Chapter Nineteen - Agency Profile

Table of Contents

1. Agency Information
   1. Add Agency Contact
   2. Agency Contact Summary
   3. Add/Update Phone
   4. View/Update Program Information
      1. Add Program Contact
      2. Program Contact Summary
   5. Agency Services
   6. Select Services
2. Agency Business Hours
3. Staff Profile
   1. Worker Information
      1. Worker Address
      2. Worker Phone Number
4. Providers
   1. Local Providers Summary
   2. Provider Search
      1. Service Category
   3. Search Results
      1. Add Provider To Local
      2. Provider Detail
   4. Add Provider Information
   5. Edit Provider Information
      1. Add/Update Information
      2. Add/Update Phone
   6. Edit Site Information
      1. Add Site Contact
      2. Site Contact Summary
      3. Add/Update Information
      4. Add/Update Phone
5. Provider Services
   1. Select Services
6. Broadcast Messages
   1. Agency Broadcast Messages
   2. Add Agency Broadcast Message

The user must have the Security Coordinator role in order to perform the function described in this chapter.

The Agency Profile functions allow the user to manage the administrative information for their associated agency. Data fields with an asterisk (*) are required.

Agency Information

The Agency Information function allows the user to manage agency information like Email address, Web page, Contracts, Contacts, Address, Phone Numbers, Programs, and Project Attendance. Click Administrative then click Agency Profile then click Agency Information to access the Agency Information screen.

1. Enter the agency Email Address.
2. Enter the agency Web Page.
3. Indicate if the agency will be used as a site.
4. Click Save.

Contacts:

• Click the Add Agency Contact link to add a contact. The system will display the Add Agency Contact screen.
• Click the Contact Name link to view the Agency Contact Summary screen. (The Contact Name link will only be available if there is an existing agency contact summary.)

Phone Numbers:

• Click the Add Phone link to add a phone number record. The system will display the Add/Update Phone screen.
• Click the Phone Number Type link to update an existing phone number record. The system will display the Add/Update Phone screen. (The Phone Number Type link will only be available if there is an existing phone number record.)

Programs:

• Click the Program link to access the View/Update Program Information screen. (The Program link will only be available if the agency provides the program.)

Add Agency Contact

To add an agency contact, click the Add Agency Contact link found on the Agency Information screen. The system will display the Add Agency Contact screen. Data fields with an asterisk (*) are required.

1. Select the Contact Type from the drop-down menu.
2. Select the Contact Name from the drop-down menu.
3. Click Save. The system will return to the Agency Information screen with the added agency contact record.
   • Click Cancel to cancel the screen and return to the Agency Information screen.

Agency Contact Summary

To access an agency contact summary, click the Contact Name link found on the Agency Information screen. The system will display the Agency Contact Summary screen.

• Click Delete to delete the agency contact record and return to the Agency Information screen.
• Click Cancel to cancel the screen and return to the Agency Information screen.

Add/Update Phone

To add a phone record, click the Add Phone link found on the Agency Information screen. The system will display the Add/Update Phone screen. Data fields with an asterisk (*) are required.

* To edit a phone record, click the Phone Number Type link found on the Agency Information screen. The system will display the Add/Update Phone screen.

1. Select the Phone Type from the drop-down menu.
2. Enter the Phone Number.
3. Enter the Extension.
4. Click Save. The system will return to the Agency Information screen with the added/updated phone record.
   • Click Delete to delete the phone record and return to the Resource Information screen. (The Delete button will only be available when updating an existing phone record.)
   • Click Cancel to cancel the screen and return to the Resource Information screen.

View/Update Program Information

To view the View/Update Program Information, click the Program link found on the Agency Information screen. They system will display the View/Update Program Information screen.

• Click the Add Program Contact link to add a new contact. The system will display the Add Program Contact screen.
• Click the Contact Name link to access the Program Contact Summary screen. (The Contact Name link will only be available if there is an existing contact for the program.)
• Click Cancel to cancel the screen and return to the Agency Information screen.
• 

Add Program Contact

To add a program contact, click the Add Program Contact link found on the View/Update Program Information screen. They system will display the View/Update Program Information screen. Click the Add Program Contact link to display the Add Program Contact screen. Data fields with an asterisk (*) are required.

