1 Centricity Customer Portal Management 2/4/2016 Centricity Customer Portal Management Learning the Ws of the Centricity Customer Portal and the big H 2 Centricity Customer Portal Management 2/4/2016 Centricity Customer Portal Management This guide will cover the five Ws of the Centricity Customer Portal (CCP) and the big H What What is the Centricity Customer Portal?What is the Centricity Customer Portal? Who Who manages the CCP?Who manages the CCP? Why Why are we using the CCP?Why are we using the CCP? When When will I start managing the CCP?When will I start managing the CCP? Where Where do I find the CCP?Where do I find the CCP? How How do I manage the CCP?How do I manage the CCP? What is the Centricity Customer Portal? 4 Centricity Customer Portal Management 2/4/2016 What is the Centricity Customer Portal? The Centricity Customer Portal, or CCP is the Learning Management System (LMS) that delivers CBT training to users. 5 Centricity Customer Portal Management 2/4/2016 What does the CCP look like? Once logged into the CCP, the Required section is where assigned CBTs are located. The Enrolled in section displays CBTs that the user has started. The Catalog is where all CBTs are located. The Curricula section organizes the CBTs into role- based courses. Content from the education site has been migrated to the CCP and will be housed here going forward. 6 Centricity Customer Portal Management 2/4/2016 What does the CCP look like? This is a small sample of the CBTs listed on the Catalog page. 7 Centricity Customer Portal Management 2/4/2016 What does the CCP look like? This is an abbreviated example of CBTs organized into curricula. Back to contents Who manages the CCP? 9 Centricity Customer Portal Management 2/4/2016 Each customer will appoint from their business a manager of the CCP. The person in the manager role will have specific administration privileges, such as assigning CBTs to categories of users and running reports. Some customers may prefer to have GEs Education Team assign CBTs, which is also available. Who manages the CCP? Back to contents Why are we using the CCP? 11 Centricity Customer Portal Management 2/4/2016 The CCP is a one-stop shop for all your education needs, including product information, on-site training information and registration, as well as giving the person designated as manager control over the users and CBTs to be assigned. Why are we using the CCP? Back to contents When will I start managing the CCP? 13 Centricity Customer Portal Management 2/4/2016 Once your practice has been entered into the CCP, if you are in the manager role, you will be notified that your staff can self-register, and you can assign CBTs to categories of users, if you want. You will be notified by either a GE project manager or by the Education Team when your practice is in the CCP. When will I start managing the CCP? Back to contents Where do I find the CCP? 15 Centricity Customer Portal Management 2/4/2016 The url for the CCP is A GE project manager or the Education Team will initially provide you with login credentials for your management role. You will also receive a Siebel Account number with instructions of how to use it when logging in. Where do I find the CCP? Back to contents How do I manage the CCP? 17 Centricity Customer Portal Management 2/4/2016 How do I manage the CCP? The first view of the CCP is the login page. Managers will login first with credentials provided by either a GE project manager or a member of the Education Team. Once logged in, the manager can forward the CCP URL to staff members, along with a provided Siebel Account number, used to link your practice to the appropriate location within the CCP. The functions a manager will be able to perform in the CCP are all wizard based. 18 Centricity Customer Portal Management 2/4/2016 Upon logging in, you will be prompted to choose a Knowledge Position. The name of your practice will be displayed. In this example, the practice is Physicians Associates and the position of manager is the default. Select Submit. How do I manage the CCP? A Knowledge Position is a category of users in the CCP. A manager would be in the Knowledge Position Manager role, whereas a student would be in a Knowledge Position Student role. 19 Centricity Customer Portal Management 2/4/2016 Once in the CCP, the Tools button is where the manager will go to access all wizards and reports. The manager will be able to do the functions listed below in the CCP. You can jump to different sections by clicking on the hyperlinks below. How do I manage the CCP? It is advised that you use this presentation in conjunction with making CCP changes until you are more familiar with some of the terminology. Self registration Assign users to Knowledge Positions Assign CBTs to Knowledge Positions Remove course assignments Create custom Knowledge Positions Change password Run reports Self-registration In this section you will learn how your staff will be added to the CCP. As the manager, you will login with credentials provided to you in a communication from the Education Team, or information from a project manager. Once you have logged in, forward the URL of the CCP to your staff, along with the Siebel Account number provided, and they can begin self-registering. CCP URL: 21 Centricity Customer Portal Management 2/4/2016 From the Logon screen, choose Register as new user. Self-registration 22 Centricity Customer Portal Management 2/4/2016 Complete all the fields. The Account Number field is where your staff adds the Siebel Account number provided to the person acting as manager. Enter this number to link your staff to the appropriate