Providers Directory Fields / Options







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Providers directory data entry takes place in the following sections:

General Information

Practices/Agencies

Contact Methods

Below is an alphabetical list of the fields and options located on each of these sections.  To jump directly to the information for a specific field or option, press <Ctrl+F> to access your browser's search field and enter the name of the field/option in question.

  NOTE: gear icon  next to a field or option in this list indicates that it is either optional (and therefore not automatically available in all AWARDS databases), or that some aspect of it (for example drop-down selection lists) is configurable.  For more information on the ways in which this data entry page can be configured, see the Providers - Implementation Request Form. To request some or all of the configuration options detailed there, complete the form and submit it to [email protected].

General Information 

Cell

In this field, type or make changes to the provider's cell phone number.

  NOTE: For existing providers this field displays under Contact Methods rather than under General Information as it does for new providers.

Eligible Provider?

Check this box if the provider being worked with is an eligible provider. 

This option will be checked automatically and displayed in read-only mode if the provider is also an employee/staff worker and is designated as an eligible provider within the Credentials portion of his/her Staff Information record in the Human Resources module.

Email

In this field, type or make changes to the provider's email address.

  NOTE: For existing providers this field displays under Contact Methods rather than under General Information as it does for new providers.

Employee / Staff Worker ID

Available when editing an employee provider record.  Displays the employee's ID in read-only mode.

Is this provider an agency employee?

If the provider being worked with is also an agency employee who has a staff information record in the Human Resources module, select "Yes" from this drop-down list; otherwise, leave the default "No" value selected.

If "Yes" is selected, an Employee/Staff Worker search field is displayed on the page.  Type the name of the worker until a match appears in the results, and then select the appropriate worker.  The selected worker's name is then displayed as a read-only value.  Based on the worker selected, the NPI or Medicaid Provider ID may also be populated as read-only values on this page if the corresponding information is available in the the Credentials portion of the worker's Staff Information record in the Human Resources module.

License #

In this field, type or make changes to the provider contacts license number.  If needed, a License Lookup link is available beneath this field for your reference.

  NOTE: The license lookup link can be adjusted behind-the-scenes upon request to have it point to a non-NY specific site, as needed.

Location

In the Address, Address 2, City, and Zip fields, type or make changes to the provider's address.  Also click the State drop-down arrow and select the state in which the provider is located.

The address information for the practice is automatically pulled into these fields if, when creating a new provider record, the Practice/Agency is used to associate the provider with a practice.   To edit this default information in the event that the provider has a different address than the practice, uncheck the use Practice/Agency Address checkbox above the address fields; otherwise the information is displayed in read-only report mode.

Medicaid Provider ID

In this field, type or make changes to the provider contact's Medicaid Provider ID.

When working with an employee provider, the Medicaid Provider ID is automatically populated as a read-only value if the corresponding information is available in the Credentials portion of the worker's Staff Information record in the Human Resources module.  If no Medicaid Provider ID has been entered for the worker in the credentialing record, this field is instead open for data entry; however, keep in mind that any value entered here is not automatically reflected in the Staff Information record.

NPI

In this field, type or make changes to the provider contact's NPI.

When working with an employee provider, the NPI is automatically populated as a read-only value if the corresponding information is available in the Credentials portion of the worker's Staff Information record in the Human Resources module.  If no NPI has been entered for the worker in the credentialing record, this field is instead open for data entry; however, keep in mind that any value entered here is not automatically reflected in the Staff Information record.

Phone

In this field, type or make changes to the provider's phone number.

  NOTE: For existing providers this field displays under Contact Methods rather than under General Information as it does for new providers.

Practice/Agency

In this search field type the first few letters of the practice/agency being added to the providers record.  As you type, partial matches are automatically displayed in the results drop-down below the field.  Click the appropriate practice/agency name when it is displayed.  (Keep in mind that items available for selection from this list are those marked as provider agencies under Referral/Provider Agencies.)

  NOTE: For existing providers this field displays under Practices/Agencies rather than under General Information as it does for new providers.

Prefix, First Name, Last Name

In these fields type or make changes to the provider contact's name.

Shared

Click this drop-down arrow and select "Yes" to add this provider to the global list of provider contacts shared agency-wide.  When shared in this way the provider is available for assignment to clients under Medical > Providers.  If "No" is selected this provider will not be available for assignment to client records.

  TIP: When users create a new contact under Medical Appointment Form or Providers, that contact is not shared with the global list until a user with the Referral/Provider Agencies Data Entry permission updates this option to "Yes."  If the user creating the new contact has that permission him/herself, the Shared selection can be made at the time of contact creation.

Specialty

Press <CTRL> and click one or more specialties for the provider.

Status

Click this drop-down arrow and select the provider contact's status:

  Active - When selected the provider contact will be available for assignment to clients under Medical > Providers.

  Inactive - When selected the provider contact will be hidden and unavailable for assignment to clients under Medical > Providers.  It will continue to be shown in related reports if the provider was previously assigned to a client's records.

Work Fax

In this field, type or make changes to the provider's office fax number.

  NOTE: For existing providers this field displays under Contact Methods rather than under General Information as it does for new providers.

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Practices/Agencies

Location

The address information for the practice is automatically pulled into these fields if, when creating a new provider record, the Practice/Agency is used to associate the provider with a practice.   This information - including Address, Address 2, City, State, and Zip - is read-only and cannot be edited from this page.  To make changes to the address you must use the Referral/Provider Agencies module.

Practice/Agency

In this search field type the first few letters of the practice/agency being added to the provider record.  As you type, partial matches are automatically displayed in the results drop-down below the field.  Click the appropriate practice/agency name when it is displayed.  (Keep in mind that items available for selection from this list are those marked as provider agencies under Referral/Provider Agencies.)

Status

Click this drop-down arrow and select the practice/agency's status:

  Active - When selected the practice/agency will be available when assigning the associated provider contact to clients under Medical > Providers.

  Inactive - When selected the practice/agency will be hidden and unavailable when assigning the associated provider contact to clients under Medical > Providers.  It will continue to be shown in related reports if the provider was previously assigned to a client's records.

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Contact Methods

Method

Click this drop-down arrow and select the contact method being added for the provider.

Value

In this field, type or make changes to the value for the selected contact method.

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