A Vendor is anyone who does a service for the IME Company (the Service Provider is mainly the Vendor).


1.  Click on the Admin tab.


2.  Click on Maintenance.


3.  Select Provider Coding.


4.  Select Provider.


2.1. The Service Provider Detail

 



Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider

1.  Click on the Provider tab (left pane) if not already selected.


2.  Leave the Provider field blank if it is set to   Auto Generate as W5 will automatically assign a unique identification code.


– OR –


If it has not been set to automatically assign a unique code (e.g., ¨ Auto Generate), enter a new unique Provider ID code using your company’s naming convention which can be up to 10 characters (numbers and letters).


Tip:

Click on the Provider Lookup button to see the naming convention when unknown.


3.  Complete the Provider tab settings as needed for the following:

 

Setting
Details/Examples
Instructions
Type
For service providers this is generally for information only.
You can define whatever types have meaning for you.
You must select a type.
Last Name
First Name
 
Enter Last Name and First Name and let W5 use them to create the vendor Name.

– OR –
Specify something unique in the Name field using the Provide Specific Name (not first and last name) as described below.

Name
By default this field will automatically populate with the First and Last Name entered.
Leave as is or checkmark the  Provide Specific Name (not first and last name) option to enter a special Name.  Please refer to details directly below for more information.
 
 Provide Specific Name (not first and last name)
Overrides the automatic name presented after the Last Name and First Name have been entered.
Click on the checkbox if you want to change the automatically generated Name (e.g., professional name if different to Last Name and First Name). – Examples:
For example: the Professional name is maiden name, got certification before getting married.
– OR –
A distinction between two of the same names (e.g., Frank Jones - Willow Office and Frank Jones – Hospital).
Salutations:
 
 
Ordinary
Depending on the vendor, you could use either or both Ordinary and Professional salutation fields.
Leave blank
Professional
Dr.
(used for template macros)
Enter information so that it can be used for reports and templates.
Designation
MD, D.C., etc.
(used for template macros)
Enter detail so that it can be used for letters (after the vendor’s name), reports and templates.
Other
 
 

Phone

Cell

Fax

Home Phone

Email

As indicated
Enter Phone number and Email address and the other information, if needed.
 Provider is also a Private Office
When the doctor services its patients at its own location.
This option should be used when the address under the Address tab (left panel) is also the practicing office.
When selecting, you choose the provider then the location (e.g., has his own office and provides service at the hospital twice a week).
Others (more complex arrangements) enter the information under the Location tab (left panel).
 Is Internal
When selected, displays details in green when viewing this Provider.
If Provider is internal. It distinguishes if the Provider works within the office (e.g., clinic).

· Some service providers

    may actually be “staff”.

    You can indicate this to

    W5 by check marking

    this field.

· Internal providers are

    highlighted by the 

    provider search when 

    setting an appointment.

· You can set up a

    special relationship

    between internal

    service providers and

    internal clinics for

    purposes of setting

    rates, priorities and

    analysis.

Dictation ID
Phone in dictation service. Used when the doctor calls into a dictation service to dictate and transcribe reports.
The Dictation ID can be used on letters (as a macro) as a reminder to the Dr. when requiring the service as well as if or when the report must be retrieved from the service on behalf of the Dr.
Checkmark and enter ID when applicable.
Un-Regulated ID
The vendor’s identification if they are a member of professional group in a non-regulated profession, e.g.:

· Worker’s Comp

Enter when needed.
Visibility
This is one way to control whether a vendor is allowed to be used.
 
Facility Reg. ID’s
In Ontario, HCAI requires that each facility has its unique ID. This is where this number is stored.
 
 


2.2. The Address Detail for the Service Provider


Provider Maintenance
 - only if you’re not already there:

Admin tab > Maintenance > Provider Coding Provider > specify Provider

 

1.  Click on the Address tab (left pane) to complete the following:


2. Enter the address for the vendor.


3. If the vendor wishes to have letters and checks delivered to a different address then enter that mail to address.

 

- Otherwise -


Check mark Mail to Address is the same as Street Address.


