Add a new provider to the county provider database Add detail to the provider record Edit a county provider

Transcription

1 Provider Entry Reference: B. Doerner Training Goal: The purpose of this section is to provide county staff with complete instructions for using SSIS screens to enter and edit information on service providers to the county agency. Training Objectives: At the end of this section, students will be able to: Add a new provider to the county provider database Add detail to the provider record Edit a county provider Resources: * Provider Lookup * Business Organization * Client and Collateral * Person Search, County * Person Search, State Training Module: New Provider Entry 10-1

2 Cues to assist you in the module: = User to perform an action = Warning = Best Practice = Hint = Refer to a module or handout for more information This module does not feature instructions for a training exercise. If you wish to practice this material as you read through the module and you do not have an actual provider to enter into your county s SSIS system, log into your county s training database and make up entries as you proceed through the text. Training Module: New Provider Entry 10-2

3 Graphics Instructions The Business Organization tables store information about the business organizations of non-county staff who are somehow connected to county social services. Information on the providers of services used by the county is included in the Business Organization tables. A provider can be any vendor from whom the county is purchasing one or more services, or to whom the county is referring clients. Some providers are part of a larger organization, e.g., Catholic Charities or Lutheran Social Services. Information for all providers of services for Child Welfare and Child Protection must be maintained in the SSIS system. It is a county s option to maintain provider information for providers of services for other programs, e.g., Adult Services. The first step in entering a new provider is to ensure that the provider is not already in the provider index. See Provider Lookup. If a search in Provider Lookup does not find the provider, the information for that provider can be added to the index through Provider Entry. New Provider New Provider Once it is verified that the provider is not already in SSIS as a provider to the county, start the process of adding the provider to SSIS by navigating to the Provider Search screen. Training Module: New Provider Entry 10-3

4 New Provider On the Provider Search screen click the Action button and select New Provider. New Provider In the Detail panel, the Provider Search screen displays fields for the initial entry of information about the new provider. Provider Name The provider Name is a required field. Best Practice: The county sets a standard naming convention for naming foster homes. The name should be easy to identify, e.g., Zelinsky Foster Home. Do not use The in the beginning or a search shows a list of The. Parent Bus. Org. If the provider is part of a larger organization of providers, for example PATH Homes, search for that Parent Business Organization by clicking on the Bus. Org. Search button at the right of the Parent Bus. Org. field. See Business Organization module for instructions on finding Business Organizations. Training Module: New Provider Entry 10-4

5 Type Select the Type of Business organization this provider is. Foster care and child care providers would normally fit under Other. Provider Numbers Enter the MMIS Provider number and the County Vendor number in the available fields. The SSIS Bus. Org. number is automatically generated and entered by the system, but can be edited if a county wishes to associate business organizations and/or providers through numbering. Comments There is a Comments field available if something notable should be included in the provider record. Status / Effective Date Select the Status of the new provider and the Effective date the provider obtained that status. Hint: Choose Active to make this provider available right away in your county. IV-E Eligible / Federal Tax ID Check the check box if this is a IV-E eligible provider and enter the provider s Federal Tax ID code. Training Module: New Provider Entry 10-5

6 School District Select the School District in which the provider resides. Setting / Structure Provider Number Save New Provider Save New Provider Choose either Family Setting or Shift Staff depending on the provider personnel. If Family Setting is chosen, select the Family Structure from the drop-down list. The SSIS Provider number is automatically generated by the application. This is the last field on the New Provider Detail panel. To continue to add detail, expand the Provider Search node in the treeview. A confirmation dialog box appears for saving/discarding changes made to the new provider. Click Yes to save the new provider information. Provider Node The individual provider node displays under the Provider Search node in the treeview. Expand the Provider node to access detail folders about the provider. Training Module: New Provider Entry 10-6

