COUNTY OF SONOMA Department of Health Services Behavioral Health Division AVATAR Behavioral Health Electronic Health Records PRACTITIONER ENROLLMENT MANUAL For information and updates, email the BHEHR Team at BHEHR@sonoma-county.org MANUAL V.1.0
Table of Contents Practitioner Enrollment 3 License Information 9 Practitioner Termination 11 Sonoma County DHS Avatar Training Manual- Family Registration Page 2
Enter new practitioner into Avatar In this lesson you will learn to use the Practitioner Enrollment form and License Information form to setup a new practitioner in Avatar. Lesson Objectives Add new Practitioner Update Practitioner Information Enter License Information UNDERSTANDING PRACTITIONER ENROLLMENT All practioners must be enrolled in Avatar before they can provide services to clients. WHO CAN PERFORM THIS FUNCTION? All Staff number request s must go through QI for approval ( Diana Stornetta ) before they can be issued. MENU PATH Avatar PM -> Practitioner -> Practitioner Registration -> Practitioner Enrollment Sonoma County DHS Avatar Training Manual- Family Registration Page 3
Practitioner Enrollment You use this page to manage basic practitioner information. Editing data for a practitioner does not edit the practitioner s historical information. For example, if a practitioner was originally enrolled as a nurse in January 2004, and has changed their designation to a nurse practitioner, modifying the practitioner s title does not change the date of enrollment. The practitioner will display as a nurse practitioner since January 2004. It is recommended that the original entry be deleted (terminated) and a new practitioner ID be created. Enroll a new practitioner 1. From home view select Practitioner Enrollment Form a. Search Form b. Go to Avatar PM -> Practitioner -> Practitioner Registration -> Practitioner Enrollment 1 2. In the Select Staff screen, enter the practitioner name, click Select Staff. Sonoma County DHS Avatar Training Manual- Family Registration Page 4
3. Click New Staff. 2 3 4. The Assign ID dialog displays. Click Yes. 4 5. In the Name field, enter the practitioner name using the format LAST,FIRST M. 6. In the Date Of Birth field, enter the practitioner s birth date. 7. In the Registration Date field, enter the practitioner s employment start date. The practitioner's employment date cannot be changed after this form is submitted. 8. In the Discipline field, select the staff member s discipline. 9. In the Practitioner Categories For Coverage field, select the practitioner coverage categories. Sonoma County DHS Avatar Training Manual- Family Registration Page 5
These categories are used in managed care authorizations to specify required staff types. This information is used in the Benefit Plans form (Practitioner Categories Necessary For Coverage field). 10. In the Practitioner Category field, select the practitioner category. 11. In the Practitioner Credentials field, select the practitioner credentials. 8 6 7 9 5 14 10 13 12 18 11 Sonoma County DHS Avatar Training Manual- Family Registration Page 6
19 16 15 12. In the 'Office' fields, enter the practitioner's office demographics. 13. In the Located in Medical Office Building, select yes if the practitioner's office is located in a medical office building. 14. In the 'Home' fields, enter the practitioner's home demographic information. 15. In the Sex field, select the practitioner's gender. 16. In the Ethnic Origin field, select the practitioner's ethnicity. 17. In the ARRA Reportable Measures field: Select Yes if the practitioner can be associated with ARRA reporting. If Yes, in the ARRA Practitioner Type field, select the practitioner type for ARRA reporting. Select No to exclude the practitioner from ARRA reporting. 18. In the Medi-Cal Certified field, select Yes if the practitioner is Medi-Cal certified. 19. In the Practitioner Language field, enter the practitioner's primary language. Sonoma County DHS Avatar Training Manual- Family Registration Page 7
20. Enter Credential Information 21. Enter Insurance Information 22 22. Click Submit Sonoma County DHS Avatar Training Manual- Family Registration Page 8
License Information Record practitioner license information. 1. From home view select License Information form a. Search Form b. Go to Avatar PM -> Practitioner -> Practitioner Information -> License Information 2 2. In the Select Staff field, choose the practitioner. Click OK. 3. If the practitioner has previous license records, a pre-display screen displays. Select the license record, click Add or Edit as appropriate. 4. In the State Licensed field, select the state. 5. In the License Number field, enter the information. 6. In the Registry Number field, enter the information. 7. In the Type Of License field, enter the type of license. 8. In the License Expiration Date field, enter the license expiration date. 9. Click Submit. Sonoma County DHS Avatar Training Manual- Family Registration Page 9
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Practitioner Termination Inactivate a practitioner that has resigned or employment/contract has been terminated. A practitioner can be registered again in the Practitioner Enrollment form. 1. From home view select License Information form a. Search Form b. Go to Avatar PM -> Practitioner -> Practitioner Information -> License Information 2. In the Select Staff screen, enter the practitioner name, click Select. 2 3. In the Termination Date field, enter the practitioner termination date. The termination date cannot be changed once this form is submitted. 4. In the Reason For Termination field, enter the termination reason. Sonoma County DHS Avatar Training Manual- Family Registration Page 11
5 3 4 5. Click Submit. Sonoma County DHS Avatar Training Manual- Family Registration Page 12