the Johnson Health Center, for more information. Employees should contact Steve Stemkoski, director of human resources, for more information. 

I am having a technical issue with my badge. Who can I contact for help?

For technical support from emocha or assistance with your badge, please contact emocha Health directly at  410-864-8587 from 9 a.m. to 5 p.m., Monday through Friday (EST).

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