Providers User Guide

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Overview

The Providers page is your comprehensive hub for managing healthcare provider information, contacts, and billing relationships. Track provider details, maintain contact information, monitor billing status, and manage provider networks effectively.

Purpose:

• Maintain a complete directory of healthcare providers
• Store contact information and addresses
• Track provider types and specialties
• Monitor billing and fee schedules
• Manage provider relationships
• Access detailed provider history

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Accessing Providers

1. Click Providers in the main navigation menu
2. The providers grid displays with all active providers by default

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Providers Grid

Grid Columns

Column	Description
Name	Provider name (clickable to view details)
Provider Type(s)	Types of services offered (e.g., MRI, Physical Therapy, Billing)
Address	Primary business address
City	City location
State	State location
Zip Code	ZIP/Postal code
Phone	Primary phone number
Fax	Fax number (if available)
Fee Schedule	Assigned fee schedule
Spanish Speaking	Spanish language services available
Reimbursement Rate	Provider's reimbursement percentage
Referring Provider	Whether provider can make referrals
Tax ID	Provider's Tax ID/EIN
Created At	Date provider was added to system
Is Active	Active/Inactive status indicator
Actions	Edit and view audit logs

Sorting

Click any column header to sort:

• First click - Sort ascending
• Second click - Sort descending
• Third click - Remove sort

Default Sort: Name (A-Z)

Note: Some relationship columns (address, phone, provider types) cannot be sorted from the backend

Filtering

Text Filters

Type in the filter bar below any column to search:

• Name - Search by provider name
• Provider Type(s) - Search by service type
• Address - Search by street address
• City - Search by city name
• Zip - Search by ZIP code
• Phone - Search by phone number
• Fax - Search by fax number
• Tax ID - Search by Tax ID

Tip: Filters use "contains" matching, so partial searches work

Dropdown Filters

State Filter:

• Click filter bar under State column
• Select from dropdown list of all states
• Shows providers in selected state only

Fee Schedule Filter:

• Click filter bar under Fee Schedule column
• Select from dropdown list of fee schedules
• Shows providers with selected fee schedule

Is Active Filter:

• Click filter bar under Is Active column
• Select "Active", "Inactive", or "All"
• Filters grid to show selected status

Spanish Speaking Filter:

• Click filter bar under Spanish Speaking column
• Select "Yes", "No", or "All"
• Shows providers with selected language capability

Referring Provider Filter:

• Click filter bar under Referring Provider column
• Select "Yes", "No", or "All"
• Shows providers with selected referral status

Active/Inactive Toggle

Toggle Button: Located in the toolbar (switch icon)

• ON (default) - Shows only active providers
• OFF - Shows all providers (active and inactive)

Usage:

1. Click the toggle switch in the toolbar
2. Grid refreshes automatically
3. Toggle state is saved for next visit

Toggle Billing Filter

Toggle Billing Button: Located in the toolbar

Purpose: Quickly filter to show only billing providers

Usage:

1. Click Toggle Billing button in toolbar
2. Grid filters to show only providers with "Billing" in their provider types
3. Click again to remove filter
4. Filter state is saved for next visit

Use this when you need to quickly find billing companies

Pagination

Controls:

• First/Previous/Next/Last page buttons
• Page number display
• Items per page dropdown

Page Size Options:

• 10 items per page
• 20 items per page (default)
• 50 items per page
• 100 items per page

Grid Persistence

What Gets Saved:

• Column widths
• Column order
• Column visibility
• Filter values
• Active toggle state
• Billing toggle state
• Sort order

How It Works:

• Saved automatically to browser local storage
• Persists between sessions
• Specific to your user account

To Reset: Click the Reset button in toolbar to restore defaults

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Creating a Provider

Opening the Form

1. Click Add button in the toolbar
2. "Add Provider" dialog opens

Required Fields

⚠️ Must complete before saving:

• Name - Full provider name or practice name
• Provider Type(s) - Select one or more provider types (multi-select)
• Priority Status - Select priority/network status
• Referring Provider - Select Yes or No
• Address Information (for new providers)

Provider Information Fields

Basic Information:

