(blue star) CONTEXT / SCOPE

The purpose of this SOP is to provide the CSM with clear instructions and steps to ensure full understanding of the Credentialing Software and its respective modules and submodules. Having this knowledge will improve how CSMs provide their training sessions, as well as be more prepared for questions the admins will have. 

(blue star) IMPACTED TEAMS

(blue star) GLOSSARY

RESOURCES

Internal

External

Find what you’re looking for by training session number!

(blue star) TABLE OF CONTENTS

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There is an Add Information button at the bottom of the page:

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There is an Add Information button at the bottom of the page:

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Before the Training Session

Admin LMS Account Set-Up

  1. Make sure that you have uploaded the completed Locations, Departments and Positions rosters into the system (these will be requested since your first email using the Welcome to MedTrainer! CSM Template available in Outreach). After that,

  2. Ensure to send the admin the downloaded Employee roster from their account’s Employee Center. (this will be required in the Onboarding Call Recap email template) Once that is completed by the admin, you will be able to upload their employee lists with less issues.

  3. Please make sure to send the following rosters to the admin:

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Ideally, the admin’s accounts can be set with their employees before training sessions. If this is not possible before then, simply remind the admin it is important to do so in case they would like assistance with initial setup. Please follow the Initial Organization Management Setup, and feel free to forward this file to your admins in its PDF form as well. Remember to log in the “LMS Set-Up Completed Date” field in the Onboarding Object.

Ideally, the admin’s accounts can be set with their employees before training sessions. If this is not possible before then, simply remind the admin it is important to do so in case they would like assistance with initial setup. Please follow the Initial Organization Management Setup, and feel free to forward this file to your admins in its PDF form as well. Remember to log in the “LMS Set-Up Completed Date” field in the Onboarding Object.

  1. Remember to enter the “LMS Set-Up Completed Date” field in the Onboarding Object.

Your Demo Account Set-Up

The purpose of this is to:

Make sure to have:

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In order to provide more detail of several fields within the modules and their respective pages, you can advise the admin to hover over the following icon: 

In order to provide more detail of several fields within the modules and their respective pages, you can advise the admin to hover over the following icon: 

Preparing the Meeting

If your admin would like you to schedule the meeting on a specific date and time, review Options 1, 2 and 3 sections of the Onboarding SOP. -

If the admin hasn’t scheduled a training session yet, please send proposed times as shown in the Option 4: Gmail (Inserting Proposed Times) section of the Onboarding SOP.

For all the above, please make sure to select the correct meeting type when scheduling. You can find them in the Training Meeting Types Outreach Collection. Remember that we have the following:

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Please note that the meeting descriptions will contain the schedule per training session, as stated in the Training Matrix (found in the https://medtrainer.atlassian.net/wiki/pages/resumedraft.action?draftId=4221435905&draftShareId=7263dcfd-160f-46aa-bf09-123b3825a5ef)

We need to have the training sessions logged into the corresponding SF account, and confirm that the meeting also appears scheduled in Gong so that it can be recorded. You can check in Gong if your meeting appears once you click on the “View upcoming calls” section. It should appear if the process was followed. If this is not the case, please perform the following steps:

SchedMeetingGONG.mp4note

Please follow the  https://medtrainer.atlassian.net/wiki/pages/resumedraft.action?draftId=4159504610&draftShareId=12f6a5fa-018f-4afb-8a48-51ae87f171a8 SOP to keep track of your emails, calls and meetings, both for visibility and account management purposes.

Please follow the  https://medtrainer.atlassian.net/wiki/pages/resumedraft.action?draftId=4159504610&draftShareId=12f6a5fa-018f-4afb-8a48-51ae87f171a8 SOP to keep track of your emails, calls and meetings, both for visibility and account management purposes.


Training Session 1

Organization Management Training

If this is the first training session with your admin, provide Organization Management training covering the following topics (it is suggested to follow the steps on the Initial Organization Management Setup ,  as it follows the recommended setup order. Feel free to forward this file to your admins as well):

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Remember to let the admin know that NPI and SSN fields are now available in the full profiles.

Remember to let the admin know that NPI and SSN fields are now available in the full profiles.


PART 1: The Organization Management Module

Preparation

Before creating any employees it is best practice to have the account foundation ready to make the rest of the organizational management process more efficient.

