Medversant Client Portal User Guide
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1 Medversant Client Portal User Guide THE ONLINE, CENTRALIZED PORTAL CREATED EXCLUSIVELY FOR MEDVERSANT S CLIENTS TO STREAMLINE DATA ACCESS AND INCREASE PROCESS TRANSPARENCY. Version 2.0
2 System Requirements OS: Windows XP, Vista, and 7; MAC OSX Internet Browser: Internet Explorer Firefox New Users - Request a Client Portal Account 1. If you require a Client Portal account, please contact your organization s Client Portal user who has been designated as a Client Portal System Administrator. This user will assign you a Username and temporary password for initial login. Returning Users Log in to Your Client Portal Account 1. Visit 2. Enter your username and password and click the Login button. Version 2.0 2
3 Important: Your Username is the address used to create your account and must be entered as a complete address to properly log in (Example: JohnDoe@gmail.com). Important: Each username/ address must be unique and may only be used for one Client Portal account. Request Your Forgotten or Lost Password 1. Visit 2. Click the Forgot Password link toward the bottom of the screen. 3. Enter the address associated with your account and click the Retrieve button. Version 2.0 3
4 4. Select the Security Question, fill in the answer. 5. Enter and confirm your new password, click the Submit button, and follow the on-screen instructions to log in to your Client Portal account. Version 2.0 4
5 6. You will be taken back to the Login Screen and enter your UserName ( address) and your updated password. Version 2.0 5
6 Data Access: Search by Query Please note: Not all functionalities are applicable to all clients features are available based on client preference and request. If you have any questions about your organization s access to the following features, please contact your organization s designated Client Portal System Administrator 1. From the Data Access tab, click the Search by Query link at the top of the screen. 2. On the left-hand side, choose the Search by Query method you wish to use: Simple Search: The user can search all client-specific provider data using limited fields to include: Provider First Name, Provider Last Name, and Provider Practice Type. Version 2.0 6
7 Advance Search: The user can search all client-specific provider data using expanded information fields. More ways to do a detailed search. Version 2.0 7
8 3. Enter data into the applicable information fields and click the blue Submit button to initiate your search. Don t just hit the enter key on your keyboard but click on the Submit button. Your results will generate and may be re-ordered by clicking on the blue column headers and the results will resort themselves numerically or alphabetically. 4. A large return of results will create pages of found providers. You will be shown the number of pages created and the number of providers found from your search. You can change the page results size from in a single view. You can also use the yellow navigation arrows to move between pages. Version 2.0 8
9 5. To download data or documents, click the checkbox next to the appropriate provider records and click the Download Data or Download Documents link. Choose the file format you prefer from the pop-up that appears. 6. Download Data Download data files by clicking on the Download Data link and then selecting the preferred data type: XML or CVS file delimited by either comma, semicolon or pipe. The selected data file will be downloaded. 7. Download Documents Download documents by clicking on the green Download Documents link and the selected files will be downloaded in a zipped file. Check the bottom of your browser for the file. Your Version 2.0 9
10 particular browser may download files in a different way. Data Access: Search by List Please note: Not all functionalities are applicable to all clients features are available based on client preference and request. If you have any questions about your organization s access to the following features, please contact your organization s designated Client Portal System Administrator 1. From the Data Access tab, click the Search by List link at the top of the screen to search all clientspecific provider data in bulk by searching a.csv file uploaded for searching. Important: This search option is valuable to users who have a pre-determined set of records requiring querying. Click the Choose File button to find your.csv file and then click the blue Submit button to load. Version