Field	Description
Name	Full provider or practice name (required)
Provider Type(s)	Service types offered - multi-select (required)
Tax ID	Provider's EIN/Tax ID in XX-XXXXXXX format
Master Provider	Link to parent provider (for sub-locations)

Network & Priority:

Field	Description
Priority Status	Network tier (Preferred 10, Preferred, Secondary, Virtual, Not in Network)
Referring Provider	Can this provider make referrals? (Yes/No)
Fee Schedule	Assigned fee schedule for billing
Reimbursement Rate	Reimbursement percentage (e.g., 75 for 75%)
Reimbursement Rate Effective Date	Date rate became effective

Coordinators & Managers:

Field	Description
Care Coordinator	Assigned care coordinator
Provider Relations Manager	Assigned provider relations manager

Documentation & Compliance:

Field	Description
Signed Purchase Agreement	Yes / No / SCA Only
Signed HIPAA	Yes (1) / No (0)
Signed HIPAA Date	Date HIPAA was signed
Signed W9	Yes (1) / No (0)
Signed W9 Date	Date W9 was signed
W9 Name	Legal name on W9 (if different from provider name)

Provider Characteristics:

Field	Description
Spanish Speaking	Offers Spanish language services (checkbox)
Checkpoint Eligible	Eligible for checkpoint program (checkbox)
Virtual Provider	Provides virtual/telehealth services (checkbox)
Holds Own AR	Provider manages their own accounts receivable (checkbox)
Website URL	Provider's website

Notes:

Field	Description
Notes	Rich text notes about the provider

Status:

Field	Description
Is Active	Active/Inactive status (checkbox, defaults to Active)

Master Provider

Purpose: Link sub-locations or satellite offices to a main provider

How It Works:

• The Master Provider field is locked by default (🔒 icon)
• Click the lock icon to unlock and enable the dropdown
• Select a parent provider from the dropdown
• Only standalone master providers or master providers with existing locations will appear in the list
• Current provider is excluded from the list

Use Cases:

• Chain practices with multiple locations
• Satellite offices under main provider
• Franchise operations

Address Information

Adding Primary Address:

1. Scroll to Address section
2. Fill in address fields:
3. Address 1 - Street address (required)
4. Address 2 - Suite, unit, etc. (optional)
5. City - City name (required)
6. State - Select from dropdown (required)
7. ZIP Code - 5 or 9-digit ZIP (required)
8. County - County name (optional)

Geocoding: When you save the address, the system automatically:

• Geocodes the address using Google Maps
• Stores latitude and longitude
• Enables the provider to appear on the Provider Map

Phone Numbers

Adding Phone Number:

1. Scroll to Phone Numbers section
2. Initial phone form displays
3. Fill in phone details:
4. Phone Number - 10-digit number (required)
5. Extension - Phone extension (optional)
6. Phone Type - Business, Fax, Mobile, etc.

Adding Additional Phones:

1. Click + (Plus) button
2. New phone form appears
3. Fill in details
4. Repeat for multiple phone numbers

Removing Phone Number:

1. Click - (Minus) button next to phone form
2. Phone form removed immediately
3. If existing phone, it's marked for deletion on save

Tip: Add both main phone and fax number for complete contact info

Provider Types (Multi-Select)

Selecting Provider Types:

The Provider Types field is a multi-select dropdown that allows you to assign multiple service types to a provider.

Common Provider Types:

• MRI
• Physical Therapy
• Chiropractic
• Orthopedic Surgery
• Pain Management
• Billing
• Diagnostic Imaging
• And many more...

How to Select:

1. Click the Provider Type(s) field
2. Dropdown opens with all available types
3. Check/select multiple types as needed
4. Types display as tags in the field
5. Click X on a tag to remove it

Rich Text Notes

Using the Notes Editor:

The Notes field includes rich text formatting:

Toolbar Options:

• Bold, Italic, Underline
• Formats - Headings, paragraphs
• Alignments - Left, center, right
• Lists - Ordered and unordered
• Source Code - Edit raw HTML

Best Practices:

• Use headings for organization
• Use lists for multiple items
• Keep formatting simple
• Use Important Notes checkbox for critical information

