Provider permissions, data sharing settings, and user access can be managed in Central Administration in the Provider User Manager by clicking Manage Providers.

 

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To add providers, follow these instructions:

 

1. Click Manage Providers.

2. Click Add Provider.

 

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Note: ADAP should be checked only for an ADAP provider, which reports services for the ADR. CAREWare can only have a single ADAP provider.

 

3. Enter the Provider Name.

4. Click Save.

A new provider needs permissions granted, users added, and the provider setup completed.

 

Granting permissions for the provider can be completed by following the instructions here. Managing users for the provider can be completed by following the instructions here. Provider setup can be completed by following the instructions here.

If Data Sharing options are enabled, permissions need to be granted to the provider to allow shared data to be included in Custom Reports . This is done by making changes to the cross-provider report fields:

 

1. Click Change Cross-Provider Report Fields.

 

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2. Select each permission that should be granted.

 

Note: Each permission represents a custom report field selection or report filter. Select All can be clicked to select all of the permissions for one page.

 

3. Click Grant Selected Permissions.

4. Click Back.

 

The cross-provider report fields have been updated; this is indicated by the change in the number of permissions granted.

 

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Once the provider permissions are granted, users are active, and the provider setup is complete, the provider is ready for data entry and further configuration.

 

There are options to deactivate or delete providers in CAREWare.

 

Note: If a provider is to be deleted from CAREWare, make sure to create a backup of the CAREWare database prior to doing so. That is the only way to restore that data once the delete action is complete.

 

• Delete Provider deletes all client mappings to the provider, service records, unassigns users from the provider, and deletes all references to the provider in CAREWare. Once the provider is deleted all client level data and setup information related to the provider no longer exists in CAREWare.

 

Note: If a client is receiving services in more than one provider, the client record remains intact in the other provider. The record for the client in the provider that is deleted is removed from CAREWare along with all associated client level data for that client for the provider that is deleted.

To access the Delete Provider options, follow these instructions:

 

1. Log into Central Administration.

2. Click Provider/User Manager.

3. Click Manage Providers.

4. Click the provider to highlight it.

5. Click Delete Provider.

6. Type Delete to confirm the action.

 

 

Note: Users are warned here that there is no way to restore the data after this action is taken to delete the provider. The only way to get that provider and the provider's data back is to restore the database from a backup, which may result in data loss for any work done after this action.

 

• Deactivate Provider shuts down access to add or edit any client or service records, prevents users from accessing the provider, and deletes all references to the provider in CAREWare EXCEPT shared client level data with another provider serving one or more of the same clients. Those records remain visible in the remaining active providers, which allows for some shared data cto be included in reports. If a different active provider adds clients from a deactivated provider or adds staff as CAREWare users from the deactivated provider, the client or user may trigger duplicate record message when adding that client or user in CAREWare.

 

To access the Deactivate Provider options, follow these instructions:

 

1. Log into Central Administration.

2. Click Provider/User Manager.

3. Click Manage Providers.

4. Click the provider to highlight it.

5. Click Manage.

6. Click Deactivate Provider.

 

 

 

Once the provider is deactivated, the provider is removed from some lists including the login list of providers if users are assigned to more than one provider. The data in the provider remains intact and can be accessed again by clicking Reactivate Provider.