These are health care practitioners who have been directly involved with a claimant in a capacity that you are either directly or indirectly reviewing on behalf of your clients.


You can enter the following information for non-roster vendors:


●· Name and address

●· Mailing address

●  Notes


You can also attach documents and images.


1.  Click on the Admin tab.


2.  Click on Maintenance


3.  Select Provider Coding.


4.  Select Non Roster Vendor.


5.1. The Non Roster Vendor Detail

 

Non Roster Vendor  Maintenance - only if you’re not already there:

Admin tab > Maintenance > Provider Coding > Non Roster Vendor > specify Non Roster Vendor


1.  Click on the Non Roster Vendor tab (left pane) if not already selected.


2.  Leave the Non Roster Vendor 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 Non Roster Vendor ID  code using your company’s naming convention which can be up to 10 characters (numbers and letters).


Tip:
Click on the Non Roster Vendor Lookup button to see the naming convention when unknown.

 

3.  Complete the Non Roster Vendor tab settings as needed for the following:

 

                                                                                         

   Setting
   
   Details/Examples
   
   Instructions
   
  Type
  
 For Non Roster Vendors 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.

The "Name" field is simply the unqualified full name of the vendor.

  
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.
  



 Is Internal
  
When selected, displays details in  green when viewing this Vendor. 
  
●· 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
  
Dictation ID appears on letters as a reminder of the ID to use when doing phone in dictation. 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.
   
  


5.2. The Address Detail for the Non Roster Vendor


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


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


2.  Enter the Street Address for the vendor.


3.  If the vendor wishes to have letters and checks delivered to a different address then enter that in Mail To Address.

 

- Otherwise -


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


5.3. The Notes Detail for the Non Roster Vendor


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


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


A note can have a special meaning based upon the Note Type code that you assign to it.  These special notes pertain to Scheduling, Reporting and Billing.


5.3.1. Creating New Notes for the Non Roster Vendor


Non Roster Vendor  Maintenance- only if you’re not already there:

Admin tab > Maintenance > Provider Coding > General Vendor > specify Non Roster Vendor


1.  Click on the Notes tab (left pane) to complete Vendor 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).


5.3.2. Editing the Non Roster Vendor Notes

Non Roster Vendor  Maintenance- only if you’re not already there:

Admin tab > Maintenance > Provider Coding > General Vendor > specify Non Roster Vendor


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

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).


5.3.3. Printing the Non Roster Vendor Notes


Non Roster Vendor  Maintenance - only if you’re not already there:

Admin tab > Maintenance > Provider Coding > General Vendor > specify Non Roster Vendor


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


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


Non Roster Vendor  Maintenance - only if you’re not already there:

Admin tab > Maintenance > Provider Coding > General Vendor > specify Non Roster Vendor


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.


5.4. The Diary Detail for the Non Roster Vendor


You can schedule meetings, reminders and other events with a vendor and these events may or may not be related to cases.


This feature does not apply to Non Roster Vendor’s.


5.5. The Eforms Detail for the Non Roster Vendor

Non Roster Vendor  Maintenance 
- only if you’re not already there:

Admin tab > Maintenance > Provider Coding > General Vendor > specify Non Roster Vendor


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.