Practice Locations

The first step is to create the practice locations. As a recommendation, if the needed locations are less than 10, it is faster to individually create them. If there are several locations, it is faster to download our CSV template, populate the information, and then upload the file so they can be created in bulk.

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Credentialing Information. This is where the admin will be able to set up their practice location details.

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Please give the admin a walkthrough of the tabs:

Information

Populating the modules of the Information tab will be helpful not only for better organization, but for a more complete location profile at the time of starting enrollments with payors:

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Set Up Insurances

Payors/Insurances that pertain to each practice location can be set here:

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Providers

Once providers start getting enabled in each location, and get their provider profiles active, they will start showing below as such:

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Verifications

Set verifications for any applicable documents, such as the DEA License Verification.

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Mandatory Documents

“Document needs vary based on the type of provider and insurance plan.  Here are a list of base documents that may be needed:

  1. Practitioner License(s)

  2. Malpractice Insurance (Certificate of Insurance)

  3. DEA (federal) and state CDS certificates

  4. Board Certification(s)

  5. Diploma – copy of highest level of education (required for non-MD’s,DO’s)

  6. Current CV (showing current employer, and all entries have mm/yy format)

  7. IRS Form W-9

  8. Current driver’s license

Other documents that may be applicable:

  1. ECFMG Certificate (if educated outside of The United States)

  2. Passport or other citizenship documents (if born outside U.S. and not previously enrolled in Medicare)

  3. Collaborative Agreement (required for Nurse Practitioners)

  4. Admitting Arrangement letter (required for providers who do not have hospital admitting privileges)

  5. Prescribing arrangement letter for providers not holding DEA certificate”

To learn more about documents providers need for credentialing, visit https://physicianpracticespecialists.com/credentialing/types-of-documentation-needed-for-physician-credentialing/.

Here, admins can set a list of documents that will be requested from providers:

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Location Documents

“Documents needed for your legal entity:

  1. IRS form CP575 or replacement letter 147C (verification of EIN)

  2. CLIA Certificate

  3. Business License

  4. Copy of office lease (required for therapy facilities)

  5. Letter of bank account verification (for Medicare enrollment)”

To learn more about documents providers need for credentialing, visit https://physicianpracticespecialists.com/credentialing/types-of-documentation-needed-for-physician-credentialing/.

All practice location documents can be set here:

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Make sure to guide your admin through these action buttons:

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Make sure to guide your admin through these action buttons:

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OPTIONAL STEP FOR ADMINS:

To set up Location Managers in advance (or if they haven’t been set up previously), go back to Organization Management - Locations, find the location you need, and click on this button:

Here, you can add any of your Admins and Super Admins as Location Managers:

image-20240716-184115.png

You can also enable manager notifications

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Or delete admins

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Organizational NPIs

“A National Provider Identifier (NPI) is a 10-digit numerical unique identifier and a Health Insurance Portability and Accountability Act (HIPAA) standard.  NPI replaced the numerous different provider numbers previously issued by each payer with a single identifier that is used across all health plans.

 There are 2 different types of NPIs; Type 1 (individual) and Type 2 (organizational). All clinical providers need to obtain a type 1 (individual) NPI number.  This number will identify the provider who rendered services to a patient and needs to be reported on claim forms sent to payers.

 Group practices that bill with a group tax identification number (TIN) should also apply for a Type 2, organizational NPI.  This Type 2 NPI number should be used to complete enrollments with payers and for billing purposes.  For group practices, individual providers' NPIs will be linked to the group NPI in the payer's system and both reported on claim forms submitted for reimbursement.”

To learn more about NPIs and TINs, visit https://support.drchrono.com/hc/en-us/articles/7117152502427-Individual-vs-Organizational-NPIs

There are two types of NPIs: Type 1, for individual health care providers, such as dentists and hygienists, and Type 2 for incorporated businesses, such as group practices and clinics. In this submodule, the admin will be able to add their organizational NPIs (Type 2) and link them to the corresponding practice locations. 

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Departments

Guide the admin through the process of setting up their necessary departments and positions. 

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Departments can be made invisible from admins by toggling the blue switch on the right of each one.

Departments can be made invisible from admins by toggling the blue switch on the right of each one.