group of users for your practice. If you did not receive your Siebel Account number, contact the Education Team at the end of this presentation. When finished, click the Send information button to complete self-registration. Self-registration 23 Centricity Customer Portal Management 2/4/2016 It is important to note that users registering via the self-registration process are automatically placed into the Student-level Knowledge Position, created for your practice. You will learn more about Knowledge Positions shortly, but if you have any users that you want to be able to manage the CCP, after they have self-registered, they need to be added to the Manager Knowledge Position for your practice. Remember, as manager you have different permissions than a student user; therefore, you must add them to the Manager Knowledge Position after they have self-registered to have those same permissions. Self-registration Back to Wizards contents Assign users to Knowledge Positions In this section you will learn how to assign users to Knowledge Positions. Each user will be added to a Knowledge Position either prebuilt by the Education Team, or to a new one you create. If you have been designated as a CCP manager, you have already been added to the Manager Knowledge Position. You can assign users to either Student or Manager Knowledge Positions. 25 Centricity Customer Portal Management 2/4/2016 From the Wizards menu, find Assign or Remove People from Knowledge Positions and then Run Wizard. Assign users to Knowledge Positions When you receive management access to the CCP, a manager Knowledge Position has already been created for you. You can add your users to any Student or Manager positions available. An example name of the Knowledge Position would be Physicians Associates Student. 26 Centricity Customer Portal Management 2/4/2016 Select Next Step until you get to this screen. In the Knowledge Position Name field, enter a partial name to your practice, in this example physicians. Select Next Step to continue. Assign users to Knowledge Positions 27 Centricity Customer Portal Management 2/4/2016 There will be several Knowledge Positions listed. For this example, select a Knowledge Position with the name Student associated. Assign users to Knowledge Positions 28 Centricity Customer Portal Management 2/4/2016 Select Next Step until you are on this screen. Choose Assign to assign a user to this Knowledge Position. Assign users to Knowledge Positions 29 Centricity Customer Portal Management 2/4/2016 Select Next Step until you are on this screen. Enter the last name of the employee who you would like to assign. Remember, this user has already self-registered and is already in the system. If they have not self-registered, have them do so first. Assign users to Knowledge Positions 30 Centricity Customer Portal Management 2/4/2016 Select Next Step until you are on this screen. For this example there is only one Turner, so the choice is easy. However, there may be more than one Ted Turner in the Centricity Customer Portal, so be sure the Employee # matches the Siebel Account number for your practice. This unique number is what links your staff to your position in the CCP system. Assign users to Knowledge Positions 31 Centricity Customer Portal Management 2/4/2016 Select Next Step until you are on this screen. Confirm the assignment and choose Yes. Make the assignment. Assign users to Knowledge Positions 32 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. If there are no more users to assign, you will choose Im finished. For this example we are going to remove Ted Turner, so we will select Assign or remove another user. Assign users to Knowledge Positions 33 Centricity Customer Portal Management 2/4/2016 Just like before, in the Knowledge Position Name field, enter a partial name to your practice. As before, well search physicians. Select Next Step to continue. Assign users to Knowledge Positions 34 Centricity Customer Portal Management 2/4/2016 As before, there will be several Knowledge Positions listed. Select Physicians Associates Student, because that is the Knowledge Position where Ted Turner is located. Assign users to Knowledge Positions 35 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. This time select Remove. Assign users to Knowledge Positions 36 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. Choose Ted Turner to remove him from this group. Assign users to Knowledge Positions 37 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. Choose Yes; remove to confirm your selection. Assign users to Knowledge Positions 38 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. When you are finished adding or removing users, choose Im finished. Select Next Step until you are exited out of the wizard. Assign users to Knowledge Positions Back to Wizards contents Assign CBTs to Knowledge Positions In this section you will learn how to assign CBTs to a Student Knowledge Position. A Knowledge Position is a group of users with specific permissions. If you have been designated as a CCP manager, you have already been added to the Manager Knowledge Position, which gives you the permissions necessary to manage the CCP. It is important to note that you cannot assign CBTs to an individual, only to positions. 40 Centricity Customer Portal Management 2/4/2016 From the Wizards menu, find Assign Courses to Business Units and then Run Wizard. Assign CBTs to Knowledge Positions You are able to assign a course or CBT to a Knowledge Position, but not to an individual user. If there is only one user that needs to take their own CBT, they must be either assigned to an existing Knowledge Position, or a new Knowledge Position can be created. 