For agencies using the Medical module's Providers feature, the corresponding Providers Directory module is used to maintain the master list of provider contacts available for assignment to client records. Records can be added to this directory directly (as detailed under Working with the Providers Directory), or from either of the following locations:
- Referral/Provider Agencies - on the "Contacts" sub-index for an agency set to display as a provider agency.
- Provider Appointments Form - when creating a new appointment record.
Once provider contacts are saved in any of these ways, they can all be worked with and edited from within the Providers Directory.
IMPORTANT! If your agency is in the process of transitioning from Support Services Contacts to the new Providers feature, the Providers Directory can be turned on for the purposes of starting to collect the provider names; however, in such instances client records will still pull in the existing support services contacts information until the transition is complete. During this transition period the following message is included on the Providers Directory index page: 
Required Permissions
The Providers Directory is available to users with the following permissions:
- Referral Agencies Data Entry (optional - only required for data entry, not for reporting)
- Merge Tool (optional - only required if it is necessary to merge provider records)
Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.
Working with the Providers Directory
To add to or make changes to the providers directory, complete the following steps from the AWARDS Home screen:
- Click Administration from the left-hand menu, and then click Builders & Tools. The Builders & Tools fly-out menu is displayed.
- Click Providers Directory. The Providers Directory index page is displayed.
When working on the index page, provider records are easily accessible using the following tools and navigation features:
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"Show Records" display options - By default the index displays all provider contacts; however, the default display can be limited by clicking one of the following "Show Records" options in the left-hand menu:
- Available for Deletion - Limits the display to only those records that can be deleted (those not assigned to any clients).
- Active - Limits the display to only those records with a status of "Active," indicating that they are available for selection during Providers data entry.
- Inactive - Limits the display to only those records with a status of "Inactive," indicating that they are not available during Providers data entry (but may already be saved on client records and still display on reports in those instances).
- Not Shared - Limits the display to only those records that are not yet shared on the agency-wide list of provider contacts. This view displays provider contacts that were added using the "Add New" option under Providers. Those additional contacts are not automatically added to the global list unless the user entering them has the "Referral/Provider Agencies Data Entry" permission; otherwise, they must be approved by a user with that permission in order to be added to the global list for data entry moving forward.
- Employee Providers - Limits the display to only those records that are linked to employees of the agency; specifically, works who have a staff information record in the Human Resources module, who have also been set up as a provider using the procedure outlined below.
- Sorting options - By default, records in the index are sorted alphabetically by provider last name. Click a column header in the data table to sort the index by a different type of data. Click the heading again to reverse the sort.
- Navigation options - 10 records are displayed on the page by default. To access records on subsequent pages of the index (when applicable), click the arrows in the bottom-right corner of the table. To display 25 or 50 records at a time, click the Show drop-down to the left of the record count, also in the bottom-right corner, and make a selection.
Once you select records on the index, a count of how many total records are selected is displayed in the action bar. Selections are maintained while moving from one page of the index to the next; meaning, you can select records on the first page (showing records 1-10 by default) and move to the next page (displaying records 11-20) without losing the selections made on the first page. Links for Show all selected records and Uncheck All are available beneath the index table for easy navigation.
- Search and filtering options - A Search field is available on the action bar along with a corresponding Filter by drop-down list. To search the contents of the index (including those records not currently displayed on the page), enter a value in the Search field. The index is automatically updated as you type. To further narrow your search, use the Filter by selection to indicate whether the search should look at data in "All Columns" (the default) or a specific column.
- ReportBuilder access - The Providers Directory ReportBuilder link on the left-hand menu bar provides a shortcut to access the ReportBuilder for this feature. For instructions on using that ReportBuilder, click here.
- At this time, complete one or more of the following tasks as needed:
Add a new provider - To do so, click the add new icon from the action bar above the providers table. A new data entry page is displayed. Configure the fields and options on this page as necessary, and then click Save. The provider is saved, and a confirmation page is displayed. Once a provider is saved, "Practices/Agencies" and "Contact Method" subsections of the record become available for data entry. These subsections can be shown/hidden for data entry as needed using the left-hand menu. Keep in mind that each subsection has its own sub-index and Save button for data entry purposes.
For more information on each field/option available on the data entry page and its subsections, see Providers Directory Fields / Options.
The index page lists records alphabetically by provider last name. As a result, the newly added provider contacts may not be visible when the index is displayed after your data entry. Click the arrows below the bottom-right corner of the table to navigation between index pages.
Update an existing provider - To do so, click the record to be updated, or click the checkbox to the left of that record and then click the edit icon from the action bar above the providers table. The data entry page is displayed. Make changes to the information on this page as needed, and then click Save. The provider is saved, and a confirmation page is displayed.
For more information on each field/option available on the data entry page and its subsections, see Providers Directory Fields / Options.
