STC | iQ 1.16.8.1 User Guide

Onboarding / Healthcare Provider Onboarding Panel

This panel/page is only visible to State users.

The Healthcare Provider Onboarding Panel is a page of the application where a lot of the tasks State users need to perform to onboard an individual provider take place. The Healthcare Provider Onboarding Panel slides in from the right side of the application and can be accessed in two ways:

• If the organization/facility is already displayed in the search bar, click the Onboarding icon () in the header bar, or
• On the Provider List page, locate the organization/facility in one of the sections (for example, Pre-Discovery, Development) on one of the tabs (Pre-Discovery, Onboarding, or Production) and click the Onboarding icon () next to the name of the organization/facility in the list.

The information shown on the Healthcare Provider Onboarding Panel is based on the organization/facility displayed in the search bar.

To close the panel after it opens, click either on a menu link or in a white area of the menu panel. 

Information Provided on the Panel

The Healthcare Provider Onboarding Panel displays a lot of pertinent information about the provider, such as:

• Organization and facility name
• Onboarding day number, stage name and number of days in that stage
• The name of the Project Lead
• VFC Number
• Provider/Clinic Type
• EHR Name
• MU (meaningful use) Stage Number
• Transport Method
• HL7 Version
• Bi-Direction Ability

If any of the above information has been entered on the (submitted) interface form for the provider, it appears in the fields on the page. Otherwise, an "N/A" appears instead.

There are also three tab sections on this page: Main, Logs, and Contacts.

Click here to see an example of the top section of the Healthcare Provider Onboarding Panel.

Main Tab Section

The Main tab section on the Healthcare Provider Onboarding Panel contains several features, such as:

• Provider's Current Onboarding Stage - This can be changed by selecting a new stage from the drop-down list.
• Current Waitlist Rank - This can be changed on the Provider List page.
• Quick Links - Click one of the Quick Links to go immediately to the page or section within the application. Quick Links may vary per user type or onboarding stage, but might include:
  • Profile - Jumps the user to the Profile tab section of the Provider Profile page (see Provider Profile)
  • Interface Form - Jumps the user to the Interface Form tab section on the Provider Profile page (see Provider Profile)
  • Documents - Jumps the user to the Documents tab section on the Provider Profile page (see Provider Profile)
  • DQA - Jumps the user to the Data Quality Assessment Tool page (see Data Quality Assessment (DQA))
• Tasks - Create onboarding tasks for individual providers and mark them as completed.
• Notes - Create notes related to the onboarding process for individual providers.

Tasks

Create and keep track of tasks for individual providers on the Main tab section of the Healthcare Provider Onboarding Panel. Toward the mid section of the panel, in a gray bar, are the Tasks and Notes tabs. Click Tasks to select it, if it is not already selected. (Click here to see an example task list.)

To add a new task, click the Add icon (). The Add Task pop-up window opens. Select a Task Subject from the first drop-down list and a Priority Level (High, Medium, or Low) from the second drop-down list (both are required). Enter the task in the field that says Description. When finished, click Submit. The pop-up window closes and the task is added to the list in priority order. (Click here to see an example Add Task pop-up window.)

To edit a task, click in the text field and change the text as needed. To add additional lines in the text, press Shift+Enter on the keyboard at the location where you want to add the additional line(s). When finished editing the text, click anywhere outside of the text area; the information is automatically saved.

To email a task to a contact, first make sure that the contact exists for the provider (see Contacts Tab Section, below). Next, locate the task you want to email, then click the Email icon (). From the Email Contacts window that opens, select one or more contacts from the list and click Send Email (which appears after at least one contact is selected). Your email application opens a new email with the email address(es) in the To field, the task subject in the Subject line, and the task description in the message body. You can add or delete email addresses and change the text before sending the email, if you wish. When ready, send the email as normal.

To delete a task, click the Delete icon () on the top right side of the task.

To mark a task as Complete, click the checkbox in the upper left-hand side of the task. The task is removed from the list. To view completed tasks, click the Completed checkbox at the top of the list. (To hide the completed tasks again, click the Completed checkbox again.)

To search for a specific task in the list, enter a few characters of the search term in the Search field. The list of tasks narrows based on the search criteria. To display all tasks again, delete the text from the Search field.

Notes

Create notes for individual providers on the Main tab section of the Healthcare Provider Onboarding Panel. Toward the mid section of the panel, in a gray bar, are the Tasks and Notes tabs. Click Notes to select it. (Click here to see an example notes list.)