2. The Accounting Detail for the Service Provider


Provider Maintenance
 - only if you’re not already there:

Admin tab > Maintenance > Provider Coding Provider > specify Provider


1.  Click on the Accounting tab (left pane) to complete the following:


Setting
Details/Examples
Instructions
Resource Id
The resource and currency fields will default to system setting.
Unless you pay the vendor in a different currency, you can simply ignore these fields.
Currency
Tax Id
Tax identification number.
 
Tax Form Received
 
Checkmark if the tax form has been received.
Tax Form Requested
The date the form was requested.
Specify when applicable.

Tax Form Received

The date the form was received.
Specify when applicable.
 Approved (Acctg)
There will be instances when the schedulers will need to enter a new provider to schedule a case.  This box enables a supervising personnel to approve the set up and provider for future scheduling.  This box can also be set to NOT PERMIT vendors to be scheduled in appointments unless they are approved. This allows you to take the necessary time to set up a vendor and vet them without worrying that they will be assigned to cases.
Select if Vendor approved.
Services will be Billed

This tells W5 that whenever you use this vendor in a service that there will be a fee charged for its services.

If not selected, W5 will not look for or apply service rates.

In other words, if unchecked if the vendor’s services are assumed to always free.
 Can Generate an Invoice
This tells W5 that this vendor will send you a bill for their services.
Some doctors will provide their services through a different group and it will be that group who will send you the bill for the doctor’s services.
Check this only when this vendor specifically will be sending the bill.
 Send Payment To Mail to Address
This just overrides the default selection.
If you connect W5 with QuickBooks then when W5 sends over payment information for a vendor it will send the address selected as checked.
Select if you want the payments sent to the Mail To Address (indicated under the Address tab).
Default Billing Vend.

Some providers may bill directly for their own services however some of their services may be billed through one or more groups. In this situation you can indicate where the bill will normally come from. This can be changed for an individual booking.

Enter the vendor code here, if different from the actual vendor.
 Lock Billing Vendor
Where the services for a provider are always (without exception) billed through a billing entity such as a group. This will tell W5 that your users will never have any opportunity to change who you will be paying.
If the services for this provider are (without exception) billed through a billing entity:

1. Check mark this option.

2. Indicate the Vendor Id code into the Default Billing Vend. field.

Payee Name
When exporting data to an external system (such as QuickBooks or Great Plains), for cheque writing. When the name on the check to the vendor should be something different than what is outlined as the Vendor name in W5.

· QuickBooks

· General Plains

If applicable, enter the Payee name (cheque payable to) into this field.
A/P Account
When exporting the data, the external system has a G/L account # Vendor payment account should be allocated to (send the Vendor’s information for cheques).
If applicable, specify in this field the external system’s G/L payable account number.
Vendor A/P Code
When exporting the data, the external system may already have an existing vendor code (unique ID). This field allows the two systems to match the vendors.
If you are using an accounting system that requires a vendor’s account code and that code and you cannot use the vendors name or the W5 vendor ID then you can enter the correct code into the Vendor A/P Code field.
If applicable, enter the unique ID (A/P Code) from the external accounting software.
Expense Account
When exporting the data, the external system has a G/L expense account the vendor expense should be allocated to
If applicable, enter the expense G/L account number here.
Business Type
 
Not applicable
Prepay Direct Assessments
Used when a vendor has requested to be prepaid before a service occurs. More than one option can be checked.

· Never

    You don’t pre-pay them.

· Service Amount

    You pre-pay entire service

    fee.

· Late Cancellation Amount

    You pre-pay the amount the

    provider charges for late

    cancellation.

· No Show Amount

    You pre-pay the amount the

    provider charges for No

    Shows.

· Rate Override

    You pre-pay a specific

    amount.

Setup the pre-payment on Direct Assessments for this Vendor, if it applies.
NOTE: You will have the option to change the pre-payment amount at the time that you prepare the pre-payment for a booking.
Prepay Paper Reviews
Sets up for prepayments before a service occurs as above.

· Never

    You don’t pre-pay them.

· Service Amount

    You pre-pay entire service

    fee.

· Rate Override Amount

    You pre-pay a specific

    amount.

Setup the pre-payment on Paper Reviews for this Vendor, if it applies.
 