IMPORTANT! Changes made to providers information and/or practices/agencies will affect all existing client provider records associated with that provider.
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View or print an existing provider - To do so, click the checkbox to the left the record to be viewed/printed, and then click the view icon from the action bar above the providers table. A read-only version of the record is displayed and can be printed as needed using your browser's print option.
Delete an existing provider - To do so, click the checkbox(es) to the left of the record(s) to be deleted, and then click the delete icon from the action bar above the providers table. A confirmation message is displayed. Click OK to proceed with the deletion. The selected provider(s) are deleted and the updated index is displayed.
IMPORTANT! Provider contacts that have been assigned to a client (under Medical > Providers) cannot be deleted and will not have the delete option available for them. Records that are available for deletion can be viewed using the Available for Deletion filter on the left-hand menu bar.
When a provider is not available for deletion but you no longer want it to be available for use, consider changing the providers Status to "inactive" instead; doing so will hide the provider from view during data entry, but will still allow the provider to appear on reports when it was previously assigned to a client's records.
Merge duplicate provider records - To do so, click the checkboxes to the left of the records to be merged/combined, and then click the Merge icon from the action bar above the providers table. The Merge Records page is displayed. Click the Keep radio button to the left of the record to be kept (or retained), and then click Save. A confirmation message is displayed. Click OK to proceed with the merge. The selected provider records are merged and the updated index is displayed, with the kept record selected.
WARNING! Merging records CANNOT be undone.
When merging, keep in mind the following:
- The "kept" record inherits any Agency and Contact Methods sub-records that belonged to the records being merged into it. In other words, they are all merged onto the "kept" record, except when an exact match already exists on that record.
- If a merged provider record was previously saved on a medication record as a Prescribing Physician or as a referral source contact on an intake/admission (or referral) form, those records are NOT automatically updated with the "kept" provider details. If needed, those records can be updated manually (with the exception of digitally prescribed medications).
Return to the Providers Directory index - To do so, click the To Index icon from the action bar while working in a record to return to the index page. You can also return to the index page at any time by clicking Providers Directory from the breadcrumbs trail below the AWARDS navigation bar.
The process of working with the providers directory is now complete.
Providers Directory Fields / Options
Providers directory data entry takes place in the following sections:
Below is an alphabetical list of the fields and options located in each of these sections. To jump directly to the information for a specific field or option, press <Ctrl+F> to access your browser's search field and enter the name of the field/option in question.
A gear icon 
next to a field or option in this list indicates that it is either optional (and therefore not automatically available in all AWARDS databases), or that some aspect of it (for example drop-down selection lists) is configurable. For more information on the ways in which this data entry page can be configured, see the Providers - Implementation Request Form. To request some or all of the configuration options detailed there, complete the form and submit it to requests@footholdtechnology.com.
General Information
Cell
In this field, type or make changes to the provider's cell phone number.
For existing providers this field displays under Contact Methods rather than under General Information as it does for new providers.
Eligible Provider?
Check this box if the provider being worked with is an eligible provider.
This option will be checked automatically and displayed in read-only mode if the provider is also an employee/staff worker and is designated as an eligible provider within the Credentials portion of his/her Staff Information record in the Human Resources module.
In this field, type or make changes to the provider's email address.
For existing providers this field displays under Contact Methods rather than under General Information as it does for new providers.
Employee / Staff Worker ID
Available when editing an employee provider record. Displays the employee's ID in read-only mode.
Is this provider an agency employee?
If the provider being worked with is also an agency employee who has a staff information record in the Human Resources module, select "Yes" from this drop-down list; otherwise, leave the default "No" value selected.
If "Yes" is selected, an Employee/Staff Worker search field is displayed on the page. Type the name of the worker until a match appears in the results, and then select the appropriate worker. The selected worker's name is then displayed as a read-only value. Based on the worker selected, the NPI or Medicaid Provider ID may also be populated as read-only values on this page if the corresponding information is available in the the Credentials portion of the worker's Staff Information record in the Human Resources module.
License #
In this field, type or make changes to the provider contacts license number. If needed, a License Lookup link is available beneath this field for your reference.
The license lookup link can be adjusted behind-the-scenes upon request to have it point to a non-NY specific site, as needed.
Location
In the Address, Address 2, City, and Zip fields, type or make changes to the provider's address. Also click the State drop-down arrow and select the state in which the provider is located.
The address information for the practice is automatically pulled into these fields if, when creating a new provider record, the Practice/Agency is used to associate the provider with a practice. To edit this default information in the event that the provider has a different address than the practice, uncheck the use Practice/Agency Address checkbox above the address fields; otherwise the information is displayed in read-only report mode.
Medicaid Provider ID
In this field, type or make changes to the provider contact's Medicaid Provider ID.