Submitting the Form

1. Review all entered information
2. Click Submit button at bottom
3. Form validates all required fields
4. Progress messages show:
5. "Saving provider information..."
6. "Saving phone information..."
7. "Saving address information..."
8. "Adding provider types..."
9. "Linking phones..."
10. "Linking address..."
11. Address is geocoded automatically
12. Success message displays
13. Dialog closes
14. Grid refreshes with new provider

Validation Errors:

If required fields are missing:

• Fields highlight in red
• Error messages display
• Form remains open
• Scroll to errors and correct

Canceling

To cancel without saving: 1. Click Cancel button 2. Or click X in dialog corner 3. Form closes without saving 4. Any entered data is lost

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Editing a Provider

Opening for Edit

Method 1: Click Name

• Click the provider name in the grid
• Redirects to Provider Details page (full view)

Method 2: Actions Column

• Click Edit icon in Actions column
• Edit dialog opens

Making Changes

Edit Form Behavior:

• Form pre-fills with existing data
• All fields are editable
• Address and phone numbers display
• Only changed fields are saved (for PATCH operations)

Provider Type Changes:

When editing provider types:

• Form compares new selections to original
• Adds new type associations
• Removes deselected type associations
• Updates XrefProviderProviderTypes junction table

Phone Number Changes:

• Edit Existing - Modify phone form and it saves
• Add New - Click + and fill in new phone
• Remove - Click - to mark for deletion

Address Changes:

• Modify any address field to save changes
• Address will be re-geocoded if location changes
• Latitude/Longitude updated automatically

Master Provider Lock

For Existing Providers:

The Master Provider field is locked by default to prevent accidental changes.

To Change Master Provider:

1. Click the 🔒 Lock icon to unlock
2. Icon changes to 🔓 Unlocked
3. Dropdown becomes enabled
4. Select new master provider
5. Save form

Restrictions:

• Cannot change if provider has child providers
• Cannot select self as master provider
• Can only select standalone master providers

Deactivating a Provider

Instead of deleting, mark as inactive:

1. Open provider for editing
2. Scroll to Is Active checkbox
3. Uncheck Is Active
4. Submit form
5. Provider hidden from default view (unless Active toggle is OFF)

Why Deactivate Instead of Delete:

• Preserves case file associations
• Maintains appointment history
• Can be reactivated if needed
• Audit trail remains intact

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Grid Actions

Toolbar Actions

Add Button

• Opens form to create new provider

Excel Export

• Exports current grid view to Excel file
• Includes visible columns only
• Respects active filters
• Opens in Excel or downloads

Column Chooser

• Show/hide grid columns
• Click and select columns
• Changes saved automatically

Reset Button

• Clears all filters
• Resets column order and widths
• Resets to default page size
• Reloads grid data

Toggle Billing

• Filters to show only billing providers
• Click again to remove filter
• Helpful for finding billing companies quickly

Row Actions

Name Click

• Click provider name to navigate to Provider Details page
• Full provider information and related data
• Appointments, invoices, case files, etc.

Logs (History Icon)

• Opens audit log dialog
• Shows complete change history
• Displays who made changes and when

Audit Logs

Viewing Change History

To view audit logs:

1. Click Logs icon in Actions column
2. Audit Logs dialog opens
3. View complete change history

Information Displayed:

Column	Description
Field Changed	Which field was modified
Old Value	Previous value
New Value	Updated value
Changed By	User who made the change
Changed On	Date and time of change
Action Type	Created, Updated, or Deleted

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Provider Details Page

Accessing Provider Details

From Grid:

• Click provider name in grid
• Navigates to full provider details page

What You'll Find:

• Complete provider information
• Contacts
• Provider locations (if master provider)

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Common Workflows

Adding a New Provider

1. Click Add button
2. Enter required fields:
3. Name
4. Provider Type(s)
5. Priority Status
6. Referring Provider (Yes/No)
7. Add address information (required for new providers)
8. Add at least one phone number
9. Add fax number (if available)
10. Assign fee schedule and reimbursement rate
11. Select care coordinator and provider relations manager
12. Enter compliance information (agreements, W9, HIPAA)
13. Add any additional provider characteristics
14. Enter notes about the provider
15. Ensure Is Active is checked
16. Submit form
17. Confirm in grid

