Referrals Administrator Overview

Referring Facility Administrators for the Community Access® Portal need to perform the following actions in order to prepare to create, submit, edit, and view referrals: For a list of administrator tasks, see Referrals Administrator Tasks

Note: You can confirm the External Care Provider feature is enabled by the presence of the Referring Facility Admin role when adding/editing a user.

Create Users

Go to User Accounts - Create Account Page

  1. Go to Admin > Users to display the User Accounts page.

  2. Select Create Account to display the User Account - Create Account page.

Provide User's Name, Username, Identity Provider, Email Address, and Extension

  1. In Username, enter the name that the user will sign in to the TeleTracking IQ® platform with (for example, csmith).

  2. In the Identity Provider field, select the namespace for the service that authenticates the user (for example, urn:auth0:dev-teletracking-generalhospital).

  3. Enter the user's Last Name, Middle Initial, First Name, and Suffix if applicable.

  4. Enter the user's work Email Address.

    Note: If a namespace was selected in the Identity Provider field, then the Last Name, First Name, Email Address, and User Role(s) fields are populated by that identity provider. Any values that you enter are temporary and will be over written when the TeleTracking IQ® platform synchronizes with that identity provider.

  5. In Extension, type a telephone number or extension where the user can be contacted most efficiently at work.

Select Roles for the User

From User Role(s), select one or more roles for the user.

External Care Provider

Makes patient referrals to a preferred facility. Someone in a free-standing clinic who is making an admission request via the Community Access® Portal would have the External Care Provider role.
Referring Facility Admin

Can create and manage External Care Providers and other Referring Facility Admin users within the Medical Practice Accounts and Facilities that they are assigned to. They are also required to have the External Care Provider role to submit and view Referrals in Community Access® Portal.

Note: Before a user can be assigned to this role, the role must be enabled by TeleTracking.

Note: Any user with the Referring Facility Admin role must also be assigned the External Care Provider role. If both roles are not assigned to a Referring Facility Admin, the error shown below will occur.

Map External Care Provider to Medical Practice Accounts

  1. If you selected the External Care Provider role, the External Care Provider Information section appears. You must map the external care provider to one or more medical practice accounts and their facilities. Begin typing a name in the Medical Practice Account box. A list appears of the medical practice accounts that begin with the letters that you typed. Select a medical practice account from the list.

    Note: Users who are assigned the External Care Provider role can only view and interact with facilities and physicians who are included in the Medical Practice Account that you selected. When users view the Referrals list, they select one or all of the facilities of a medical practice account that they want to appear on the list. The information on the screen is limited to only the facilities in one medical practice account at a time.

  2. In the Facilities field, begin typing the name of a facility that you want to associate with the user. The list that appears only displays facilities that are within the selected medical practice account. Select the facility name from the list to associate it with the user. To remove the association, select the X next to the facility name.

  3. To associate the user with another medical practice account, select Add another medical practice account. Associate the user with another medical practice account and its facilities as described in the preceding steps.

  4. You do not need to select anything in the Associated Facilities drop-down. This is used to assign facilities for the On-Call Scheduling™ application.

(For Referrals) Create a Referring Facility Admin for a referring facility using Community Access® Portal

An Administrator may create a Referring Facility Admin for a referring facility using Community Access™ portal. This Referring Facility Admin user may create and manage External Care Providers and other Referring Facility Admin users within the Medical Practice Accounts and Facilities that they are assigned to.

Note: This role must be enabled by TeleTracking initially, but future responsibility belongs to your Health System.

  1. To create a Referring Facility Admin, complete the steps above and then select Referring Facility Admin and External Care Provider roles.

    Note: Any user with the Referring Facility Admin role must also have the External Care Provider role. If both roles are not assigned to a Referring Facility Admin, the error shown below will occur.

  2. Once the External Care Provider role is selected, the External Care Provider Information section appears. You must map the external care provider to one or more medical practice accounts and their facilities. Begin typing a name in the Medical Practice Account box. A list appears of the medical practice accounts that begin with the letters that you typed. Select a medical practice account from the list.

  3. You must map the Referring Facility Admin to one or more medical practice accounts and their facilities. Begin typing a name in the Medical Practice Account box. A list appears of the medical practice accounts that begin with the letters that you typed. Select a medical practice account from the list.

  4. In the Facilities field, begin typing the name of a facility that you want to associate with the user. The list that appears only displays facilities that are within the selected medical practice account. Select the facility name from the list to associate it with the user. To remove the association, select the X next to the facility name.

  5. To associate the user with another medical practice account, select Add another medical practice account. Associate the user with another medical practice account and its facilities as described in the preceding steps.

Save and Create User Account

Select Create User to save the user and return to the User Accounts page.