1. Select the Contact Name from the drop-down menu.
2. Click Save. The system will return to the View/Update Program Information screen with the added program contact record.
   • Click Cancel to cancel the screen and return to the View/Update Program Information screen.

Program Contact Summary

To view a program contact summary, click the Contact Name link found on the View/Update Program Information screen. They system will display the Program Contact Summary screen.

• Click Delete to delete the program contact record and return to the View/Update Program Information screen.
• Click Cancel to cancel the screen and return to the View/Update Program Information screen.

Agency Services

The Agency Services function allows the user to manage the services that are offered by their associated agency. Click Administrative then click Agency Profile then click Agency Services to access the Agency Services screen.

• Click the Edit Agency Services link to access the Select Services screen.

Select Services

Click the Edit Agency Services link to access the Select Services screen.

1. Click a Category link.
2. Select the Service(s) to be added under the expanded category:
   1. Select the check-box next to each service
   2. The system will add the services selected in the Selected Services list.
3. Click Save. The system will return to the Agency Services screen.
   • Click Cancel to cancel the screen and return to the Agency Services screen.

Agency Business Hours

The Agency Business Hours function allows the user to edit the working hours for their associated agency. Click Administrative then click Agency Profile then click Agency Business Hours to access the Edit Agency Business Hours screen.

1. Enter the agency's weekly business hours:
   1. Enter the Open Time for each day of the week
   2. Enter the Close Time for each day of the week.
2. Click the Save button.

Staff Profile

The Staff Profile function allows the user to access the staff member's information and make necessary changes in the staff member's profile. Click Administrative then click Agency Profile then click Staff Profile to access the Workers screen.

• Click the Worker Name link to access the Worker Information screen. (The Worker Name link will only be available if the worker is associated with the agency.)

Worker Information

Click the Worker Name link to access the Worker Information screen. Data fields with an asterisk (*) are required.

1. Enter the worker's Last Name.
2. Enter the worker's Middle Name.
3. Enter the worker's First Name.
4. Enter the worker's Email Address.
5. Enter the worker's Job Title.
6. Enter the worker's Professional License Number.
7. Select the worker's Professional Credential Type from the drop-down menu.
8. Enter the worker's Employment Begin Date (mm/dd/yyyy).
   • Click the Date Selector button to display the drop-down calendar.
9. Select the sites where the worker provides services.
10. Click Save.
    • Click Cancel to cancel the screen and return to the Workers screen.

Address:

• Click the Add Address link to add an address. The system will display the Worker Address screen. Click the Address Type link to update an existing address.
• The system will display the Worker Address screen. (The Address Type link will only be available if there is an existing address record.)

Phone Numbers:

• Click the Add Phone Number link to add a phone number. The system will display the Worker Phone Number screen.
• Click the Phone Number Type link to update an existing phone number. The system will display the Worker Phone Number screen. (The Phone Number Type link will only be available if there is an existing phone number record.)

Worker Address

Data fields with an asterisk (*) are required.

• Click the Add Address link found on the Worker Information screen to add a worker address record. The system will display the Worker Address screen.
• Click the Address Type link found on the Worker Information screen to edit a worker address record. The system will display the Worker Address screen.

1. Select the Address Type from the drop-down menu.
2. Enter the worker's street address in the Street Address Line 1 field.
   • Enter any additional street address information in the Street Address Line 2 field.
3. Enter the worker's City.
4. Select the worker's State from the drop-down menu.
5. Select the worker's County from the drop-down menu.
6. Click Save. The system will return to the Worker Information screen with the added/updated address record.
   • Click Delete to delete the address record and return to the Worker Information screen.
   • Click Cancel to cancel the screen and return to the Worker Information screen.

Worker Phone Number

Data fields with an asterisk (*) are required.

• Click the Add Phone Number link found on the Worker Information screen to add a worker phone record. The system will display the Worker Phone Number screen.
• Click the Phone Number Type link found on the Worker Information screen to edit a worker address record. The system will display the Worker Phone Number screen.

1. Select the Phone Type from the drop-down menu.
2. Enter the Phone Number.
3. Enter the Extension.
4. Click Save. The system will return to the Worker Information screen with the added/updated phone record.
   • Click Delete to delete the phone record and return to the Worker Information screen.
   • Click Cancel to cancel the screen and return to the Worker Information screen.