NOTE: You will have the option to change the pre-payment amount at the time that you prepare the pre-payment for a booking.
Prepay Instructions
Sets up for prepayments before a service occurs as above.
These instructions will show in the Workflow Monitor.
You can include a short message that will be available to a user when they are preparing the prepayment in W5.
Default Payment

· Check

· Electronic Funds Transfer

Specify the default method of payment.

2.  Click on the Save button (on the bottom toolbar).

2.3.1. The Services and Rates Detail for the Service Provider

Undoubtedly you provide multiple kinds of services to your clients and perhaps you do so in more than one jurisdiction. Your providers may not do all of the services in some or all of those jurisdictions. Therefore, in order to allocate a provider’s expense rate, you must tell W5 which services it provides for you and in which jurisdictions.

Setting rates uses the “Case Type”, “Ax Service”, “Ax Type”, “Venue” and “County” lists as well as providing the ability to identify that a rate is for any or all of the following:

· A specific Client

· A specific Service Location

· A specific Specialty


Provider Maintenance - only if you’re not already there:
Admin tab > Maintenance > Provider Coding Provider > specify Provider


1.  Click on the Accounting tab (left pane).

2.  
Click on the Provider Services and Rates button.

The Provider Services Maintenance form displays.

Process Overview






Select Case Type, Ax Service, Ax Type and Venue.

 

Make further decisions on the selections.

 

Indicate the Rate, specify Unit or Flat or checkmark N/C when applicable.

 

The rates are setup for the Provider as created. Edit existing rates directly here by selecting the “Change Rates” button.


2.3.2. Setting up Provider Rates for the Service Provider

 

Provider Maintenance - only if you’re not already there:
Admin tab > Maintenance > Provider Coding Provider AND

specify Provider Accounting tab Provider Services and Rates button 


In order to process W5 smoothly, it is strongly recommended that the Provider Rates are setup prior to using the Provider's services.

1.  Click on the RATES Change button.

2.  Click on the Case Type to which the rate will apply or select * for all Case Types.

3.  Click on the Ax Service to which the rate will apply or select * for all Ax Services.

4.  Click on the Ax Type to which the rate will apply or select * for all Ax Types.

5.  Click on the Venue to which the rate will apply or select * for all Venues.

Your selections display highlighted.



6.  
Set a rate on the selected Case Type.



– OR –

Click on the All button to set a rate for all of the Case Types for this Provider.



7.   
Set a rate on the selected Ax Service (a list of your services).



– OR –

Click on the All button to set a rate for all of the Ax Services for this Provider.



8.  
Set a rate on the selected Ax Type (a list of your service types).



– OR –

Click on the All button to set a rate on all of the Ax Types for this Provider.



9.  
Set a rate on the selected Venue (typically the jurisdictions).



– OR –

Click on the All button to set a rate for all of the Venues for this Provider.

10.  
Click on the County link, and select a specific County from the list, if needed.



– OR –

Leave the County field empty to set to All.

11.  
Select the Service Method from the drop-down menu:
  · Direct 
  · 
Paper 
  · 
Any

12.  
Specify a rate specific to a Client by clicking on the Lookup button, and selecting the Code from the list.

– OR –

Click on the All button to set the rate for all clients when billing for this Provider.



13.  
Specify a rate specific to a Service Location by clicking on the Lookup button.

(a) 
Click on the Show All button in the Location Search section.

– OR –

Click on the Search button in the Location Search section to locate the Service Location needed.

– OR –

Click on the All button to set the rate for all Service Locations when billing for this Provider.



14.  
Specify a rate specific to a Specialty by clicking on the Lookup button.

– OR –

Click on the All button to set the rate for all Specialties when billing for this Provider.



15.  
Enter the rate and rate type for the needed charges.

The types of charges are identified by Activity codes (some examples illustrated below):



(a) Click in the Rate field and enter an amount for the applicable Activity.


(b) Select the rate type setting needed.


Unit

The fee is a per unit value (i.e., per hour or in the case of mileage, per mile).

Flat

The fee is a single value regardless of the effort (i.e., it doesn’t matter how long it takes you are paying the provider a predetermined amount - $100.00).




The rate must be a value that is more than zero.