Positions

Remember that we have two databases: the initial 10-page database , and a hidden generic database after clicking on the “Create Position” button. Once the pop-up window shows, there are 3 options:

  1. Searching through the Generic Database, selecting and hitting “Create”

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  1. If they need something more specific (if there are any internal ways of classifying positions), they can click on “Create New”  and type in the position.

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  1. If they have a similar case as #2, but they need to do a massive position upload, they can click on Upload CSV and upload the filled-in spreadsheet.

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Divisions

If  the organization has divisions, these can be added here:

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For some historical fun facts on how medical departments and divisions came to be, visit

https://www.amjmed.com/article/S0002-9343(05)01145-9/fulltext


PART 2: The MT Credentialing Module

Visiting Individual Provider Profiles

Activating and Disabling Providers

In the Provider Profiles dashboard, the admin will be able to enable and disable provider profiles, as well as see any terminated provider profiles. Ideally, you should already have at least one active provider profile, which will be used for the walkthrough. 

If no providers have been activated previously, go to the “Not Enabled” tab, look for your provider, and click on “Activate”. Once you do, they will let you choose their main practice location. Then you can “Save” or “Save and go to profile”.

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Providers can also be disabled at any time:

image-20240717-144514.png
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It is recommended to start the provider profile walkthrough from right to left (excluding Privilege Delineation), as it follows the same flow of the hiring-onboarding-credentialing process.

It is recommended to start the provider profile walkthrough from right to left (excluding Privilege Delineation), as it follows the same flow of the hiring-onboarding-credentialing process.

Practice Locations

Admins can add or remove locations as applicable. If the provider has one main practice location, the system will recognize it as such by having it dragged to the top of the list.

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Admins can also pull practice location reports per provider:

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Documents

This tab will help the admins monitor provider documents individually. Please provide the steps on:

Overview and Filters

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Document Type Catalog Update:

Effective immediately:

  • The document types CAQH Attestation, Certificate of Liability Insurance, and Malpractice Insurance will no longer be part of the MedTrainer Document Type catalog.

  • Instead, they will now be available exclusively within the Customer-Custom Document Type catalog for customers currently using them (the list of clients currently using the document types is attached here).

What does this mean for you and our clients?

  • No action is required on your part: The existing documents and data will remain exactly as they are, and you and your clients will continue to see and access them as usual.

Why the change?

  • For CAQH Attestation, the proper document type is CAQH Data Summary, which remains available in the general catalog.

  • For Certificate of Liability Insurance and Malpractice Insurance, these are better aligned with the Professional Liability Insurance (PLI) document type, which remains in the general catalog as the recommended option.

Document Requests

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Creating Document Containers

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Document Action Buttons

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Add file version
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View detail
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Delete document container
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Activity logs
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Cancel request
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Exporting Reports

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Switching Profiles

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Exclusions

“An exclusion is a provision within an insurance policy that eliminates coverage for certain acts, property, types of damage or locations. Things that are excluded are not covered by the plan, and excluded costs don’t count towards the plan’s total out-of-pocket maximum.“

To learn more, visit https://www.healthinsurance.org/glossary/exclusion/

The exclusions tab runs these automatically, so if there are any exclusions involving the provider, they will pop up here:

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If exclusions are not previously set for all staff, this is the way to do it, located in the Exclusions Module section.

Verifications

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Information

This is where all provider background history is added. Think of this as a very detailed resume. Guide the admins through all the categories, and remember to mention:

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A lot of our clients use a platform called CAQH, where they have similar information fields filled in for their providers. In order to migrate the information into our platform, they will need the following:

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Once these requirements are completed, the button will become enabled.

To learn more about CAQH and how it is involved in the MedTrainer credentialing process, visit:

https://medtrainer.com/blog/caqh-credentialing/

A lot of our clients use a platform called CAQH, where they have similar information fields filled in for their providers. In order to migrate the information into our platform, they will need the following:

image-20240717-193756.png

Once these requirements are completed, the button will become enabled.

To learn more about CAQH and how it is involved in the MedTrainer credentialing process, visit:

https://medtrainer.com/blog/caqh-credentialing/

Enrollments

“Provider enrollment is the process of registering with an insurance network to become an approved provider and receive reimbursement for services provided to patients covered by that network. It involves submitting an application and supporting documentation, such as proof of licensure, malpractice insurance, and education and training credentials.

