PROVIDERfiles User Guide for EAPs
- Jordan Grace (Deactivated)
- Mike Dunn
Portal Options - PROVIDERfiles
o Tools -> Show options -> Portal Options
Definitions
o PROVIDERfiles Access: When checked, will activate the sync with Pf
o Provider Portal Syncing in Foreground: When checked, when opening a client file or provider profile, the system will ensure that the sync with Pf is complete to ensure information is up to date. It is recommended to check this as it will improve performance
o Simple Send Registration: When checked, only the registration information linked to the provider’s profile is synced with Pf. It is recommended to check this as it will speed up the registration process
o PROVIDERfiles URL: The URL site for Pf
o Sender Email: The sender email address for all email correspondence with providers
o PROVIDERfiles Greeting Template: Text included in emails sent to providers inviting them to register
o Registration Date Mandatory Before Sending: When checked, the system will check to see if the provider has registered with Pf (created their password). Once registered, the ‘Send To PROVIDERfiles’ button in the client file will be activated
o PROVIDERfiles Opportunity Template: Text included in emails notifying the provider they have an authorization (referral opportunity) waiting for them
o PROVIDERfiles Opportunity Reminder Template: Text included in emails reminding the provider they have an opportunity waiting for them. These are only sent if the provider has not accepted or rejected an opportunity within the number of hours set in in the ‘Opportunity Reminder Hour’ field
o Opportunity Reminder Hour: The number of hours before the opportunity reminder email is sent
o PROVIDERfiles Authorization Before Expiry Reminder Template: Text included in emails sent to providers reminding them their authorization is about to expire on an open file
o Authorization Before Expiry Reminder Day: The number of days before the authorization expires and the email is sent. The ‘End Date’ of the authorization is the date used in the calculation
o PROVIDERfiles Authorization After Expiry Reminder Template: Text included in emails sent to providers reminding them their authorization has been expired for the specified number of days set in the ‘Authorization After Expiry Reminder Day’ field. The email is only sent on open files
o Authorization After Expiry Reminder Day: The number of days after the authorization has expired and the email is sent. The ‘End Date’ of the authorization is the date used in the calculation
o PROVIDERfiles Accepted Session Request Template: Text included in emails sent to providers notifying them their request for additional sessions was accepted
o PROVIDERfiles Rejected Session Request Template: Text included in emails sent to providers notifying them their request for additional sessions was rejected
o PROVIDERfiles Rejected File Template: Text included in emails sent to providers notifying them their file closure submission was rejected
o PROVIDERfiles Rejected Session Template: Text included in emails sent to providers notifying them their session submission was rejected
o PROVIDERfiles License Expiry Template: Text included in emails sent to providers notifying them that their license will expire in 30 days
o PROVIDERfiles Liability Expiry Template: Text included in emails sent to providers notifying them that their liability insurance will expire in 30 days
o Provider Portal Cancellation Type: The activity type selected here will replace the existing activity type in the provider session, when the session is accepted in the Dashboard, if the ‘Cancellation’ check box is checked by the provider. If left blank, the original activity will remain in the session
o Provider Portal No Show Type: The activity type selected here will replace the existing activity type in the provider session, when the session is accepted in the Dashboard, if the ‘No Show/Late Cancellation’ check box is checked by the provider. If left blank, the original activity will remain in the session
o Allow Additional Session Requests: When checked, will allow the provider to request additional sessions from Pf. The EAP has the ability to accept or reject these requests in the Dashboard.