(a) When applicable, check in the N/C box column for an activity that is a no charge (as in you donèt pay the provider for anything but still want to recognize that the service was completed).


(b) Repeat steps (a) to (c) for each Activity needed.




16.  
Click on the Save Rates button.

A confirmation prompt displays asking: "Are you sure you want to APPLY the rates?"

(a) 
Click on the Yes button to save the rates or click on the No button to cancel.

When Yes has been selected, the rates that have just been saved will display below.



2.3.3. Changing the Providers Rates for the Service Provider

 

Provider Maintenance - only if you’re not already there:
Admin tab > Maintenance > Provider Coding Provider AND

specify Provider Accounting tab Provider Services and Rates button 


The rates that you have already set up for the provider are all listed in the CHANGE EXISTING RATES section.  Refer to section
2.3.2. Setting up Provider Rates for the Service Provider for step-by-step details.


1.  Perform any of the following:

Save

Save changes made to:

· The Unit or Flat setting

· The Rate value

· The Service method setting (direct, paper, any)

Change the value, then click on the Save button on the row.

Delete

Delete the rate on that row.

Clear Selections

Clear any selections in the Case Type, Ax Service, Ax Type and Venue listings.

Clear Rates

Clear the Rates displayed in the Charge Codes section.

AX SERVICES
Change / Save button

 

RATES
Change button

Click on this button to receive a list of all of the rates that exist for this provider.


2.3.4. Listing/Identifying the Rates Set for the Provider


Provider Maintenance - only if you’re not already there:
Admin tab > Maintenance > Provider Coding Provider AND

specify Provider Accounting tab Provider Services and Rates button

1.  Click on the RATES Change button.

2.  Click on the specific Case Type or Ax Service or Ax Type or Venue you wish to view the rates on for this Provider.

Any existing rates, on that selection will display in the CHANGE EXISTING RATES section of the window.

If nothing displays in the CHANGE EXISTING RATES, that is an indicator that a Provider rate for that selection has not yet been created for this Provider.



Note:

In order for rates and services to be billable for a provider, they must be setup in the Providers profile.  During the case's process, W5 reads the filters as set within the Provider Service Maintenance form to determine what each fee should be.  If an error occurs during the case's process, chances are the services/rates do not match the case's details. 


3.  
Further refine your listing by clicking on Ax Service and/or Ax Type and/or Venue.



2.4. The Locations Detail for the Service Provider

 

Provider Maintenance - only if you’re not already there:
Admin tab > Maintenance > Provider Coding specify Provider 


1.  
Click on the Locations tab (left pane) to indicate where the doctor provides his/her service.

Every location is given a unique identification code which can be up to 10 characters (number and letters).

2.4.1. Adding a Private Office


Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding Provider Provider Lookup button > Edit Provider 

A private office is a location that this provider uses to do examinations AND the location is only for this provider’s use. For example, Dr. Fred’s office has a little office across the city that he rents twice a week where he does exams. Since the only person that uses that office is Dr. Fred W5 likes to think of it as “Dr. Fred’s private office”.


1.  
Click on the Locations tab (left pane) to indicate where the doctor provides his/her service:

2.  
Click on the Add Private Office button.

(a) 
Leave the Office field empty if it is set to  Auto Generate as W5 will automatically assign a unique identification code.

– OR –

If it has not been set to automatically assign a unique code (e.g.,  Auto Generate), enter a new unique Office code using your company’s naming convention which can be up to 10 characters (numbers and letters).

(b) 
Enter the Name of the location.

(c) 
Enter the Phone and Email contact details.

(d) 
Checkmark  Is Internal if this office is for internal use only.

When the company has their own "Internal" provider/clinic as part of their team.

(e) 
Enter the Visibility of this location.  Typically this is not changed when creating new locations.

 AND/OR –

2.4.2. Attaching a Service Provider to a Clinic


Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding Provider > Provider Lookup button > Edit Provider


From W5’s perspective a clinic is by its nature, a location that can be shared by many doctors.

 

1.  Click on the Locations tab (left pane) to indicate where the doctor provides his/her service:

 

2. Click on the Attach Clinic button.

 

(a) In the Detailed Search section, click into the appropriate Billable radio button, if different then the defaulted selection.