Updating Provider Information

1. Find provider in grid (use filters if needed)
2. Click Edit icon
3. Update relevant fields:
4. Provider types
5. Fee schedule
6. Reimbursement rate
7. Contact information
8. Compliance documents
9. Update phone numbers if needed
10. Update address if changed
11. Submit form
12. Verify changes in grid

Creating Sub-Locations

To link a satellite office to a main provider:

1. First, ensure main provider exists
2. Click Add to create new provider
3. Enter new provider information
4. Scroll to Master Provider field
5. Click 🔒 Lock icon to unlock
6. Select parent provider from dropdown
7. Complete rest of form
8. Submit
9. Sub-location is now linked to master provider

Finding Billing Providers

Quick Method:

1. Click Toggle Billing button in toolbar
2. Grid filters to show only billing providers
3. Review billing provider list

Filter Method:

1. Use Provider Type(s) filter
2. Type "Billing"
3. Grid filters to matching providers

Finding Providers by Location

1. Use State dropdown filter
2. Select desired state
3. Optionally add City text filter
4. Review providers in location

Finding Inactive Providers

1. Toggle Active switch to OFF
2. Use Is Active filter → Select "Inactive"
3. Review inactive providers
4. Reactivate if needed by editing and checking Is Active

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Tips & Best Practices

Data Entry

✅ Select all applicable provider types - Providers often offer multiple services

✅ Keep compliance docs updated - Track W9, HIPAA, and purchase agreements

✅ Use priority status - Helps with provider selection and scheduling

✅ Include all contact methods - Phone, fax, and website

✅ Set reimbursement rates - Important for financial tracking

✅ Use master provider - Organize multi-location practices

✅ Mark inactive, don't delete - Preserves appointment and case history

Organization

✅ Regular reviews - Check inactive providers quarterly

✅ Update managers - Keep coordinator and relations manager assignments current

✅ Verify addresses - Confirm accuracy for geocoding and maps

✅ Standardize naming - Use consistent formats for provider names

✅ Monitor fee schedules - Ensure providers have correct billing rates

Grid Management

✅ Save common views - Use column chooser for custom views

✅ Use Toggle Billing - Quick access to billing providers

✅ Combine filters - Use multiple filters for precise results

✅ Export for reporting - Use Excel export for analysis

✅ Check audit logs - Review changes when data seems incorrect

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Troubleshooting

Provider Not Showing in Grid

Possible Causes:

• Provider is inactive and Active toggle is ON
• Active filters excluding the provider
• Billing toggle is ON (hides non-billing providers)
• Not yet created or was deleted

Solution:

• Turn Active toggle OFF to see all providers
• Click Reset to clear all filters
• Turn off Toggle Billing if it's active
• Check Is Active filter dropdown

Cannot Edit Provider

Possible Causes:

• Insufficient permissions
• Provider is locked/archived
• Form validation errors

Solution:

• Check your user permissions
• Contact CaseCompass support via support@casecompass.com
• Review form for validation errors

Master Provider Field Disabled

Possible Causes:

• Field is locked (by design)
• Provider has child providers (cannot change)

Solution:

• Click the 🔒 Lock icon to unlock
• If provider has children, cannot change master provider

Provider Types Not Saving

Possible Causes:

• No provider types selected
• Selection was cleared accidentally
• Backend error

Solution:

• Ensure at least one provider type is selected
• Check for error messages
• Try again or contact support

Address Not Geocoding

Possible Causes:

• Invalid or incomplete address
• Google Maps API issue
• Address format not recognized

Solution:

• Verify address is complete and correct
• Use standard address format
• Check for typos
• May need to geocode manually later

Phone Numbers Not Saving

Possible Causes:

• Invalid phone number format
• Missing required phone type
• Validation errors

Solution:

• Ensure 10-digit format (no dashes or spaces)
• Select phone type for each number
• Check for error messages in form

Reimbursement Rate Not Displaying

Possible Causes:

• Rate not set for provider
• Percentage entered incorrectly
• Display issue

Solution:

• Enter rate as whole number (e.g., 75 for 75%)
• Ensure value is between 0-100
• Refresh grid

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Need Help?

If you encounter issues not covered in this guide:

1. Contact CaseCompass support via support@casecompass.com
2. Provide specific error messages
3. Include screenshots if helpful

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Last Updated: November 2025