Provider Search
- Meagan Prost
Cloud Knowledge Base Home / Provider Relations / Client Referrals / Provider Search
With EAP Expert Cloud, you can experience a seamless provider search process. It effortlessly considers expertise, location, availability, and client preferences, ensuring each match is tailored to the client’s unique needs.
Let’s review the process of conducting a search and assigning a provider to a case:
Search open cases using the Client Files search
Manage Cases via the ‘File Status’
Within each file type, utilize the 'File Status' field as a strategic tool to navigate your team through your unique workflow.
Tip: Consider these status options to manage open cases effectively on the Client File Search:
Pending Provider Assignment: Indicates that the case awaits assignment to a provider.
In Progress - Provider Match: Shows active efforts to match the case with a provider.
Assigned to Provider: Confirms successful matching and assignment to a specific provider.
Reassignment Needed: Signals the requirement to reassign a case to a different provider.
For a tailored experience, collaborate with your system administrator(s) to customize or refine this list. These options are found on a case file's 'Details' tab.
View Case Assignments per ‘Case Manager’
In each case file, strategically use the 'Case Manager' field to assign the case to a team member to handle the following steps: assigning a provider for the client.
Note: If you should be listed in this field's drop-down menu but are not, please contact your system administrator(s) to request the 'Case Manager' designation for your user account.
Manage Case Assignments Categorized by 'Counselor'
After assigning an internal counselor to the 'Primary Counselor' field in a case, that case will be visible when searching for instances by the counselor's name in the Client Files Module.
Tip: Include 'Open' in the Open/Closed field to specifically search for open cases.
Locate and assign an internal counselor or external provider to a case
Tailor your approach based on your internal counseling team size – directly assign a counselor from within the case:
Find and open the active case requiring the assignment of a provider within the Client Files Module
Locate the ‘Primary Counselor’ field under the ‘File Information’ heading of the case
Click on the magnifying glass to open the Clinical Resource Search
Utilize the provided search fields to find the optimal match for the client
Check off the ‘Available’ box to search for providers who can readily accept the referral.
This feature facilitates client searches by provider preferences like gender, ethnicity, and specializations, among other criteria.
Note: Internal counselors, housed within Clinical Resources, can be easily located using the name field for assignment purposes.
Select the appropriate provider and click the OK button
The provider name should now appear in the ‘Primary Counselor’ field
If the provider is not internal and you must send an authorization, click here to proceed with the necessary steps.
Click Save to save the change and continue working on the file, or click Save and Close to save and exit the client file completely
Discover and make referrals for community resources
While a case is open, you might need to recommend additional support resources to the client, such as support groups and local organizations offering financial aid, healthcare options, food assistance, transportation, etc.
Inside a case file, find the 'Referral' sub-tab
Click the green New button to link additional Clinical Resources shared with the client and document them within the case
Tip: The community resource provider file type is often the most common referral for an EAP internal counselor.
Click Save to save the addition and continue working on the case, or click Save and Close to exit
Troubleshooting Information
Here are some tips to assist with matching clients to a provider in Clinical Resources:
Double-Check Spelling: Ensure you've correctly spelled the provider's name in your search. Typos can make it challenging to locate the correct provider.
Use Filters: Utilize filters such as specialty or location to narrow your search results and make it easier to find the specific provider you're looking for.
Verify Provider Availability: Confirm that the provider you try to assign is available and active within the system. Inactive or unavailable providers may not appear in the search results.
If the issue persists, contact your system administrator(s) as a first step for support.