To add a new note, click the Add icon (). The Add Note pop-up window opens. Enter the note in the Description field (click on the blue line) and then click Submit. The pop-up window closes and the note is added to the list.

To edit a note, click in the text and change it. When finished editing the text, click anywhere outside of the text area; the information is automatically saved.

To delete a note, click the Delete icon () on the top right side of the note.

Logs Tab Section

Whenever a provider's information is altered (i.e., a document was uploaded, the waitlist rank or stage was changed, etc.), that information is recorded in a log for that provider, which is then available on the Logs tab section of the Healthcare Provider Onboarding Panel.

To sort the columns on the Logs tab, click the column header. The filter and columns in this section are as follows:

Click here to see an example Logs tab section on the Healthcare Provider Onboarding Panel.

Contacts Tab Section

The Contacts tab section on the Healthcare Provider Onboarding panel is where the State user can create and maintain a list of contacts related to the onboarding process of the specific provider. Click here to see an example Contacts tab section on the Healthcare Provider Onboarding Panel.

Search for a Contact in the Contact List

To search for a contact, enter a few characters of the person's name, phone number, email address, or title in the Search field on the Contacts tab. The list narrows to only those entries that match the search criteria. To display the entire list of contacts again, remove the text from the Search field.

Create a New Contact

To create a new contact, click the Contacts tab on the Healthcare Provider Onboarding panel for that provider, then click the Add icon (). The Add/Create Contact for Project window pops-up. It is advisable to first click the Global Contacts tab to see if the contact already exists in the Global Contacts list, then click the checkbox next to the name if it does appear there. If the contact does not appear on the Global Contacts list, click on the Create Contact tab. Enter the person's first name, last name, position, phone number, and email address (all fields are optional) and click Create. The person's contact information is then added both to the contacts list for the specific provider and also to the Global Contacts list, so that it can also be used with other providers.

Add an Existing Global Contact to the Provider's Contact List

To add an existing global contact to the provider's contact list, click the Add icon () on the Contacts tab to open the Add/Create Contact for Project window, then click the Global Contacts tab. Locate the contact in the list and click on the checkbox next to the name. The global contact is automatically added to the provider's Contacts list. (See Global Contacts for more information about global contacts.) (Click here to see the Global Contacts tab section of the Add/Create Contact for Project window.)

Edit a Contact

Contacts can only be edited on the Global Contacts List administration page (Admin > Global Contacts).

Remove a Contact

To remove a contact from a specific provider's contact list, click the Contacts tab, locate and select the contact in the list, and click the Remove icon (). The contact is removed from the provider's contact list, but is not deleted from the Global Contacts list.

Send an Email to One or More Contacts

To send an email to one or more contacts, click the Contacts tab, locate the contact(s) in the list and click the checkbox next to the contact name(s). The Send Email button appears as soon as at least one contact is selected; click it to open the computer's email application. The selected email addresses for the selected contact appears in the email's To field. Enter a subject and message and send the email as normal.

Search for a Contact Group in the Contact Groups List

To search for a contact group (distribution list) to add to the provider's contacts, enter a few characters of the contact group name in the Search field on the Contact Groups tab. The list narrows to only those entries that match the search criteria. To display the entire list of contacts again, remove the text from the Search field.

If a contact group has not yet been added to the provider, select the Show other contact groups option. Other contact groups that were created on the Contact Groups page (Admin > Contact Groups from the menu) are displayed in the Other Contact Groups section.

Add a New Contact Group

To add a new contact group, click the Contact Groups tab on the Health Care Provider Onboarding panel for a provider, select the Show other contact groups option, and enter a few characters of the contact group name in the Search field. Locate the contact group in the Other Contact Groups section and select it. The contact group is then associated with the selected provider.

Edit a Contact Group

Contact groups can only be edited on the Contact Groups administration page (Admin > Contact Groups).

Remove a Contact Group

To remove a contact group from a specific provider's contact group list, click the Contact Groups tab, locate the contact group in the list, and click the Remove icon (). The contact group is removed from the provider's contact list, but is not deleted from the Contact Groups page.

Send an Email to a Contact Group

To send an email to all of the contacts in a contact group, click the Contact Groups tab, locate the contact group in the list, and click the Email icon (). Your default email application (Outlook, for example) opens with the contacts' email addresses automatically added to the To field. Enter a subject and message, then send the email as you normally would.

Related topics:

• Onboarding Preferences
• Global Contacts