Add a New Community Referral
- Meagan Prost
Cloud Knowledge Base Home / Provider Relations / Network Expansion / Add a New Community Referral
Expand your team's reach and support by integrating community referrals into your Clinical Resources network; examples may include:
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In this guide, we’ll cover:
Set up a new community resource profile
Effortlessly incorporate a new referral into your provider network by following these simple steps:
To add a new community resources file, click the downward arrow next to the green New button in the top menu bar
Select Clinical/Community Resource > Community Resource
Complete the File
Given the uniqueness of each EAP and the specific information collected, required fields and workflows may vary. Consider these instructions as a baseline, and adapt them as needed to align with your team's specific requirements and processes.
Important: Use the 'Save' button periodically while working on a file to save your progress. When finished, click the 'Save and Close' button to save your work and exit the file.
Details Tab
Consider this tab, the profile page, which encompasses sections for inputting essential details.
Enter information into the provided fields
Tip: If your team manages appointments for this group, mark 'Show in Scheduler' to display the provider on the calendar in the Scheduler Module.
Click the Save button to save and continue working on the file
Resource Type
You can specify the provider type for improved search functionality in the Clinical Resources Module.
Please select one or multiple options by clicking the green Add button to include them in this provider's profile
Click the Save and Close button to save the type(s)
Clinical Office Location
Specify the office location(s) where the community resource is available for appointments. This ensures optimal matching when your team searches within a designated geographic area for the client.
Click the green Add button to add an office
Search for an existing location or click the green Add button to input details for a new office
Remember to tick the' Show in Scheduler' box if your team will use the Scheduler Module to schedule appointments for the group’s office location(s).
Click Save and Close to save the new location.
If necessary, include another location by following the same steps
Click the Save button to save your changes and continue working on the file
Note: Referrals in the community whose profiles lack an office location won't show up in the Clinical Resources search when a radius is specified. Your system administrator(s) can locate such providers using the 'Clinical Based Search' tool.
Insurance Panel
For clients seeking in-network referrals, utilize this tab to specify the types of insurance this community resource accepts.
Click on the green Add button
Add one or multiple insurance panels to the profile
Lastly, click the Save button to save your updates and continue working on the file
Organizational Service Authorization
Suppose this resource is authorized to deliver services like workshops, webinars, training, and support with critical incidents. This log will display all instances when the community resource was assigned to an organizational service.
Feedback
If client feedback about this resource is documented and managed, it is listed as a historical log in this tab. Additionally, you can create new feedback directly within this tab.
To add feedback, click the green New button
Link the feedback to a case or organization to document commendations or concerns related to a service in which this community resource was involved
Click the Save and Close button to return to the profile
Documents/Attachments
Upload and store any documents about this provider within the designated event tab.
Click on the green New button to add a new document
Non-Secure File Attachment: This attachment is secure despite being labeled 'non-secure.' This indicates that the file will be accessible to an EAP Expert Cloud user without requiring a password for viewing.
Secure File Attachment: Opting for this feature ensures visibility solely to EAP Expert users possessing the requisite password or permission for accessing this file type. This is particularly useful in cases where safeguarding information is crucial.
Locate the document from your device from the ‘Browse' field, enter a ‘Name’ for your document, and select the 'Document Type’ from the drop-down menu. Notes can also be entered here
Click the Save and Close button to save the document and close the window
Activities
This tab is purposefully designed to track time dedicated to interactions and account management, such as outreach or follow-up with the resource.
Initiate a new time or activity entry by clicking the green New button
Record your time, add any necessary notes, and click Save and Close
Additional Info
This tab is utilized to input a series of established questions and enter corresponding answers to capture any additional information that may be required.
Click the green New button
Select one or multiple ‘Question Set’ from the list to add to this tab and click Save and Close
Click on the line item of the linked Question Set to open the set of questions and complete
Click OK to save and exit the list of questions
Note: Your system administrator(s) has created the list of available questions.
If you need to make any necessary modifications, including adding new questions or a new question set to choose from, please contact them directly.
Attributes
For optimal client matching based on preferences, utilize this tab to input the group's service specialties, spoken languages, and searchable credentials.
Use the green Add buttons to add one or multiple entries per attribute
Click the Save button to save the updates and continue working on the file
Working Hours
If your team manages client appointments for this community resource through the Scheduler Module, inputting the group's availability in this tab is essential.
Click the green New button to begin adding the availability
You might need multiple entries if the schedule varies by day and/or office location.
Enter details of the group’s availability
Utilize the clinical search field to find this community resource.
Select the office locationthat correspondsg to this new schedule.
Specify the start date and set the available start and end time
Note: If you know of upcoming dates when this resource may be closed (within this availability), kindly input them into the Unavailabilities sub-tab.
Utilize the recurrence feature for establishing an ongoing schedule
This feature offers a variety of options similar to those found in other scheduling tools.
Select the Save and Close button, and observe the newly added entry in the Working Hours tab
Click Save to save the changes and continue working in the file
Integrated provider management
Navigate through these relevant sections for efficient management of provider relations tasks.
Assigning a Community Resource to a Case
Discover the process of assigning a provider and generating/sending a service authorization.
Overseeing Provider Quality Assurance
Gain proficiency in handling a provider's schedule, monitoring credentials that have expiration dates, and documenting client feedback.
Communication Channels with Providers
Efficiently engage with providers through prompt email communication.
Effectively convey information using file alerts while maintaining organization and task management.
Approving or Denying Provider Invoices
Enter provider claims, manage payment statuses, and look up payment status inquiries.
Troubleshooting Information
Here are a few tips when adding a new community resource to your Clinical Resources network:
Double-Check Group Information: Before adding the new community resource, ensure you have accurate and complete information about them, including their contact details and service offerings.
Check for Data Entry Errors: When entering the group details, carefully review the information for typos or errors. Accurate data entry prevents issues in referring clients and generating authorizations.
Test the Matching Functionality: After adding the new community resource, perform a test match to ensure that clients can be successfully paired with them. Verify that the system generates service authorizations accurately and reflects the correct service details.
If you encounter persistent issues, don't hesitate to contact your system administrator(s).