Providers

The Providers function allows the user to track service providers that care for participants by offering program services through the Agency. One agency can have multiple providers, which may be Health Care Providers, Schools, or Sites.

Local Providers Summary

The Local Providers Summary screen allows the user to review the providers for the current agency and/or add new providers, but a provider cannot be deleted. Click Administrative then click Agency Profile then click Providers to access the Local Provider Summary screen. Enter the Local Provider Summary filter criteria.

1. Select the Resource Type from the drop-down menu.
2. Click Filter. The system will filter the provider summary.
   • Click the Add Provider link to add a new provider. The system will display the Provider Search screen.
   • Click the Name link to access the Provider/Site Information. The system will display an information screen based on the needed data for each provider record. (The Provider Name link will only be available if there is an existing provider resource record.)

Provider Search

To run a provider search, click the Add Provider link found on the Local Provider Summary screen. The system will display the Provider Search screen. A provider lookup is required whenever a provider needs to be added to the system in order to avoid duplicate entry of provider records and to reduce data entry. The user is able search providers by service type(s).

• Click the Select Service link to select a service type. The system will display the Service Category screen.If service type(s) are selected, the All Services Type(s) option will be available with the selected service type(s). (Deselect the Include in Search checkbox to not include the service type(s) in the provider search.)

1. Enter the Provider Name.
   • Select the Provider Name Match Type (Starts With, Exact Match, Sounds Like) from the drop-down menu.
   • Select the City Combine Type (And, Or) from the drop-down menu.
2. Enter the provider's City.
   • Select the Provider Name Match Type (Starts With, Exact Match, Sounds Like) from the drop-down menu.
   • Select the City Combine Type (And, Or) from the drop-down menu.
3. Enter the provider's Zip Code to include it in the search.
4. Click the Search button. The system will display results of the search.
   • Click Cancel to cancel the screen and return to the Local Provider Summary screen.
   • Click Clear to remove all the entered data.

Service Category

To select a service category, click the Select Services link found on the Provider Search screen. The system will display the Service Category screen.

1. Click a Category link.
2. Select the Service(s) under the expanded category to be added:
   1. Select the check-box next to each service
   2. The system will add the services selected in the Selected Services list.
3. Click Save. The system will return to the Provider Search screen with the service selections displayed.
   • Click Cancel to cancel the screen and return to the Provider Search screen.

Search Results

The search results will display. If the provider record does not exist in the eCornerstone system it can be added. If the provider record already exists, the record can be edited:

• Click Add to add a new provider record. The system will display the Add Provider Information screen.
• Click the Provider Name link to select an existing agency. The system will display the Add Provider To Local screen.
• Click the View link to access the Service Provider Information screen.

Add Provider To Local

To view/update an existing provider record, click the Provider Name link found in the search results of the Provider Search screen. The system will display the Add Provider To Local screen.

1. Indicate if the provider is Health Care Provider.
2. Indicate if the provider is a School.
3. Indicate if the provider will be used as a site for the local agency.
4. Click Save. The system will return to the Local Provider Summary screen with the added provider record.
   • Click Cancel to cancel the screen and return to the Local Provider Summary screen.

Provider Detail

To access the provider details, click the View link found in the search results of the Provider Search screen. They system will display the Provider Detail screen. The screen will open in a new window.

• Click the Close Window link to close the screen.

Add Provider Information

To add a new provider information record, click Add found in the search results of the Provider Search screen. The system will display the Add Provider Information screen. Data fields with an asterisk (*) are required.

1. Enter the Resource Name.
2. Enter the Resource Abbreviated Name.
3. Select an Address Type from the drop-down menu.
4. Enter the first line of the provider's address in the Street Address Line 1 field.
   • Enter any additional street address information in the Street Address Line 2 field.
5. Enter the provider's City.
6. Select the provider's State from the drop-down menu.
7. Enter the provider's Zip.
8. Enter the provider's County.
9. Select a Phone Type from the drop-down menu.
10. Enter the provider's Phone number.
11. Enter the provider's Phone Extension.
12. Enter the provider's Email Address.
13. Enter the provider's Web Page.
14. Enter a Resource Description.
15. Indicate if the provider's Resource Type is a Health Care Provider.
16. Indicate if the provider's Resource Type is a School.
17. Indicate if the provider's location will be used as a Site for the local agency.
18. Click Save. The system will forward the user to the Edit Provider Information screen. If the Site indicator is selected, the system will display the Edit Site Information screen.
    • Click Cancel to cancel the screen and return to the Local Providers Summary screen.