To learn more about enrollments, and how they are different from provider credentialing, please visit https://physicianpracticespecialists.com/credentialing/provider-credentialing-vs-provider-enrollment-understanding-the-difference/

This tab is designed to be complex, as there are many factors to consider during the Enrollment process.

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To add an enrollment, make sure that you have Insurances according to the https://medtrainer.atlassian.net/wiki/spaces/CSKB/pages/edit-v2/4135583745?draftShareId=22b6aaca-4c27-43de-ac1a-24b7bc456890#Practice-Locations process.

Walk the admin through the following steps:

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The enrollments that appear are the ones previously set in the https://medtrainer.atlassian.net/wiki/spaces/CSKB/pages/edit-v2/4135583745?draftShareId=22b6aaca-4c27-43de-ac1a-24b7bc456890#Set-Up-Insurances section.

When viewing the Enrollment Details, you will have these tabs available:

“Line of business, in the realm of commercial insurance, refers to a specific category or type of insurance coverage that is offered to businesses or individuals within a particular industry or sector. It represents a distinct area of insurance that is tailored to address the unique risks and needs associated with a specific line of work or business activity.“

To learn more, visit https://foundershield.com/insurance-terms/definition/line-of-business/

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If there is a form missing for any payer, or the current form is not working, please reach out to Customer Support via the #mt-functional-questions (blue star) Slack channel.

If there is a form missing for any payer, or the current form is not working, please reach out to Customer Support via the #mt-functional-questions (blue star) Slack channel.

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If any tasks are due, they will appear as shown below. Remember that admins can also run enrollment tasks reports:

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If any tasks are due, they will appear as shown below. Remember that admins can also run enrollment tasks reports:

20240718-1811-31.3425683.mp4

Dashboard

Lastly, the Dashboard tab provides us with a status summary on: Documents, Verifications, Enrollments and Enrollment Tasks. The graphs shown are also hyperlinked to each of their respective sections of the provider profile, for quick access.

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Company Settings Part 1


Training Session 2

Admin Dashboard

This dashboard provides an overview on all credentialing stats (including Notifications and Tasks) and has two main action buttons: “+New Enrollments” and “Activate Providers”.

Please give the admin a full overview of what shows below:

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Admins can active providers directly from their dashboard, they will be redirected to the provider profiles dashboard.

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Please keep in mind that the admins will be able to access the rest of the submodules directly from the Admin Dashboard, as they are linked.

Please keep in mind that the admins will be able to access the rest of the submodules directly from the Admin Dashboard, as they are linked.

Provider Profiles Dashboard

In the Provider Profiles dashboard, the admin can:

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Privileges and Appointments

“Hospital privileges give doctors authorization to practice at and admit patients to a particular hospital. These privileges allow physicians to perform specific procedures like surgery and must be awarded by every hospital where a doctor wants to practice in. 

Types of hospital privileges

There are three main categories of hospital privileges:

Hospital privileges and hospital credentialing sound similar, but they are indeed two different processes. Hospital credentialing must happen before you apply for hospital privileges.

During this credentialing process, the medical facility will focus on ensuring that you are able to provide competent and safe patient care. To do so, hospital bylaws will be consulted and you will be required to provide proof of your education and medical training. “

To learn more about privilege appointments and reappointments, visit https://support.drchrono.com/hc/en-us/articles/7117152502427-Individual-vs-Organizational-NPIs

This dashboard shows an overview of all the existing privileges and appointments applicable to the providers. Admins and Super Admins will be able to generate new appointments here as well.

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Delineation of Privileges (DOP) Form Builder:
These updates significantly enhance the flexibility, usability, and efficiency of the form-building experience, ensuring our tool supports a broader range of DOP forms.

Previously, our DOP Form Builder lacked essential features that made it impractical for many real-world use cases. Users had to work around several limitations, such as:

  • Limited control over privilege clusters.

  • Inability to add custom labels for signatures.

  • Form headers appearing on every page of generated PDFs.

  • No way to indicate privileges that were "Not Requested."

These gaps meant that many users still relied on external tools to complete their forms.

What does this update mean for our clients?
These enhancements will:

  • Improve data clarity by refining privilege clusters and privilege status tracking.

  • Reduce manual work by allowing admins to define custom titles for signature fields.

  • Enhance document readability by improving PDF formatting.