o Maximum Session Submission After Expiry Days: If an authorization has expired, the number of days entered here will determine how many days the provider has to submit their remaining sessions after the ‘End Date’ of the authorization. If they are passed the number days, they will be unable to submit sessions. If left at ‘0’, then there is no time limit
o Minimum Session Interval Days: This will prevent a counselor from submitting sessions on the same day as previous sessions submitted. It is recommended to enter at least a ‘1’ to prevent duplicate dates from being entered and submitted
o Maximum Session Future Days: The number of days entered here will limit how far back in time a provider can back date a session to be submitted. For example, if the ‘Maximum Session Future Days’ is 60, then the provider cannot enter a previous session if it is past 60 days prior to today’s date
o PROVIDERfiles EAP Client Details: The question set selected here will appear under the ‘Additional File Details’ section in the ‘Details’ tab of a file in Pf. These file types included are EAP and Supervisor Referral. These additional questions are created in the ‘Survey/Question Set Design’ module and must have ‘PROVIDERfiles’ selected as the ‘Category’ in order to appear in the drop down
o PROVIDERfiles EAP Closing Details: The question set selected here will appear under the ‘Additional Info’ section in the ‘Closing Data’ tab of a file in Pf. These file types included are EAP and Supervisor Referral. These additional questions are created in the ‘Survey/Question Set Design’ module and must have ‘PROVIDERfiles’ selected as the ‘Category’ in order to appear in the drop down
o PROVIDERfiles SAP Client Details: The question set selected here will appear under the ‘Additional File Details’ section in the ‘Details’ tab of SAP file types in Pf. These additional questions are created in the ‘Survey/Question Set Design’ module and must have ‘PROVIDERfiles’ selected as the ‘Category’ in order to appear in the drop down
o PROVIDERfiles SAP Closing Details: The question set selected here will appear under the ‘Additional Info’ section in the ‘Closing Data’ tab of SAP file types in Pf. These additional questions are created in the ‘Survey/Question Set Design’ module and must have ‘PROVIDERfiles’ selected as the ‘Category’ in order to appear in the drop down
o Staff To Be Notified: EAP staff entered here will receive To-Do reminder notifications from Pf. They will appear in the bottom right corner of the screen and in the To-Do grid in the ‘Alerts/To-Do’s’ module. These notifications include:
A Session Was Submitted By…
A File Was Submitted By…
An Organizational Service Was Submitted By…
Authorization Was Declined By…
Additional Sessions Were Requested By…
To add staff to the grid
a. Click New to locate and select your staff. One or more can be added
b. Click Remove to remove staff from the grid
o Documents/Attachments: One or more files can be attached here and made accessible to the provider when logged into Pf. The Provider can view and download these files from their profile. Files to send may include your policies and procedures and a copy of your statement of understanding
a. Click New to add one or more documents
b. Click Delete to remove a document
c. Click on ‘…’ to search for and select the attachment
d. Select a Document Type from the drop down. This is a custom field that allow you to categorize or group your attachment types. It is not required and can be left blank
e. Enter a Document Name. For example, ‘Statement of Understanding’, ‘Contract’, ‘Policies and Procedures’
f. The Date defaults to the date you attach the file
g. Click on ‘Save and Close’ to confirm your selection and return to Portal Options
o Required and Read Only Fields: Fields entered here allow the EAP to make them Required (Mandatory), Read Only or Hidden from the provider on the Pf form. Please check with EAP Expert for a current list
a. Click New to add a field to the grid
b. Click Delete to remove a field from the grid
o Closing Instructions: Information entered here will provide instructions to providers on the steps they should follow when closing a file. The instructions appear in the Closing Data tab within a file in Pf
o Session Instructions: Information entered here will provide instructions to providers on the steps they should follow when entering a session. The instructions appear in the Sessions tab within a file in Pf
Template Customization
o Click on the “…” button to customize the content of each email text
o Enter your text directly or copy and paste the contend from another document. Refer to the Definitions sections for the complete list
Onboarding Providers
o To onboard and individual provider and invite them to register with PROVIDERfiles, open the Clinical/Community Resources Module, search for an existing provider, or create a new provider.
a. Within a provider’s profile, check PROVIDERfiles Online Access
Note: When entering a NEW provider, it is important to click the Save button before checking the PROVIDERfiles Online Access button:
b. Click Yes to proceed
c. The PROVIDERfiles registration email will appear. Click Email Registration and the provider will receive an email inviting them to register
d. The email registration box will disappear from the screen when the email is sent. Click the Save and Close button to confirm your changes
o To onboard multiple providers
a. Click on the PROVIDERfiles dashboard
b. Click on the Registration tab
c. Click on the Email Registration button
d. Select your providers and then Send Message. All selected providers will receive an email with a link inviting them to register.