11 2. Upload your pre-determined list of records requiring querying. You will be creating this list. The CSV should contain the columns in this order, use all columns listed in the image below. If you don t have the data for each column just leave it blank. Important: The uploaded file must be in a CSV (comma delimited) format with a maximum of 200 rows of data including the header row. Below are a sample CSV (comma delimited) file and sample metadata: Metadata for Sample CSV File: Column Name Provider_First_Name Provider_Last_Name Degree Gender Date_of_Birth Optionality (R-required, O-optional, C-conditional) Comment R R O O R SSN C Not required if NPI is present NPI C Not required if SSN is present 3. Your results will generate and will be sorted into two clickable tabs Record Found and Not Found. The Record Found tab includes those records that were found within Medversant s database, based on the search criteria offered within the uploaded file. Important: If you wish to view the file you uploaded, please click on the Preview File link at the top of the screen. 4. Your results will generate and may be re-ordered by clicking on the blue column headers and the results will resort themselves numerically or alphabetically. Version
12 5. Download Data Download data files by clicking on the Download Data link and then selecting the preferred data type: XML or CVS file delimited by either comma, semicolon or pipe. The selected data file will be downloaded. 6. Download Documents a. Download documents by clicking on the green Download Documents link and the selected files will be downloaded in a zipped file. Check the bottom of your browser for the file. Your particular browser may download files in a different way. Version
13 DATA ACCESS: REQUEST HISTORY (Re-Download of Previously Accessed Data) Please note: Not all functionalities are applicable to all clients features are available based on client preference and request. If you have any questions about your organization s access to the following features, please contact your organization s designated Client Portal System Administrator 1. From the Data Access tab, click the Request History link at the top of the screen to search all clientspecific provider data in bulk. IMPORTANT: This feature allows users to re-download a provider data file that has previously been downloaded. 2. All previously downloaded provider data files will be listed click on the Download link in the Re- Download column corresponding to the file(s) you wish to re-download. Version
14 REPORTS This section of the User Guide applies to Report generation. Mostly referring to the Practitioner Affiliations history. Other report types may be available. 1. Click on the Reports Tab at the top right of the Client Portal page. 2. This will take you to the Reports section of Client Portal. (Premera is used only as an example) 1. On the left-hand side is the Report search area: Note not all groups have multiple report types. a. Client Name Your Organization b. Report Type defaults to the Affiliation Report but other types may be listed here. c. Report Date Select the date range here for filtered content. d. Click on the blue Search button to generate the reports. e. Results are displayed on the right. f. Click on the report link that you wish to download. Version
15 ADMINISTRATORS ONLY USER MANAGEMENT This section of the User Guide applies only to those users who have been designated as their organization s Client Portal System Administrator. As the Client Portal System Administrator, these users will be charged with managing their organization s users, including assigning usernames, temporary passwords for new accounts, and roles and permissions. 1. Click on the Users tab at the top of the screen. Then click on the Users tab next to the Profile tab. s Version
16 CREATE A USER 2. Fill out the User Creation Form. Check Client name. First and Last Name Role sets the level of account access for the user. Client Staff can search for records and download data. Client Admin same as Staff but can also create and edit users. Address This will be used for the UserName login. Password and Confirm password. Checkbox to require Security Question on the first/initial login. 3. Click the blue Save button to create the user record. You will get a confirmation on the page. 4. You will notice on the upper right, a small icon. Click that icon to see the list of Users for your organization. Version
17 (Premera is used only as an example) 5. Client Portal User Listing Search Text field You can enter the first or last name of a User to find their record. Be sure to click on the Search button and not just hit enter on the keyboard. Below the Search Text field, you will see the listing of accounts created for your organization. Displayed are: Client Name Your Organization User Name address of user Name Name of user Role Level of account access granted. Status Active or Inactive Is Locked Account status can be locked due to excessive wrong password attempts. Icon for editing the user record paper with pencil icon can edit the user record. Icon for making account inactive Stop sign icon makes in the account inactive. IMPORTANT: The address listed for the user will function as that user s username for login. Please note that each user must have a unique address/username. IMPORTANT: When assigning the user s role, please note that there are two (2) user roles currently available within Version
18 If You Need Further Assistance If you have any additional questions, please click on the Contact Us link in the footer of any page to submit requests for further assistance. Version
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