  • Ensure greater flexibility in form creation by expanding text fields and supporting multiple signatures.

Here’s What’s New:

Forms Catalog Module Enhancements

  • Form Name → Form Title: Standardized terminology across the platform.

  • PDF Header Update: Now only visible on the first page of generated PDFs.

Privilege Clusters Enhancements

  • New Description Field: Admins can add up to 5000 characters before each privilege cluster.

  • Updated Status Selection: "Not Requested" has been added as an option. Round buttons now group mutually exclusive selections (e.g., selecting "Granted" clears "Denied").

  • Improved Table Layout: Titles appear above tables, and the Privilege column is clearer.

Signatures Section Enhancements

  • Customizable Signature Titles: Admins can rename “Applicant Signature” and “Approval Signature” (e.g., "Committee Head of XXX").

  • Multiple Approval Signatures: Users can now add, delete (“X”), and reorder multiple approval signatures.

  • New Description Fields: Up to 5000 characters for Applicant, Approval, and Additional Signatures (useful for disclaimers/instructions).

PDF Output Enhancements

  • New "Not Requested" Column in Privilege Clusters.

  • Improved Round Button Formatting for Requested, Not Requested, Granted, and Denied statuses.

  • Signature Formatting: Custom titles and descriptions now appear in PDFs.

Delineation of Privileges (DOP) Form Builder:
These updates significantly enhance the flexibility, usability, and efficiency of the form-building experience, ensuring our tool supports a broader range of DOP forms.

Previously, our DOP Form Builder lacked essential features that made it impractical for many real-world use cases. Users had to work around several limitations, such as:

  • Limited control over privilege clusters.

  • Inability to add custom labels for signatures.

  • Form headers appearing on every page of generated PDFs.

  • No way to indicate privileges that were "Not Requested."

These gaps meant that many users still relied on external tools to complete their forms.

What does this update mean for our clients?
These enhancements will:

  • Improve data clarity by refining privilege clusters and privilege status tracking.

  • Reduce manual work by allowing admins to define custom titles for signature fields.

  • Enhance document readability by improving PDF formatting.

  • Ensure greater flexibility in form creation by expanding text fields and supporting multiple signatures.

Here’s What’s New:

Forms Catalog Module Enhancements

  • Form Name → Form Title: Standardized terminology across the platform.

  • PDF Header Update: Now only visible on the first page of generated PDFs.

Privilege Clusters Enhancements

  • New Description Field: Admins can add up to 5000 characters before each privilege cluster.

  • Updated Status Selection: "Not Requested" has been added as an option. Round buttons now group mutually exclusive selections (e.g., selecting "Granted" clears "Denied").

  • Improved Table Layout: Titles appear above tables, and the Privilege column is clearer.

Signatures Section Enhancements

  • Customizable Signature Titles: Admins can rename “Applicant Signature” and “Approval Signature” (e.g., "Committee Head of XXX").

  • Multiple Approval Signatures: Users can now add, delete (“X”), and reorder multiple approval signatures.

  • New Description Fields: Up to 5000 characters for Applicant, Approval, and Additional Signatures (useful for disclaimers/instructions).

PDF Output Enhancements

  • New "Not Requested" Column in Privilege Clusters.

  • Improved Round Button Formatting for Requested, Not Requested, Granted, and Denied statuses.

  • Signature Formatting: Custom titles and descriptions now appear in PDFs.

Documents

This module shows an overview of all document stages, and will also let the admin upload any missing documents, or update any expired ones:

note

By selecting each document, they can both upload a new document version, or go to the provider’s profile.

By selecting each document, they can both upload a new document version, or go to the provider’s profile.

Custom type.webm

The custom document type facility introduces a dedicated section for managing custom document types. Admins now have full control over the lifecycle of custom document types, from creation to deprecation. The streamlined process eliminates confusion, improves usability, and ensures accurate data management.

What is new?

  1. Dedicated Management Section: A new "Custom type" option within the mt|credentialing / Documents section for easy access.

  2. Enhanced Functionality:

    • Create: Add custom document types with validation to prevent duplicates.

    • Edit: Update names and descriptions directly from the management table.

    • Deprecate: Mark custom document types as deprecated to hide them from dropdowns without deleting existing records.

