Overview
Figure 1. The Credentialing and Licenses Page
The Credentialing and Licenses page is used to manage sets of license data used in the Capacity Explorer, which shows how many of your credentialed providers work in different license areas, and reports gaps in coverage over those license areas.
There are two license types, namely States and Qualifications. State licenses refer to the states where a provider is qualified to practice, while Qualifications refer to specialty certifications, such as those for Medical Doctors or Psychologists.
Configuration
Figure 2. The Credentialing and Licenses tab in the Settings dialog in ISS
Before you can use it, the Credentialing and Licenses feature must be enabled in your organization’s Intrigma account. For help with enabling the feature, contact [email protected] or reach out to your representative.
Licensing data for your providers are maintained in the Intrigma Scheduling System (ISS only) through the Credentialing and Licenses tab in the Settings dialog. From this tab, your schedulers can:
Add the States where your users practice, and any Qualifications they hold.
Attach existing Licenses to qualified Users (this functionality is also available in Scheduler+).
Add Filtering Groups that are used to filter license data shown in the Capacity Explorer.
Add the Coverage Requirements (the required minimum coverage per hour for each day of the week) per license type used in the Capacity Explorer.
Managing States and Qualifications
Figure 3. Adding a New License
To add a State or Qualification license from the Credentialing and Licenses tab in the Settings dialog:
Under the General sub-tab, select the License Type you want to add from the list.
Under the States box, click the New button at the bottom.
On the Add New License Area dialog, enter the Name and Abbreviation of the license.
Click the Create button to add the license to the Credentials list.
To delete a License, select the License Type and Credential, then click the Delete button at the bottom.
Once your state and qualification licenses are added in the ISS, you can attach these licenses to your users from either the Credentialing by User sub-tab under the Credentialing and Licenses tab in the Settings dialog, or the Credentialing by User tab in Scheduler+. These licenses appear as separate columns in both ISS and Scheduler+.
Managing Filtering Groups
Figure 4. Adding a New Filtering Group
A filtering group is a preset list of credentials that is used to limit the information displayed in the Capacity Explorer.
To add a Filtering Group from the Credentialing and Licenses tab in the Settings dialog:
Select the Filtering groups sub-tab.
Select the License Type you want to create a filtering group for.
Under the Groups box, click the New button.
Enter a name for the filtering group.
Click the Create button.
Select the credentials you want to include in the group.
To delete a Filtering Group, select a License Type and Group, then click the Delete button at the bottom.
Managing Coverage Requirements (ISS only)
Figure 5. Adding a Coverage Requirement for a Credential
To add Coverage Requirements for credentials from the Credentialing and Licenses tab in the Settings dialog:
Open the Coverage Requirements sub-tab.
Select the Credential for which you want to set a coverage requirement from the list on the left.
Enter the coverage requirements for the desired day and hour on the table at the right.
Once licenses/qualifications, filtering groups, and coverage requirements are set up, you can start using the Credentialing and Licenses module in Scheduler+.
Walkthroughs
To open the Credentialing and Licenses module on Scheduler+, click the hamburger menu at the top left, then click the Credentialing and Licenses tab on the left to display the Credentialing by User page.
From here, you can:
View users and the number of licenses that each user has
View the licenses/qualifications of all your users
View the active and expired licenses/qualifications possessed by each user
Filter the list by licenses or users
Add a license and/or qualification attached to a user
Edit or delete a license and/or qualification attached to a user
Viewing Users and Licenses
The list of Users that appear under the Credentialing by User tab are maintained from either the ISS or the Scheduler+.
Under the Credentialing by User page, the total number of licenses a user has is seen to the right of a user's name on the list.
Each license and qualification is displayed under its own column. If a user has an active license or qualification, the cell under that column will be shown in green for that user. Once a license has expired, the cell is shown in red.
The total number of users holding licenses and qualifications are displayed on the last rows under the license/qualification columns. Clicking on a cell will display the details of a user's license.
Using Credential and Licensing Filters
Figure 7. Using a Filter
You can filter the list of licenses and qualifications by either license or user, once applied Filters will update the data displayed.
To filter the list of licenses and qualifications:
Click either the Filter by Licenses or Filter by Users list boxes on the top right.
To filter by license or licenses, select one or more licenses or qualifications from the Filter by Licenses list. Alternatively, click either Select all or By Groups at the bottom to select either all licenses and qualifications, or groups of licenses and/or credentials, respectively.
To filter by user or users, select Filter by Users, then either search for a user or select one or more users from the list. Alternatively, click either Select all or By Groups at the bottom to select either all users, or select users from specific user groups.
Note: The Filtering Groups you created in Manage Filtering Groups helped narrow down the list to specific licenses or users.
Assigning a License to a User
Figure 8. Assigning a License to a User
To assign a license to a user:
Use the full list or users, or filter the list for the specific User or User Group (see Credential and Licensing Filters).
Hover over the cell that corresponds to the appropriate User and License and click on the + sign that appears.
Enter the user's license ID and expiration date.
Click Save. The cell will then update to reflect that license’s validity.
Viewing and Editing a User’s Assigned License
Click a cell to view the details of the license attached to a user.
From the License's Details window, you can then update the information for that user’s license.
Figure 9. Viewing and Editing a User’s License Details
Deleting, or Removing, a License from a User
Figure 10. Deleting a License from a User’s Record
Existing licenses may be deleted from the system, by doing the following:
Either select the user from the list, or filter the list for the specific user you want to delete the license from (see Credential and Licensing Filters).
Click the cell to the right under the License column.
On the Licenses window, click Delete.
Related Features
Capacity Explorer: Compares the number of credentialed providers assigned to the schedule with the coverage requirements set in the Credentialing and Licenses module.
Patient Volume Planner: Compares Expected Patient Volume (expected number of patients in a measurable amount of time) with Total Provider Productivity (number of patients a provider can manage in a measurable amount of time).
More information about these features are available in the Intrigma KB. If they are not available to your organization, but you want them enabled, contact [email protected], or reach out to your representative.