 

(b) In the Detailed Search section, click into the appropriate Can Generate Invoice radio button, if different then the defaulted selection.

 

(c) Click on the Search button to locate the Clinic you want to add this Provider to.


      (i) Click on the Add Clinic button if a new one is needed.


Note:

Please refer to the 7.3.1 The Clinic Detail section of this guide for details on adding Clinics.


  (ii) Click on the ID that you want to associate this provider to.
 
  The Clinic will be added to the Providers Locations listing.

(d) Click on the Save button (on the bottom toolbar).


 AND/OR –


2.4.3. Attaching a Service Provider to a Group Location


Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > Group Lookup button > Edit Group


A Group Location as a facility that this provider attends.

 

(a) Click on the Attach Group Location button.

 

  (i) In the Detailed Search section, click into the appropriate Billable radio button, if different then the defaulted selection.

 

  (ii) In the Detailed Search section, click into the appropriate Can Generate Invoice radio button, if different then the defaulted selection.

 

  (iii) Click on the Search button to locate the Clinic you want to add this Provider to.

 

  (iv) Click on the ID that you want to associate this provider to.


The Group Location will be added to the Providers Locations listing.


2.5. Notes Detail for the Service Provider


Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider


1.  Click on the Notes tab (left pane).

A repository for the Manager on the Provider, for example:

· 
Make sure you send report annually.
· This doctor always submits reports by fax.
· Etc.


2.5.1. Creating New Notes for the Service Provider


Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider


1.  Click on the Notes tab (left pane) to complete Provider specific notes:

2.  
Click on the New button (on the bottom toolbar).

3.  
Click on the Class Lookup button to select a Class for this note.

4.  
Enter the Note.

5.  
Click on the Save button (on the bottom toolbar).


2.5.2. Editing the Service Provider Notes


Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider


1.  Click on the Notes tab (left pane).

2.  
Click on the Edit button belonging to the note you wish to change.


3.  Make the necessary changes.

 

4.  Click on the Class Lookup button to select or change a Class for this Note.


5. Click on the Save button (on the bottom toolbar).


2.5.3. Printing the Service Provider Notes


Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider


1.  Click on the Notes tab (left pane).

2.  
Click on the View Note Detail button.

3.  
Click on the Print Note Detail button.

A Note Details Report will be generated and displayed and options are provided for:

· 
Searching within the Vendor notes
· Printing Vendor notes
· Changing views in the Vendor Notes Report
· Copying Vendor notes


2.6. The Documents for the Service Provider

A place for documents for the Provider:

 

· Certificates

· Diplomas

· Resumes

· Accreditations

· Etc.


Provider Maintenance - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider


1.  Click on the Documents tab (left pane).

2.  
Click on the New button (on the bottom toolbar).

3.  
Enter a Document Ref.

4.  
Click on the Document Class Lookup button and select a Code for the document that will be uploaded for the Service Provider.

5.  
Click on the Browse link.

6.  
Select the document, then click on the Open button to upload.

7.  
Click on the Save button.


2.7. The Diary Detail for the Service Provider

These scheduled events are for non-service related meetings (e.g., discuss Provider performance, etc.).:


2.7.1. Creating a Diary Entry for the Service Provider


Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider


1.  Click on the Diary tab (left pane).

 

2.  Click on the New button (on the bottom toolbar).

 

3.  Complete the Appointment form for the Service Provider.

 

4.  Click on the Save and Close button (at the top of window).


2.7.2.Viewing Diary Entries Pertaining to the Service Provider


Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider


1.  Click on the Diary tab (left pane).

2.  
Click on the View Diary Detail button.

A list of the Diary entries, with a Diary Class for this Service Provider will display.


2.8. The Rating Detail for the Service Provider

The rating specifies if the Provider should be used as compared against other Providers.  It helps categorize same type providers in order of precedence.  Example, you prefer Dr. Smith over Dr. Jones because he delivers your reports at a faster pace or has higher quality reports.  Giving Dr. Smith a higher rating will bump him to the top of the list when scheduling that specific type of appt. Should his rating change, he will drop in the order as rated aside his peers.