  3. Improved Visibility:

    • View all custom document types in an organized table with sortable columns and filtering options by tenancy, status, or type.

    • Search functionality for quick access to specific custom document types.

  4. Redirects for Usability: The "Create Custom Document" option in the Location Facility now directs users to the new Custom document type facility.

Massive Update

Document Containers help admins organize documents further, by helping them categorize even more. This enhancement is designed to simplify and accelerate document management, addressing one of the most requested improvements from our clients.

Editing Aliases

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Autofill

This enhancement simplifies field population by introducing auto filling capabilities that leverage provider data within the system. Users can now automate the autofill process, and ensure accurate data integration for every submission. This reduces time spent on manual tasks and minimizes errors, enabling a more efficient workflow.

With these updates, users can now autofill any document (that meet all requirements) to meet their diverse credentialing requirements, such as onboarding new providers, submitting reappointment applications, or completing enrollment packages. Whether managing a single provider or multiple, this streamlined process ensures higher accuracy, consistency, and compliance while saving valuable time.

What it consists of:

  1. Mapping field names

    1. For this scope we are only supporting fields from provider information section.

    2. Details about the field names for mapping and how to configure can be found in the User Guide.

  2. Autofill for Form Fill Documents

    1. One-click action to populate form-fill PDFs with mapped provider data.

    2. Seamless integration ensures new data replaces existing data on the most current document version—no new version is created.

  3. Activity Logs

    1. Logs are generated only if data is updated during the autofill process.

    2. Users can view these logs to verify that autofill actions were recorded accurately.

PDF Forms

Our platform makes sure that manually entered data in PDF forms is retained, providing a more seamless and reliable experience for users.

Previously, when users manually entered data into PDF forms, the information was not retained if the page was refreshed or navigated away from. This meant that any manual changes were lost, requiring users to re-enter the data. Additionally, when combining the autofill feature with manual input, only the autofilled data was saved, while manually entered information was discarded. This created inefficiencies and frustration, especially in workflows requiring both autofill and manual data entry.

Here are the features:

  1. "Save" Button for Manual Changes:

  2. Unsaved Changes Alerts:

  3. Unsaved Changes Modal:

  4. Integration of Autofill and Manual Input:

  5. Activity Logs for Manual Saves:

  6. Exclusion of Signature Fields:

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Credentialing Packets

Previously, creating a credentialing packet was a manual and time-consuming process conducted outside MT. Users had to copy and paste all necessary documents into Adobe PDF to combine them into a single file.

This feature empowers Admins and Super Admins to seamlessly create credentialing packets for each provider directly within the system, eliminating the need for manual document assembly.

This enhancement enables Admins and Super Admins to create, manage, and optimize credentialing packet templates effortlessly.

Capabilities in Credentialing Packet Settings
Within this feature, users can:

  1. Create New Templates: Set up credentialing packet templates by specifying the required document containers.

  2. Edit Existing Templates: Update or modify templates to reflect new requirements.

  3. Deprecate Templates: Retire templates that are no longer needed.

  4. Delete Templates: Permanently remove unnecessary templates.

Using Credentialing Packet Templates in the Provider Profile/ Documents tab
A new option, Generate New Packet Version, is now available for credentialing packet containers. This feature allows users to:

  1. Select an active template from the Credentialing Packet Settings.

  2. Match the template’s document containers with the available document containers for a specific provider.

  3. Choose which documents from the list should be included in the new version of the credentialing packet.

  4. Automatically merge all selected documents into a single version, accessible within the Credentialing Packet container.

20250228-1842-20.3692477.mp4

Files Staging Area

This module allows the user to submit documents into provider profile in one place, making the provider documents upload/update process more streamlined. It has a similar functionality to the In-App reports. Please go over it with the admin.

Document Container Selector:
By implementing the Document Container Selector, we are addressing the issue of duplicate container creation and ensuring accurate versioning of documents.
With this improvement, admins can now easily select or create document containers while publishing a File, streamlining the process and making it more efficient.

Characteristics:

  • Document Container Selector. Admins now can create or select a specific document container for publishing files, providing flexibility and control.

  • Automatic Versioning. When publishing a file,  if the select document container already exists in the Document Tab a new version will be automatically created.

