To remove a provider from monitoring in Passport, you must have Advanced Provider Access and/or Integration Import Access selected in your user permissions. If you do not have these authorities, you must get approval from an administrator at your organization.
There are a few different ways to terminate providers from monitoring. If you are terminating a large group of employees from monitoring at one time, best practice would be to upload a provider file with a termination date under the column for Monitoring End Date (Create Provider Upload File Using SSN)
Please note: Terminations are permanent and will lose all monitor history for your provider. Please exercise caution when using the mass termination feature.
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This article outlines two methods to terminate/delete a provider from monitoring in the Passport System:
During Onboarding, your implementation specialist will suggest which option is best for your organization.
Reminder: It is best practice to stick with ONE method of updating to ensure your system stays organized. Check with your system administrator to confirm what way of adding/deleting providers in the system your company has chosen.
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Below are the steps for each method:
A) File Method: (Integration Import Access required)
1) Use Column labeled "Monitoring End Date" to terminate a provider via the File Method. The date can be in the future or the past. If the entered date is in the future, the system will not term the provider until the designated date. Make sure the date is formatted correctly. (Example: MM/DD/YYYY = 11/20/2011)
*If your organization is sending an update file from the HR system, then terminations may also be sent via your HRIS once you have termed an employee from the HRIS. Generally, we recommend an organization sends a file at minimum one time per monthly so the termination from Passport will not occur until your next data import.
B) Manual Method: (Advanced Provider Access required) Caution! Terminations are permanent. We default the earliest termination time to midnight of the current day when terminating manually. You can, however, select a future day and time for a future termination to take affect:
From your Dashboard > Providers > "View" for selected provider > "Unit/History.
Click 'Set End Date' and enter the: date, time, and time zone. The date will automatically populate to tonight date at midnight. You may change the time to terminate the provider sooner than midnight however, you can only select a time in the future. You will be unable to select a time in the past.
Click either 'Back' button to terminate (remove) another Provider.
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If you are unable to upload a file for terminations and looking for an in-app solution, you are able to do a bulk termination in Passport as well.
If you log in, click on the providers tab and filter to the specific group of providers you wish to terminate.
Use the checkbox on the top right or individual boxes to select the providers you wish to terminate. You will select Set End Date For Select Providers on the bottom right and press Go.
From here, you can review the providers you will be terminating. The system will automatically choose midnight to terminate these individuals. You may move the date and time to an earlier time, but it cannot be in the past.
Please double-check all providers on your list. Once you terminate the providers, you will only be able to access their monitor records through a Single Provider Compliance Report for a terminated provider. If they are re-entered into monitoring, a full verification will be completed as if a brand new provider.
Once you have approved your list, you can select OK and you will receive a message confirming their termination.
The employees that you have bulk terminated will be removed from monitoring at the date and time that you selected. They will still appear in Passport until that time so if you accidentally terminated someone you shouldn't, you can remove their monitoring end date from their individual provider record.