When working with an employee provider, the Medicaid Provider ID is automatically populated as a read-only value if the corresponding information is available in the Credentials portion of the worker's Staff Information record in the Human Resources module. If no Medicaid Provider ID has been entered for the worker in the credentialing record, this field is instead open for data entry; however, keep in mind that any value entered here is not automatically reflected in the Staff Information record.
NPI
In this field, type or make changes to the provider contact's NPI.
When working with an employee provider, the NPI is automatically populated as a read-only value if the corresponding information is available in the Credentials portion of the worker's Staff Information record in the Human Resources module. If no NPI has been entered for the worker in the credentialing record, this field is instead open for data entry; however, keep in mind that any value entered here is not automatically reflected in the Staff Information record.
Phone
In this field, type or make changes to the provider's phone number.
For existing providers this field displays under Contact Methods rather than under General Information as it does for new providers.
Practice/Agency
In this search field type the first few letters of the practice/agency being added to the providers record. As you type, partial matches are automatically displayed in the results drop-down below the field. Click the appropriate practice/agency name when it is displayed. (Keep in mind that items available for selection from this list are those marked as provider agencies under Referral/Provider Agencies.)
For existing providers this field displays under Contact Methods rather than under General Information as it does for new providers.
Prefix, First Name, Last Name
In these fields type or make changes to the provider contact's name.
Role / Type
Press <CTRL> and click one or more provider roles/types.
Shared
Click this drop-down arrow and select "Yes" to add this provider to the global list of provider contacts shared agency-wide. When shared in this way the provider is available for assignment to clients under Medical > Providers. If "No" is selected this provider will not be available for assignment to client records.
When users create a new contact under Provider Appointment Form or Providers, that contact is not shared with the global list until a user with the Referral/Provider Agencies Data Entry permission updates this option to "Yes." If the user creating the new contact has that permission him/herself, the Shared selection can be made at the time of contact creation.
Specialty
Press <CTRL> and click one or more specialties for the provider.
Status
Click this drop-down arrow and select the provider contact's status:
- Active - When selected the provider contact will be available for assignment to clients under Medical > Providers.
- Inactive - When selected the provider contact will be hidden and unavailable for assignment to clients under Medical > Providers. It will continue to be shown in related reports if the provider was previously assigned to a client's records.
Work Fax
In this field, type or make changes to the provider's office fax number.
For existing providers this field displays under Contact Methods rather than under General Information as it does for new providers.
Practices/Agencies
Location
The address information for the practice is automatically pulled into these fields if, when creating a new provider record, the Practice/Agency is used to associate the provider with a practice. This information - including Address, Address 2, City, State, and Zip - is read-only and cannot be edited from this page. To make changes to the address you must use the Referral/Provider Agencies module.
Practice/Agency
In this search field type the first few letters of the practice/agency being added to the provider record. As you type, partial matches are automatically displayed in the results drop-down below the field. Click the appropriate practice/agency name when it is displayed. (Keep in mind that items available for selection from this list are those marked as provider agencies under Referral/Provider Agencies.)
Status
Click this drop-down arrow and select the practice/agency's status:
- Active- When selected the practice/agency will be available when assigning the associated provider contact to clients under Medical > Providers.
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Inactive - When selected the practice/agency will be hidden and unavailable when assigning the associated provider contact to clients under Medical > Providers. It will continue to be shown in related reports if the provider was previously assigned to a client's records.
Contact Methods
Method
Click this drop-down arrow and select the contact method being added for the provider.
Value
In this field, type or make changes to the value for the selected contact method.
Frequently Asked Questions
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Can providers be assigned to more than one agency/practice?
Yes, providers can be assigned to none, one, or multiple agencies. To do so, update the provider record using the Providers Directory, and open the Agencies sub-index. Click here for more information.
The agency should be entered multiple times using the Referral/Provider Agencies module, each with a unique address.
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Why can't I add an address, NPI, license number, or specialty for a contact using the Referral/Provider Agencies module?
Address, NPIs, license numbers, and specialty selections can only be added to provider records through the Providers Directory or when adding a new provider contact while assigning a medical provider to a client.
If the Provider checkbox is checked on the contact record under Referral/Provider Agencies, it will also display within the Providers Directory, and more detail can be added within that module, which is specific to provider contacts.
Related Reports
Other Helpful Resources
Training Films & Demonstrations
This recording covers how to manually add a referral/provider agency in the Administration module of AWARDS.
This recording covers how to create a provider contact within an agency through the referral/provider agency module in the Administration section of AWARDS.
This recording covers how to add and assign a provider to a provider agency through the providers directory within the Administration module of AWARDS.
Webinar Recordings
Join us as we review the Providers module, which is available for agencies to track provider assignments within the Medical module and Face Sheet. This feature replaces the existing Support Services Contacts, as it allows more transparency and historical tracking. This recording covers creating a new provider in the directory and assigning providers to clients. (August 2018)