  • File extension filtering.  Filters have been updated to display files based on their file extensions, making it easier to locate specific file types

    For more information, please consult the https://drive.google.com/file/d/1h2kXylesodqVyqCcblyNyoumzl5SaKGu/view?usp=sharing

Upload Link:

Previously, providers could not upload their own files. All submissions were manually collected and uploaded by admin or super admin users, creating extra work.
Implementing the Upload Link will reduce admin workload by automating file collection and minimizing manual processing.

This update introduces a self-service file upload option for providers and employees, reducing manual tasks for admins and making submissions faster.

Here is what's new:

  • Upload Link Generation: Admins can create a unique, secure upload link for selected providers from the Staging Area.

  • Direct Provider Uploads: Providers and employees can upload files directly using their personalized link—no admin upload needed.

  • Ability to email upload links to provider: Providers and employees receive instant email for uploading their files - no extra login is required.

  • Improved Tracking: Uploaded files are immediately available in the Staging Area for admin review.

note

The Logs button will take the user to the Logs Report in the Credentialing In-App Reports.

The Logs button will take the user to the Logs Report in the Credentialing In-App Reports.

SOP Vids_CredSoft_StagingArea.mp4note

We support the following file types:

image-20241227-181911.png

We support the following file types:

image-20241227-181911.png

Enrollment Applications

Here, the admin will be able to filter and visualize all enrollment applications initiated, as well as: view details, delete or view activity logs.

note

For insurances to appear here, they have to previously be set up as noted in the https://medtrainer.atlassian.net/wiki/spaces/CSKB/pages/edit-v2/4221469078#Set-Up-Insurances section

For insurances to appear here, they have to previously be set up as noted in the https://medtrainer.atlassian.net/wiki/spaces/CSKB/pages/edit-v2/4221469078#Set-Up-Insurances section

20240718-1948-31.4084160.mp420240718-1954-47.2918953.mp4

Feel free to share the https://drive.google.com/file/d/1mdD4J8HyY1DyCs-GWQo5xCywWYWYcUzv/view?usp=sharing with your admins.

Credentialing Dashboards

This dashboard provides a summary on the following regarding enrollment applications:

The goal is to give the admin full visibility of what is happening, as well as notice trends and outliers.

20240718-2000-25.4340579.mp4note
  • An 'Enrollments productivity' entry has been added to the 'Credentialing dashboards' catalog.

  • When accessing the new dashboard, an 'Enrollments turnaround time' section, with the following widgets included will be displayed:

    • Completed Applications Total Turnaround Time (TTT)

    • Open Applications Total Turnaround Age (TTA)

    • Submitted Applications Time to Submission (TTS)

    • Unsubmitted Applications Time to Submission Age (TTSA)

    • Payer Turnaround Time (PTAT)

    • Open Applications Payer Turnaround Age (PTAA)

  • The 'About widget' functionality has been revamped to provide more detailed and useful information about the widget calculation to the user.

    • Each widget has its own description available.

  • The filtering options has been enhanced.

27.12.2024_12.14.20_REC.mp4
  • An 'Enrollments productivity' entry has been added to the 'Credentialing dashboards' catalog.

  • When accessing the new dashboard, an 'Enrollments turnaround time' section, with the following widgets included will be displayed:

    • Completed Applications Total Turnaround Time (TTT)

    • Open Applications Total Turnaround Age (TTA)

    • Submitted Applications Time to Submission (TTS)

    • Unsubmitted Applications Time to Submission Age (TTSA)

    • Payer Turnaround Time (PTAT)

    • Open Applications Payer Turnaround Age (PTAA)

  • The 'About widget' functionality has been revamped to provide more detailed and useful information about the widget calculation to the user.

    • Each widget has its own description available.

  • The filtering options has been enhanced.

27.12.2024_12.14.20_REC.mp4

Two new widgets: ‘Follow-up Dates’ and ‘Document Status’.

With these new widgets, users can now:

  • Track enrollment follow-ups—Determine whether a follow-up is ‘Expiring’ or ‘On Time’ (Follow-up Dates widget).

  • Monitor document status—Identify if a document is ‘Expiring’ or ‘Active’ (Document Status widget). To enhance flexibility, we’ve added an ‘...are expiring within’ setting inside each widget, allowing users to define the number of days used to calculate the follow-up and document statuses inside the widgets.
    Additionally, to improve clarity and usability, we’ve enabled the ‘About Widget’ functionality, providing a detailed explanation of how each widget calculates statuses.