2.8.1. Creating a New Rating for the Service Provider


Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider


The instructions below are for creating a rating for this Vendor for the first time.  Please proceed to the 2.8.2 Updating a Rating on a Service Provider section, if a rating currently exists and a new one is needed for the Vendor.  Some rating examples, include:


· Parking availability – If it is difficult for the claimant to park, the claimant may refuse to attend apt.

· Transit conveniences – The harder it is to get there, the lower the chance of a completed apt.

· Vendor reporting (quick or late)


1.  Click on the Rating tab (left pane).


2.  on the New Rating drop-down button and select the one you wish to set for this Vendor.



3.  Enter details into the Comment field.

4.  
Click on the Save button (on the bottom toolbar).

Tip:

Use the or   cursor keys to scroll through the text in the Current Rating Comment field if it is beyond view.

 

Note:

The ratings from the highest to the lowest ratings will display after performing a Provider Search or a Vendor Simple Search from the Admin tab.


2.8.2. Updating a Rating on the Service Provider


Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider


The instruction below provides the ability of maintaining the rating history for this vendor as the detail in the Current Rating Comment field will be lost when a New Rating is applied.  For example, the information in the Comment field below will be replaced with the New Rating Comment.


1.  Click on the Rating tab (left pane).



2.  Select all of the Current Rating Comments.


3.  Press the Ctrl+C shortcut keys to Copy the text.


4.  Click on the New Rating drop-down button and select the one you wish to replace the Current Rating with.




5.  
Click into the New Rating Comment field and press Ctrl+V shortcut keys to paste the Current Rating Comments here.

6.  Click above the pasted information and enter in current details.



4.  Click on the Save button (on the bottom toolbar).

Tip:

Use the or   cursor keys to scroll through the text in the Current Rating Comment field if it is beyond view.

 

Note:

The ratings from the highest to the lowest ratings will display after performing a Provider Search or a Vendor Simple Search from the Admin tab.


2.9. The Credentials Details for the Service Provider

Credentialing in W5 pertains only to service providers and involves the following:

 

· Establishing the providers professional credentials including the jurisdictions where they are licensed to practice

· Uploading their CV(‘s)

· Uploading a copy/image of their license(s)

· Identifying their specialties


The credentials tab displays a list of Professions. A service provider can have more than one profession but there is should be one that is set as the primary profession.


For each profession you can indicate the jurisdictions in which the provider is licensed and for each jurisdiction you can upload a copy/image of the provider’s license documentation for that jurisdiction. Actually, you can upload as many of any kind of document for the provider and for any of their jurisdictions.


2.9.1. Service Provider Primary Profession


Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider


1.  Click on the Credentials tab (left pane) to complete the following:

2.  
Checkmark the Providers Primary Profession (how you want to know this doctor by) in the Professions section.

Only one Primary Profession can be selected and it will now display at the extreme top of the list.

3.  
Checkmark (in the first column) additional Professions, when applicable for this Vendor.



2.9.2. Service Provider Profession Jurisdictions


Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider


1.  Click on the Credentials tab (left pane) to complete the following:


2.  Click once on the Profession that you want to set Jurisdiction for.

Additional options will appear to the right of the Professions section.


3.  Click on the Add button in the Jurisdictions for … section.


4.  Specify the following jurisdiction detail:


(a)  Country


(b) State


(c) Regulated ID


Not mandatory but is needed for billing for 3rd party (e.g. HCAI or regulating body in the US).  Every Provider has a unique number


(d) Unregulated ID


If the Provider has another ID requiring reference (templates), it can be entered here.


(e) Expiry


(f) Description


5.  Click on the Add Document To button, to add Provider specific documents.

(a) 
Select Profession, when adding documents relating to the Provider's profession, such as:

· 
Documents for family
· 
Templates specific to doctor
· 
Referral for doctor

- OR -

Select Jurisdiction, when adding documents pertaining to the Jurisdiction:

· 
Licenses

(b) 
Specify the following details:

  (i) 
Document Ref.

  (ii) 
Document Class

  (iii) 
Draft/Final
 
       Unspecified

       Draft

       Final

  (iv) 
Click on the Browse button.

  (v) 
Navigate to and select the document, then click on the Open button.