Edit Provider Information

The Edit Provider Information screen will display after the user completes the Add Provider Information screen. The user can also access this screen by clicking the Names link found on the Local Provider Summary screen. Data fields with an asterisk (*) are required.

Address:

• Click the Add Address link to add an address record. The system will display the Add/Update Information screen.
• Click the Address Type link to update and existing address record. The system will display the Add/Update Information screen. (The Address Type link will only be available if there is an existing address record.)

Phone Number:

• Click the Add Phone link to add a phone number record. The system will display the Add/Update Phone screen.
• Click the Phone Number Type link to update an existing phone number record. The system will display the Add/Update Phone screen. (The Phone Number Type link will only be available if there is an existing phone number record.)

1. Enter the Resource Name.
2. Enter the Resource Abbreviated Name.
3. Enter the Email Address.
4. Enter the Web Page.
5. Enter the Resource Description.
6. Indicate if the provider is a Health Care Provider.
7. Indicate if the provider is a School.
8. Indicate if the provider will be used as a site for the associated agency.
9. Click Save. If the user selects the Site indicator the system will display the Edit Site Information screen.
   • Click Cancel to cancel the screen and return to the Local Providers Summary screen.
   • Click Delete to delete the provider information record.

Add/Update Information

Data fields with an asterisk (*) are required.

• Click the Add Address link found on the Edit Provider Information screen to add an address record. The system will display the Add/Update Information screen.
• Click the Address Type link found on the Edit Provider Information screen to edit an address record. The system will display the Add/Update Information screen.

1. Select the Address Type from the drop-down menu.
2. Enter the site's street address in the Street Address Line 1 field.
   • Enter any additional street address information in the Street Address Line 2 field.
3. Enter the site's City.
4. Select the site's State from the drop-down menu.
5. Enter the site's postal Zip.
6. Select the site's County from the drop-down menu.
7. Click Save. The system will return to the Edit Provider Information screen with the added/updated address record.
   • Click Delete to delete the address record and return to the Edit Provider Information screen. (The Delete button will only be available when updating an existing address record.)
   • Click Cancel to cancel the screen and return to the Edit Provider Information screen.

Add/Update Phone

Data fields with an asterisk (*) are required.

• Click the Add Phone link found on the Edit Provider Information screen to add a phone record. The system will display the Add/Update Phone screen.
• Click the Add Phone link found on the Edit Provider Information screen to edit an address record. The system will display the Add/Update Phone screen.

1. Select the Phone Type from the drop-down menu.
2. Enter the Phone Number.
3. Enter the Extension.
4. Click Save. The system will return to the Edit Provider Information screen with the added/updated phone record.
   • Click Delete to delete the phone record and return to the Edit Provider Information screen. (The Delete button will only be available when updating an existing phone record.)
   • Click Cancel to cancel the screen and return to the Edit Provider Information screen.

Edit Site Information

The Edit Provider Information screen will display after the user completes the Edit Provider Information screen. The user can also access this screen by clicking the Names link found on the Local Provider Summary screen.

Contacts:

• Click the Add Site Contact link to add a contact. The system will display the Add Site Contact screen.
• Click the Contact Name link to view the Site Contact Summary screen. (The Contact Name link will only be available if there is an existing contact record.)

Address:

• Click the Add Address link to add an address record. The system will display the Add/Update Information screen.
• Click the Address Type link to update and existing address record. The system will display the Add/Update Information screen. (The Address Type link will only be available if there is an existing address record.)

Phone Number:

• Click the Add Phone link to add a phone number record. The system will display the Add/Update Phone screen.
• Click the Phone Number Type link to update an existing phone number record. The system will display the Add/Update Phone screen. (The Phone Number Type link will only be available if there is an existing phone number record.)

1. Enter the Site Name.
2. Enter the Site Abbreviated Name.
3. Enter the Email Address.
4. Enter the Web Page.
5. Enter the Site Description.
6. Indicate if the site is a Health Care Provider.
7. Indicate if the site is a School.
8. Click Save.
   • Click Cancel to cancel the screen and return to the Local Providers Summary screen.
   • Click Close Site to close the site.
   • Click Re-open Site to re-open the site.

