There are two methods to add a new provider in monitoring in Passport. Best practice would be to follow one method and not to alternate as to ensure your data remains clean and accurate. This will be discussed in detail during your implementation. If you have any questions about what's right for your organization, please contact client care at firstname.lastname@example.org
Below are the steps for each method:
This will be the method used by majority of organizations and is ideal for organizations with more than 100 employees or high volumes of turnover. Your organization will utilize our "Provider File" format to add any new employees.
Most clients set up ongoing file feeds from their HRIS system to manually upload or set up a secure file transfer via SFTP.
To add a provider to your system via a file, simply add a new row to the file and enter the new provider's information.
After you have entered to required information, you are ready to upload.
For step by step instructions on the provider file, please go to the following support article: Create A Provider File Upload
This method of manually keying provider data into Passport is best used for organizations with small populations or minimal turnover. It will require a high level of attention to detail as to not add providers more than one time or to not miss any individuals in your population. It is strongly discouraged that you manually add any provider data when you are using the file method as you risk adding duplicate records which will impede the ability to upload files until the duplicate record is removed.
Please refer to the following steps when manually adding a new provider:
Begin by logging in to Passport.
If your organization has a Corporate Dashboard (you can see multiple facilities on your login screen), toggle to the facility that you wish to add the provider.
Click on "Providers" on the blue navigation bar to review your list of providers. You can use the filters to review if your provider has already been added. Reminder, it is important to not add duplicate records to your Passport account. Press "Add Provider" to key provider information to your system.
Key in all required provider data and press "Save" or "Save and Add Another" if you have additional providers to add.
- First name (legal first name)
- Last name (legal last Name)
- Address line 1 (no. P.O. boxes)
- Birth date
- Social Security Number (if using Unique ID, this field is preferred)
- Unique ID (Required if using Unique ID in place of SSN)
- Unit (choose from drop down)
- Discipline (choose a discipline from above the dotted line) - note: the discipline chosen corresponds with the type of monitoring package and license requirements. If you are unsure of which one to select, please reach out to your admin user or client success team for help.
Important: If you do not add all required information, your provider will be listed as Pending and monitoring will not begin until you've added all required fields.