Updates:

  • Follow-up Dates Widget → Available under EnrollmentsWorkflows folders.

  • Document Status Widget → Available under Appointments/PrivilegingStatus folders.

  • ‘...are expiring within’ setting added to both widgets.

  • ‘About Widget’ modal enabled for better understanding.

Reminder: Please log out and log back in to see the changes.

Screenshare - 2025-02-19 4_55_10 PM.mp4

Insurances

This module simply summarizes the list of Insurances linked to the account’s Practice Locations:

20240718-2002-40.2322554.mp4

Business Entities

“In simplest terms, a business entity is an organization created by an individual or individuals to conduct business, engage in a trade or partake in similar activities. There are various types of business entities — sole proprietorship, partnership, LLC, corporation, etc. — and a business's entity type dictates both the structure of that organization and how that company is taxed.“

To learn more, visit https://www.nerdwallet.com/article/small-business/business-entity

This dashboard will let admins and super admins manage and create new business entities:

20240718-2008-14.5781520.mp4

Locations

Though we mentioned this module in part 1, admins are able to do much more:

20240718-2013-09.6329749.mp420240718-2014-38.4459945.mp4

Credentialing (In-App) Reports

note

These is the available reports we have:

image-20240715-211951.png

These is the available reports we have:

image-20240715-211951.png
note

We currently have this color formatting feature:

20240805-1857-03.1688186.mp4

We currently have this color formatting feature:

20240805-1857-03.1688186.mp4

Pivot Table Functionality: a new functionality that provides users with the ability to explore the data for specific use cases in a summarized way. This is done by adding pivot columns and values. Guide the admin through an overview of what these look like, and how data is arranged.

  • Access them under the section “Pivot data sets”

image-20240917-224250.png
  • Explain that Pivot columns expand on the columns from just being fields to all the different values from a former field. 

  • Explain that Pivot values are a specific value that can have a cell background color for easier and quicker visibility.

  • Go over how Pivot filters work, and how they will only be affected by pivot values.


Reports, Settings and Company Settings

Reports

A couple of these reports are still active in several accounts, but remember that the main goal is to get our admins to migrate into the In-App reports fully.

20240814-1951-43.9477101.mp4

Settings

Simple changes like enabling email notifications, changing the company name and address, and updating the super admin’s password.

20240814-1953-47.0414072.mp4

Only super admins will be able to see billing information at the bottom of the screen.

Company Settings

These help our admins tailor out how they want their LMS accounts to work. Remember to go into module-specific settings here:

20240814-2050-39.2255300.mp4

PART 3: The Exclusions Module

This module basically provides quick detailed access to detailed exclusion-related information. The submodules are the following:

Matches for Individuals

Any matches found for providers can be seen here:

image-20240718-202401.png

Employee and Location Defaults

If the admins want to run exclusion checks for all staff (not providers only), they will be able to configure that here. They will also be able to set exclusions per credentialing (practice) locations:

20240718-2025-07.0828167.mp4

Current Employee Settings

Admins will be able to configure specific exclusions per provider here:

20240718-2026-17.6939695.mp4

Notifications

This  submodule will simply help configure enrollment notifications:

image-20240718-202834.png

Exclusions (In-App) Reports

We will be retracing the steps on Credentialing (In-App) Reports section.

note

These is the available report we have here, but the admin is free to customize it:

image-20240715-212112.png

These is the available report we have here, but the admin is free to customize it:

image-20240715-212112.png

After the Training Sessions

A Recap for the Attendees

Once the training session has been completed, send a email using the Outreach Training Recap Outreach Email Template immediately after the training session recording has been processed (or at least before the end of day), and fill in necessary information such as:

Our Customer Support Department

It is paramount to not only encourage, but reinforce the admin on the use of our Customer Support Department. Provide the contact information below:

Other Training Sessions

If the account acquired the Learning and/or the Credentialing Software Modules, please refer to any of the following SOPs:

Adoption: The Next Steps

Lastly, please refer to the https://medtrainer.atlassian.net/wiki/pages/resumedraft.action?draftId=4135616513&draftShareId=a3711c8d-3de8-4bf5-95fb-6db42e50e83c, in order to continue with the account adoption following the instructed guidelines.