41 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. Choose No because you are going to assign the CBTs to a specific Knowledge Position called Students. Assign CBTs to Knowledge Positions 42 Centricity Customer Portal Management 2/4/2016 Assign CBTs to Knowledge Positions Select Next Step until this screen. In the Name of Business Unit or Position field, enter a partial name of your practice, or in this example physicians. 43 Centricity Customer Portal Management 2/4/2016 Assign CBTs to Knowledge Positions Select Next Step until this screen. Choose Physicians Associates Student. 44 Centricity Customer Portal Management 2/4/2016 Assign CBTs to Knowledge Positions Select Next Step until this screen. For this example well search for the class about adding correspondence notes. The key for all available CBTs is at the top of the Catalog section of the CCP. You can also enter % in the Name field and all uploaded CBTs will return in the results. Be careful that you dont choose a curriculum inadvertently, instead of a course because every CBT from the curriculum will be assigned and in some instances there could be as many as 60 individual CBTs that will now be assigned. To avoid this, be sure that the course is listed as Web based, instead of Curriculum 45 Centricity Customer Portal Management 2/4/2016 Assign CBTs to Knowledge Positions Select Next Step until this screen. Choose Adding Correspondence Notes and Updating Visits Try. 46 Centricity Customer Portal Management 2/4/2016 Assign CBTs to Knowledge Positions Select Next Step until this screen. Since you are assigning this course, from the Required section choose Yes. If you choose No, the course will just be added to the Catalog section and the assigned user will never know it was assigned to them. 47 Centricity Customer Portal Management 2/4/2016 Assign CBTs to Knowledge Positions Select Next Step until this screen. Leave the Suggested Frequency field as is with Take only once. 48 Centricity Customer Portal Management 2/4/2016 Assign CBTs to Knowledge Positions Select Next Step until this screen. At this point you can either assign more courses to this Knowledge Position, or choose Im finished. 49 Centricity Customer Portal Management 2/4/2016 The next time the student logs in to the CCP, when they go to the Required section they will see the course weve just added to the Physicians Associates Student position. Assign CBTs to Knowledge Positions 50 Centricity Customer Portal Management 2/4/2016 Each customer will have a generic Student Knowledge Position created by either a GE project manager or the Education Team. As a manager, you may determine that all your users can reside under the one Student Knowledge Position, so you will never need to create a custom Knowledge Position. Assign CBTs to Knowledge Positions Back to Wizards contents Remove course assignments In this section you will learn how to remove courses or CBTs from Student Knowledge Positions. 52 Centricity Customer Portal Management 2/4/2016 Remove course assignments From the Wizards menu, find Remove or Modify Course Assignments and then Run Wizard. For this example we are going to remove Adding Correspondence Notes and Updating Visits from the Physicians Associates Student position. 53 Centricity Customer Portal Management 2/4/2016 Remove course assignments Select Next Step until this screen. Select No to remove a CBT from a Student Knowledge Position, which is under the Physicians Associates hierarchy. 54 Centricity Customer Portal Management 2/4/2016 Remove course assignments Select Next Step until this screen. In the Business Unit Name field type physicians to see all of the Knowledge Positions for Physicians Associates. 55 Centricity Customer Portal Management 2/4/2016 Remove course assignments Select Next Step until this screen. Choose the Knowledge Position that you want to remove the course from. This will affect all the users for this Knowledge Position. For this example, choose Physicians Associates Student. 56 Centricity Customer Portal Management 2/4/2016 Remove course assignments Select Next Step until this screen. Choose the course Adding Correspondence Notes and Updating Visits - Try and then Remove. Modify is listed as an option, but there is not a function tied to this option. Always select Remove when using this wizard. 57 Centricity Customer Portal Management 2/4/2016 Remove course assignments Select Next Step until this screen. Choose Yes to confirm removal of this course from the Physicians Associates Student position. Select Next Step to complete the course removal and exit the wizard. Back to Wizards contents Create custom Knowledge Positions In this section you will learn how to create custom Knowledge Positions in the CCP. There may be employees in your practice who hold numerous roles. In cases such as this, you may want to create a custom Knowledge Position and assign CBTs to these custom roles. Please note that the Education Team has created role-based curricula for many job functions, so you may not need to create custom Knowledge Positions. These role-based curricula are in the Curricula section. Some examples: CPSPM10 Billers CPSPM10 EDI Reps CPSEMR10 Clinical Support Staff CPSEMR10 Providers 59 Centricity Customer Portal Management 2/4/2016 Before creating your first custom Knowledge Position, it is important to understand the hierarchy of the CCP. Create custom Knowledge Positions The person assigned to the Manager Knowledge Position has the ability to create Student Knowledge Positions and assign courses and users to those positions. For