Introduction



[Insert State Logo]Managing Provider InformationState Administrator User GuideVersion 01 SAVEDATE \@ "M/d/yyyy" \* MERGEFORMAT 3/9/2015IntroductionProvider information can be added to the Background Check System (BCS) in one of two ways: by importing a file of provider name and contact information into the system or by manually entering an individual provider's information. The system also allows you to edit a provider's information, disable a provider account, and print a list of providers currently in the system.Importing Provider InformationTo import a file of provider names into the system, you must first create the standard ASPEN provider import file. [State Customization – Rewrite if your state uses a non-standard import file]Column OrderImport files must be in comma separated value (CSV) format and the columns must be in the following order. Do not include the column headings in the CSV file. The first row of data in the CSV file should be the first row of provider information.Field Name Required/OptionalCommentsFacility IdRequired?NoneFacility TypeRequired?NoneNameRequired?NoneCountyOptional?NoneAddress1Optional?NoneAddress2Optional?NoneCityOptional?NoneStateOptional?NoneZipOptional?NonePhoneOptional?NoneAdministrator First NameOptional?NoneAdministrator Last NameOptional?NoneEmailOptional?NoneStatusOptionalNoneLicenseOptionalNoneMedicare IDOptionalNoneOwnership CompanyOptionalNoneNoteIf you can't create a single import file from your ASPEN database, it's okay to create multiple CSV files matching the same format and import each separately.File ImportGo to Admin > Site Data > Provider Import on the navigation bar. The Administration: Provider Import Log screen appears.Click the New Provider Import button. The Administration: Provider Import screen appears. [State Customization – Replace image if necessary]Select "Standard ASPEN provider import" for the file type. Click Choose File/Browse and navigate to the provider import file on your computer.Click Import. The provider import file will be queued to import into the BCS. The BCS server task for importing files runs periodically and, when it does, your provider import file will be imported. Check the Admin > Site Data > Provider Import screen periodically. Once the file has imported, the import table will indicate if the import was successful or if any errors occurred.NoteProvider information can be periodically updated from the ASPEN system by importing a new file with updated information. The import will overwrite old data with new.Failed Import TroubleshootingIf the import fails, check the following:The import file is in the CSV format.The CSV file does not contain a row at the beginning of column headings.All Facility Types in the import file match BCS Provider Types. Go to Admin > Site Data > Provider Types to view the system Provider Types (on the Provider Types tab) and make updates as necessary. Your Facility Types must be listed on the Provider Types tab; if they are not, your import will error out.If the State and County data fields are populated, the State and County values must be valid. An incorrectly spelled county name will cause an error to occur.Ensure there are no blank records at the end of the file. Saving a file in the CSV format using Excel causes a blank record to be inserted at the end of the file, which will cause an error.Text data that includes a comma must be delimited (encased) by double quotes.NoteThe file import process will run until an error is encountered. Records prior to the record with the error WILL import correctly. Records after the record with the error ARE NOT imported. You must fix the record with the error and then import the rest of the provider file.Manually Adding Provider InformationGo to Admin > Site Data > Providers. The Provider Search screen appears.To check if a provider is already in the system, enter search criteria and then click Search. The search results appear.If your provider is not in the system, click the Add Provider button. The New Provider dialog box will appear. Enter the provider’s information. (The State Provider ID must be unique across Providers in your system.)To add additional contact information to the provider's record, click the Add Contact button. The Additional Contacts section appears at the bottom of the page. Click Save to save the provider and all contact information entered.Manually Editing Provider InformationTo edit a current provider's record in the BCS:Go to Admin > Site Data > Providers on the navigation bar. The Provider Search screen appears.On the Provider Search screen, select a provider from the provider drop down or filter the provider list and click Search. The Search Results appear.In Search Results, click the Edit button in the Action column for the provider whose information you want to edit. The Edit Provider dialog box appears. Modify the provider information as desired and click Save.NoteIf a provider's information was entered into BCS using the Provider Import function, you will not be able to edit many of the provider fields on the Edit screen. Changes to those fields will need to be made in the system of record and then re-imported into BCS. However, the edit function does allow you edit certain fields (such as contact information) for imported recordsDisabling a ProviderWhen a provider goes out of business or no longer participates in the National Background Check Program, you can disable the provider's record in the BCS so that no system user can add new applicants using the provider's account. Provider records cannot be deleted from the BCS.Go to Admin > Site Data > Providers on the navigation bar. The Provider Search screen appears.On the Provider Search screen, select a provider from the provider drop down or filter the provider list and click Search. The Search Results appear. Click Edit in the Action column for the provider whose record you want to disable. The Edit Provider dialog box appears.On the Edit Provider dialog box, select Disabled in the Status field and click Save.NoteWhen you disable a provider, you must also disable the user accounts associated with the provider. (For more information, see the Managing User Accounts provider user guide.) If you do not disable the user accounts associated with the provider, the users will still be able to log into the BCS and view previously entered applications and background checks, but will not be able to perform actions that require an associated provider, for example, entering a new application.Printing a List of ProvidersGo to Admin > Site Data > Providers on the navigation bar. Enter filter criteria and click Search, or click Search without entering criteria for a list of all providers. The Search Results appear.Click Print. A new web page will open with the results listed all on one page and formatted for printing. You will then use your browser’s print function to print the page. For most browsers, you can right-click on the page and choose Print from the list of options. ................
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