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Provider Directory Training GuideProviderMatch

June 2019

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Kyruus ProviderMatch

The Providence Patient and Provider Engagement Center (PEC) has been working in collaboration with Healthcare Intelligence, Digital Innovation, and our regional leadership teams to build one central enterprise directory of all physicians with privileges at our hospitals.

The directory data is housed in a tool called Kyruus ProviderMatch, and allows for robust provider information to flow to the Find a Doctor tool on Providence regional websites.

A clinic administrator, or other designated administrator who has access to this portal will ensure the content is updated and accurate. Provider’s can also have access to their own portal.

Providers or administrators can request ProviderMatch access to manage their profile at provider.directory@providence.org.

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Logging In

Go to pma.kyruus.com

Enter your email/password to login into your account.

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Having Trouble Signing In?

Email support@Kyruus.com if you’re having trouble signing in and/or can’t remember your password.

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My Providers

As an end user, you will have access to edit provider profiles under the My Providers tab.

To add or remove providers from your list to accurately reflect the providers at a location or to access, please send a request to provider.directory@providence.org

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Search

You can search for providers by scrolling through your list or by searching their name in the search bar.

Please note that providers are listed in the database by their legal name

Click on the provider’s name to open their profile.

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Edit

To edit, simply click edit on the top right-hand corner of any section to make changes.

This will unlock the data fields that are editable within that section.

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Save

Be sure to click the Save button to save all of your changes made to any of the data fields.

All saved data will update in real-time on the Find a Doctor website; navigate to the profile page to check your work!

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Locked Data Fields

You will notice that some data fields in the profile are not editable.

Data that is not editable (e.g. first name, last name) is fed directly from the medical staff database and thus, needs to remain locked to maintain this source of truth upstream.

If there is a discrepancy in any locked data field, send a request to provider.directory@providence.org

Locked field; not editable

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Key Data Elements

When editing a new provider, their profile will not be active on the website until all six data elements are completed:

1. Photo2. Professional statement3. Clinical keywords4. Accepting new patients (yes or no)5. Location6. Specialty

Once this has been completed, email provider.directory@providence.org and a team member will activate the profile.

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Photo

Under the General Tab, you can edit the Personal section to upload a provider’s photo. Be sure to click save to save data.

**Photos should be no larger than 3 MB with image dimensions of at least 200 X 200

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Professional Statement

Under the General Tab, add a professional statement in the free-text box. Be sure to click save to save data.

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Clinical Keywords

It is important to configure the clinical keywords list in the provider’s Clinical tab so the provider shows up for symptom-based Find A Doctor searches, but also for search engine searches (e.g. Google)

The suggested terms that are available to be configured in the Review box are suggested based on the provider’s specialty

Click Review to see the suggested list of

clinical keywords that can be set to

Searchable or Not Searchable

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Clinical Keywords After you have clicked Review, you can work with the provider to check the

boxes for all of the medical conditions, procedures, and treatments that fall under the provider’s scope of practice; this will make them searchable for that specific term (and related terms) on the Find a Doctor website

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Clinical Keywords

The terms you have marked as Searchable will show up on the provider’s public facing profile. The example below shows this provider is a dermatologist who selected “acne” and “eczema” as the

conditions to be presented on his public profile. There is no limit to how many terms can be marked searchable.

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Clinical Keywords

To add a clinical term that’s not in the suggested list of terms, click Edit next to Clinical Keywords,and at the bottom of the page you can search in the Search for a clinical keyword box for any term in the clinical library

Once you find the correct term click on the value and then Save

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Clinical Keywords• If you are working with providers that have the same specialty, you can copy

and paste the configured clinical keywords list from one provider’s profile to another

To copy/paste, scroll down to the bottom of the Clinical Keywords list and click Copy Clinical Keywords From Another Provider

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Do Not Display:

As a Catholic Organization, the following terms are not permitted

anywhere on a provider’s profile:

Abortion

Abortion Information

Physician Assisted Suicide/Euthanasia

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Accepting New Patients

• Providers are able to display their status by turning the “Accepting New Patients” flag to Yes.

• If flag is set to No, nothing will appear on the profile.

• Please keep this up to date at all times!

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Location

Under the Locations and Scheduling tab, add/remove practice locations as needed.

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Location

Please send a request to provider.directory@providence.org if:

If you cannot find the location entry in the Add Practice Location search

If you need to edit specific location data (name, phone #, fax #, etc.)

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Specialty

Under the Clinical tab, the specialty should already be configured into the shell profile. Please send an email to provider.directory@providence.org if there is a discrepancy in this data field.

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Email provider.directory@providence.org with the provider’s name

upon completion of all six data elements to activate the profile to send to

Find a Doctor website.

Action Required to Send Profile to Find a Doctor Website

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Provider Profile Life Cycle

New provider established in credentialing system

New provider record flows from credentialing system to Kyruus ProviderMatch tool

Provider directory team makes backend configurations to new

provider records in ProviderMatch so profile

managers can access/update new profiles (weekly)

Profile managers login* to ProviderMatch to update

profile with key profile elements**

Profile manager emails provider.directory

@providence.org to activate completed profile

Provider directory team activates profile to show on

consumer facing Find a Doctor site(s)

Provider leaves organization

Profile manager can email provider.directory

@providence.org to remove profile from Find a Doctor site

Provider record automatically removed from ProviderMatch when marked as inactive in

credentialing system regardless of step above.

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Other Important Data Elements

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Publications

Click on the Notes tab to navigate to the publications field.

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Publications

1. Click on “Add Publications” and an empty field will appear to add the Title and Link to Article.

2. Add title of the publication in the Title field. Add the link to the online article in the Link to Article field. The links should be coming directly from a publications database (e.g. PubMed).

3. Then click “Save” to complete the update.

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Insurance

Accepted insurance plans for each provider are entered in two ways:

Employed providers: Accepted plans have been automatically populated based on current insurance contracts, and this data can still be updated and managed manually if needed through the Kyruus ProviderMatch portal below.

Affiliate providers: Accepted plans must be manually managed by the provider or practice fmanager through the Kyruus ProviderMatch portal below.

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Insurance

Under the Insurances Accepted tab, you can add/subtract insurances that apply to that provider.

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Kyruus Support

Use Kyruus Support to report ProviderMatch functionality issues (e.g. freezing, data not saving, etc.)

All provider data questions should be emailed to: provider.directory@providence.org

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Process Notes

For all editable data fields, the updates you make will happen in real-time; check your work on the live website!

Requests to update data for data fields that are locked can take longer to complete as these updates are reviewed and then made by medical staff teams; turnaround for these tickets can take 7+ days.

ProviderMatch will log you out if you have been idle for 15 minutes.

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Appendix

Data fields that are not editable in the profile because they are automatically ingested by medical staff database or need to be validated by medical staff office: First Name Middle Name Last Name NPI Gender Practice Groups Provider Organization Networks (trigger to add provider to Find a Doctor) Education Certifications Practice Type Provider Type Specialties