Add Site Contact

To add a site contact record, click the Add Site Contact link found on the Edit Site Information screen. The system will display the Add Site Contact screen. Data fields with an asterisk (*) are required.

1. Select the Contact Name from the drop-down menu.
2. Click Save. The system will return to the Edit Site Information screen with the added site contact record.
   • Click Cancel to cancel the screen and return to the Edit Site Information screen.

Site Contact Summary

To access the site contact summary, click the Contact Name link found on the Edit Site Information screen. The system will display the Site Contact Summary screen.

• Click Delete to delete the site contact summary.
• Click Cancel to cancel the screen and return to the Site Information screen.

Add/Update Information

Data fields with an asterisk (*) are required.

• Click the Add Address link found on the Edit Site Information screen to add an address record. The system will display the Add/Update Information screen.
• Click the Address Type link found on the Edit Site Information screen to edit an address record. The system will display the Add/Update Information screen.

1. Select the Address Type from the drop-down menu.
2. Enter the site's street address in the Street Address Line 1 field.
   • Enter any additional street address information in the Street Address Line 2 field.
3. Enter the site's City.
4. Select the site's State from the drop-down menu.
5. Enter the site's postal Zip.
6. Select the site's County from the drop-down menu.
7. Click Save.
   • Click Delete to delete the address record and return to the Edit Site Information screen. (The Delete button will not be available when updating the "Business" Address Type.)
   • Click Cancel to cancel the screen and return to the Edit Site Information screen.

Add/Update Phone

Data fields with an asterisk (*) are required.

• Click the Add Phone link found on the Edit Site Information screen to add a phone record. The system will display the Add/Update Phone screen.
• Click the Phone Number Type link found on the Edit Site Information screen to edit a phone record. The system will display the Add/Update Phone screen.

1. Select the Phone Type from the drop-down menu.
2. Enter the Phone Number.
3. Enter the Extension.
4. Click Save. The system will return to the Edit Site Information screen with the added/updated phone record.
   • Click Delete to delete the phone record and return to the Edit Site Information screen. (The Delete button will only be available when updating an existing phone record.)
   • Click Cancel to cancel the screen and return to the Edit Site Information screen.

Provider Services

The Provider Services function allows the user to add services to a provider prior to having a participant assigned. Click Administrative then click Agency Profile then click Provider Services to access the View/Edit Provider Services screen.

1. Select the Provider from the drop-down menu.
2. Click View Provider's Services. The system will display the list of all existing services for the agency.
   • Click the Edit Provider's Services link to access the Select Services screen.

Select Services

To select a provider service, click the Edit Provider's Services link found on the Provider Services screen. The system will display the Select Services screen.

1. Click a Category link.
2. Select the Service(s) to be added under the expanded category:
   1. Select the check-box next to each service
   2. The system will add the services selected in the Selected Services list.
3. Click Save. They system will return to the Providers Services screen.
   • Click Cancel to cancel the screen and return to the Provider Services screen.

Broadcast Messages

The Broadcast Messages function offers a common platform for agencies to broadcast messages to various agency users. All broadcast messages can be viewed on the eCornerstone Information Center screen.

Agency Broadcast Messages

Click Administrative then click Agency Profile then click Broadcast Messages to access the Add Agency Broadcast Message screen.

• Click the Add Broadcast Message link to add a new broadcast message. The system will display the Add Agency Broadcast Message screen.
• Click the Start Date link to update and existing broadcast message. The system will display the Add Agency Broadcast Message screen. (The Start Date link will only be available if there is an existing broadcast message.)

Add Agency Broadcast Message

Data fields with an asterisk (*) are required.

1. Enter the message Start Date.
   • Click the Date Selector button to display the drop-down calendar.
2. Enter the message End Date.
   • Click the Date Selector button to display the drop-down calendar.
3. Select the Related Program from the drop-down menu.
4. Enter the Message Text.
5. Click Save. The system will return to the Agency Broadcast Messages screen.
   • Click Cancel to cancel the screen and return to the Agency Broadcast Messages screen.

Chapter Twenty