7 Provider Detail Folders The Provider Detail folders are: Addresses Phones Professional Collaterals Services Licenses Individual Providers Workgroups. Add detail about the provider by clicking on these folders and adding detail in the Detail panels. Provider Address Add a new or existing address for the provider by selecting the Addresses folder, clicking the Action button, and selecting New Address, or Add Existing Address. Hint: Enter a Physical Location Address for every provider. Physical Location is the type of address displayed at placement, and is the only type used in an address search in Find Provider. Provider Phone Number Add a new or existing phone for the provider by selecting the Phones folder, clicking the Action button, and selecting New Phone, or Add Existing Phone. Hint: Enter a Work Phone for every provider. Work is the type of phone number displayed in an Out-ofhome Placement Plan, and is the only type used in an address search in Find Provider. Training Module: New Provider Entry 10-7

8 Professional Collaterals If the provider is one with shift staff and not a family setting, enter personnel information at the Professional Collaterals folder. Select the folder, click the Action button and select New Professional Collateral. Professional Collateral Enter person detail about a staff person in the Detail panel under the person Information tab. Professional Collateral Click on the Employment information tab to enter information on the professional collateral s employment. The Employer business organization automatically fills in as the name of the provider. Professional Collateral Extra Detail Add additional professional collaterals by repeating the steps above. Hint: Addresses from professional collateral s Detail panels will not automatically fill into the provider detail, and vice versa. Training Module: New Provider Entry 10-8

9 Services Enter information about services provided to the county agency or its clients by the provider by selecting the Services folder in the treeview, clicking the Action button and selecting New Service. Service Enter detail about the service by selecting the Program for which the service will be provided, the Service and the County Vendor number of the provider. Service Choose whether the fees for the service are Taxable. If this provider is a child daycare provider that is registered, not licensed, check the Registered check box. Service Provider Preferences are optional. If a provider has preferences about types of Clients, Gender of clients, and/or Ages of clients, enter such preferences at the bottom of the Service Detail panel. Add additional services by repeating the steps above. License Enter information about the license held by the provider for the service(s) provided by selecting the License folder in the treeview, clicking the Action button and selecting New License. Training Module: New Provider Entry 10-9

10 License Enter license information including the license Type, and Classification if appropriate. Enter the Capacity number of clients, and the License Number and Version. Enter the Effective Dates of the license, and check whether it is a Corporate License or not. Select the Status of the license and the date if status was Updated. Hint: Only foster care and daycare license types have a classification. Hint: Licenses expire on the first day of the month, one year after issuance. Hint: Corporate signifies a facility outside the individual provider s home. License If there are provider Preferences according to the license, enter them here. Select the IV-E Facility Type, if appropriate. License Select the agency which the provider was Licensed By, and the organization which the license was Issued By. If the provider was licensed by a county, select the County Name, and if the license was issued by a Tribe, select the Tribe. Add additional licenses by repeating the steps above. Training Module: New Provider Entry 10-10

11 Individual Providers New Individual Provider If the provider is a family setting foster care or child daycare provider, enter information about the individual provider(s) by selecting the individual Providers folder in the treeview, clicking the Action button and selecting New Individual Provider or Add Existing Individual Provider. Select New Individual Provider if you are certain the person(s) is/are not in the county database. See the Client/Collateral Entry module for more information on entering person information. Hint: Addresses from individual providers Detail panels will not automatically fill into the provider detail, and vice versa. Add Existing Individual Provider Select Add Existing Individual Provider to add someone from the county database as an individual provider to the provider record. See the Person Search modules for more information on finding clients in the county database and the SWNDX. Workgroups Folder The Workgroups folder displays the Licensing workgroup associated with this provider, if there is one. Training Module: New Provider Entry 10-11

12 Edit Provider The provider can be edited at any time. Use Provider Search to find the provider to be edited, and select the provider in the search results to display the basic detail for editing. Click any of the provider s folders in the treeview to make more detailed edits. Training Module: New Provider Entry 10-12