the most part, there is no need to create a Community. A Community is a group of Knowledge Positions Custom Student Knowledge Position Physicians Associates Community Manager Knowledge Position Student Knowledge Position 60 Centricity Customer Portal Management 2/4/2016 After selecting the Tools button, the Wizards window opens in a new browser window. From the Wizards menu, find Create New Business Units and then Run Wizard. Create custom Knowledge Positions 61 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. Choose Yes. For this example the practice name is Physicians Associates and we are going to create a Knowledge Position under the Physicians Associates Community. Create custom Knowledge Positions The Student Knowledge Community for your practice will have already been created for you by the Education Team. 62 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. Choose Create a new Knowledge Position. There is typically no need to create a new Business Unit. Create custom Knowledge Positions 63 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. While there are many fields, the only one necessary is the Knowledge Position Name field. The naming convention you choose should include your practice, the student role and the specific group. For example, for Physicians Associates, we want to create a group of students who will learn about front office duties. We use Physicians Associates Student Front Office as the Knowledge Position Name. Create custom Knowledge Positions The Education Team has already created several curricula for specific functions, including the following: CPSPM10 Clinical Staff CPSPM10 Insurance A/R Reps CPSEMR10 Nurses / MAs Your practice may not need to create new Knowledge Positions. The maximum characters allowed in this field are 70, so if your practice has a long name, you may need to abbreviate a portion of it. 64 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. After confirming the details of the new Knowledge Position, select Next Step. Create custom Knowledge Positions 65 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. Choose No, I am finished if you have no more Knowledge Positions to add, or choose Yes to add another Knowledge Position. Create custom Knowledge Positions Back to Wizards contents Change password In this section you will learn how to use the wizard to change your password. This is the same wizard that the Student Knowledge Positions use to change their passwords. 67 Centricity Customer Portal Management 2/4/2016 If you are in the management role, you will be provided a username and password when you are introduced to the CCP. You will want to change that password by finding the Change Password wizard and then Run Wizard. Change password As a manager, your username will be provided, and it will be a numeric value corresponding to what the CCP uses to identify your Business Unit. Unfortunately, you cannot change your user name, however you can create a new user for yourself and assign yourself to the manager KP. 68 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. Enter your current password, then add your new password to the appropriate fields. There are no requirements for how many or types of characters you may use when creating or changing your password. Change password 69 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. Enter your Work. If at this time you want to change theaddress associated with your account, you may change it here. Change password 70 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. This is a confirmation that the new password has been saved. Select Next Step until the wizard closes. Change password Back to Wizards contents Run reports The CCP provides the manager with tools to run customizable reports for the following functions: 72 Centricity Customer Portal Management 2/4/2016 Once in the CCP, the Tools button is where the manager will access all reports. Click on each to go to that report. Registrations by Business Unit Business Unit Employees Registrations by Course Registrations by Student Run reports 73 Centricity Customer Portal Management 2/4/2016 Registrations by Business Unit report indicates what courses, users, and other categories are associated with the customer Business Unit. For this example all the categories are associated with Physicians Associates. From the Wizards menu, find Registrations by Business Unit and then View Report. Run reports Registrations by Business Unit 74 Centricity Customer Portal Management 2/4/2016 The Report Wizard will help you to set up how the results will be displayed. Run reports Registrations by Business Unit 75 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. Use the inside arrows to add or subtract fields to be displayed in the report. From the Display Order section, choose a field then click either the Up or Down button to change the order of how that field will be displayed in the report. The field at the top of the Display Order will appear on the top left of the report and the field at the bottom will appear at the top right of the report. Run reports Registrations by Business Unit 76 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. Enter your search criteria and your desired sort. By searching physicians in the Employee BU field, the report will list all categories associated with Physicians Associates. Reports can be produced as an Excel document, or as a Webpage. Run reports Registrations by Business Unit 77 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. The finished report displayed as a Webpage. Run reports Registrations by Business Unit Back to Reports contents 78 