6.  
Click on the Save button.


2.9.3. Service Provider Specialities


Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider


1.  Click on the Credentials tab (left pane) to complete the following:


2.  Checkmark the Primary Specialty in the Specialities section.


The Specialities are sought out when booking appointments and are attached to the services of the case. It tells W5 that these providers can do these services.

3.  Checkmark (in the first column) the other Specialities (or services) this Vendor provides.



4.  Click on the Save button (on the bottom toolbar).


2.10. The Txn History Detail for the Service Provider

This tab provides the ability of viewing a list on this vendors Transactions and Charges (Accounting history attached to the Provider):


· Have you been invoiced?

· Charges for cases

· Payments made to the vendor

· Credit Adjustments


2.10.1. Viewing the Transactions that Pertain to this Service Provider


Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider


To view the A/P transactions for this vendor:


1.  Click on the Txn History tab (left pane).


2.  Click in the Transactions radio button.


3.  Optionally select the Txn Status:


· O/S only (outstanding only)
· 
Closed only


4.  Optionally select the Txn Type:


●  All Types

· Any Debits

· Any Credits

· (D) DA – DebitAdjustment

● (D) INT – Interest

· (D) IN – Invoice

· (D) RRRF – Refund

· (C) CA – Credit Adjustment


5.  Optionally specify the needed Date From and to range


6.  Optionally specify the Bank using the Lookup button if needed.


7.  Optionally specify the Currency if needed.


8.  Click on the List button.


A list of the Transactions that apply to the specifications indicated display.


Transactions Distributions


(a) Click on the Dist. button to view the distribution details for that listed item.


2.10.2. Viewing the Charges that Pertain to this Service Provider

Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider

To view the charges for services rendered by this vendor:

 

1. Click on the Txn History tab (left pane).


2.  Click in the Charges radio button.


3.  Optionally select the Status:


· O/S only (outstanding only)

· Closed only


4.  Optionally specify the needed Date From and to range.


5.  Click on the List button.


A list of the Transactions that apply to the specifications indicated display.


2.11. The Groups Detail for the Service Provider

When a service provider belongs to a group of providers (e.g., a clinic).


Note:

When searching for this provider, the results will show that this Service Provider belongs to a group that also offers some or all of the other specialities needed for a claimant. As a result you could forego searching for each Provider individually and schedule the claimant to see, different providers, at one time, at one location.

 

2.12. Adding a Service Provider to a Group

Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider

1.  Click on the Groups tab (left pane) to complete the following:

 

2.  Click on the Add To Group button.


By default the Can Generate Invoice – Any radio button option will be selected, resulting in a complete list of groups.


- OR -


Select one of the alternative Can Generate Invoice options if you wish to target one of those types of Groups.

 

3.  Click on the Group ID that you wish to associate this Service Provider to.

 

4.  If applicable,


(a) Click on the Remove button to remove the Service Provider from that group.


When selected a prompt will ask: “Are you sure you want to remove this Group? Note: this will NOT delete the Group.”

(b) Click on the Yes button to complete the process or the No button to cancel.

– OR –


(a) Click on the Edit button belonging to a Group needing changes.


Please refer to the 6 SETTING UP A GROUP section of this guide for further details on Groups.

 

5.  Click on the Save button (on the bottom toolbar).


2.13. The Signatures Detail for the Service Provider

Storing a copy of the Doctor’s signature for use when generating reports or documents from templates in the Documents Library. This minimizes the time and effort in having the provider sign these documents every time they are prepared.


Provider Maintenance - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider

1.  Click on the Signatures tab (left pane).

 

2.  Click on the Browse button.

 

3.  Navigate to and select the signature file you wish to have available for this provider.

 

4.  Click on the Open button.


The signature will display.

 

5.  Click on the Save button.


2.14. The Eforms Detail for the Service Provider

Provider Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Provider > specify Provider

It sometimes happens that you need to save special information about a client, case, or service that doesn’t have a dedicated place to be recorded within W5.


W5 provides a mechanism that allows you to define your own Electronic Forms (EFORMS) which allow you to have a “form” within W5 that can record this special information. These EFORMS can record as many fields as you want and they can be numbers, dates, text and even your own custom codes.

 

1.  Click on the Eforms tab (left pane) to create or list the W5 Eforms.