Centricity Customer Portal Management 2/4/2016 Business Unit Employees report indicates what users are assigned to specific Knowledge Positions. From the Wizards menu, find Business Unit Employees and then View Report. Run reports Business Unit Employees 79 Centricity Customer Portal Management 2/4/2016 The Report Wizard will help you to set up how your report will display results. Run reports Business Unit Employees 80 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. To run the report on the users for Physicians Associates, enter physicians in the Name of Business Unit or Position. Run reports Business Unit Employees 81 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. There are several Knowledge Positions created for Physicians Associates. For this example, we will report on the users associated with the Physicians Associates Student Front Office position. Run reports Business Unit Employees 82 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. There are several Knowledge Positions created for Physicians Associates. For this example, we will report on the users associated with the Physicians Associates Student Front Office position. Run reports Business Unit Employees 83 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. Use the inside arrows to add or subtract fields to be displayed in the report. From the Display Order section, choose a field then click either the Up or Down button to change the order of how that field will be displayed in the report. The field at the top of the Display Order will appear on the top left of the report and the field at the bottom will appear at the top right of the report. Run reports Business Unit Employees 84 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. For this example we want to search for Physicians Associates employee Byron Black. Enter black in the User Last Name field. Run reports Business Unit Employees 85 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. The finished report displayed as a Webpage. Run reports Business Unit Employees Back to Reports contents 86 Centricity Customer Portal Management 2/4/2016 Registrations by Course report indicates what students are assigned to each course, as well as if the course has been completed and other categories. From the Wizards menu, find Registrations by Course and then View Report. Run reports Registrations by Course 87 Centricity Customer Portal Management 2/4/2016 The Report Wizard will help you to set up how your report will display results. Run reports Registrations by Course 88 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. Use the inside arrows to add or subtract fields to be displayed in the report. From the Display Order section, choose a field then click either the Up or Down button to change the order of how that field will be displayed in the report. The field at the top of the Display Order will appear on the top left of the report and the field at the bottom will appear at the top right of the report. Run reports Registrations by Course 89 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. For this example we want to search for classes related to entering a new patient. Type new patient into the Course Title field and select Next Step. Run reports Registrations by Course 90 Centricity Customer Portal Management 2/4/2016 The finished report displayed as a Webpage. The results show all courses related to new patient and the students registered to those courses. Run reports Registrations by Course Back to Reports contents 91 Centricity Customer Portal Management 2/4/2016 Registrations by Student report indicates the courses the specific student has enrolled in, course completion and date of completion. From the Wizards menu, find Registrations by Student and then View Report. Run reports Registrations by Student 92 Centricity Customer Portal Management 2/4/2016 The Report Wizard will help you to set up how your report will display results. Run reports Registrations by Student 93 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. Use the inside arrows to add or subtract fields to be displayed in the report. From the Display Order section, choose a field then click either the Up or Down button to change the order of how that field will be displayed in the report. The field at the top of the Display Order will appear on the top left of the report and the field at the bottom will appear at the top right of the report. Run reports Registrations by Student 94 Centricity Customer Portal Management 2/4/2016 Select Next Step until this screen. For this example we want to search for classes assigned to student Byron Black Type black in the User Last Name field and select Next Step. Run reports Registrations by Student 95 Centricity Customer Portal Management 2/4/2016 The finished report displayed as a Webpage. The results show all courses assigned to student Byron Black. Run reports Registrations by Student Back to Reports contents 96 Centricity Customer Portal Management 2/4/2016 You are now ready to use the CCP and manage how CBTs are assigned to groups of users and create reports. It is important to note that CBTs do not have to be assigned to Knowledge Positions. At any point, a user added to the CCP can go to the Catalog, or Curricula sections of the CCP and find a CBT to take. The benefit of assigning CBTs is to group them by subject and create instances where CBTs are required by your practice. Remember, the Education Team has created several role-based curricula that may be helpful for your practice. If you have questions about using and managing the CCP, please contact GEs Education Team at Congratulations!