This article guides users on reviewing new monitor alerts in Passport. It explains how designated users receive email notifications to log in and review alerts due to their sensitive nature. Users can access alerts via the dashboard or the Monitor tab and filter them by severity, result status, and progress status. The article outlines color-coded result statuses (Red, Yellow, Green) and customizable progress statuses to streamline investigations and audits. It also covers exporting reports, reviewing alert details, adding verification notes, and updating progress statuses for a clear audit trail.
Reviewing Monitor Alerts in Passport
When your organization has new monitor alerts, designated users will receive an email prompting them to log in to review the alerts. Due to the sensitive nature of these alerts, details are not included in the email.
Once logged in, users can click the red or yellow numbers on the dashboard or navigate to the Monitor tab in the top menu.
Using Search Filters
Filters in the Monitor section help narrow down the list of alerts:
- Severity: Represents the type of alert to review. Some organizations may opt to have specific users only verify certain types of alerts. For example, your HR team may choose to review license alerts, while your compliance team reviews exclusions and sanction alerts.
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Result Status: Represents the urgency that ProviderTrust recommends when reviewing an alert. The result status cannot be changed regardless of your investigation of an alert. Some examples of each color are as follows:
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- Red: Matched Current Exclusion, Expired/Suspended License, Sanction or disciplinary action related to abuse or revocation, or a match to the Social Security Death Master File (SSDMF).
- Yellow: Unable to Determine Exclusion, name mismatch on a license board, or a disciplinary action/board order.
- Green: Verified license in good standing, no SSDMF match, or potential exclusion verified as a no-match.
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Progress Status: Tracks your organization's investigation progress on a new alert. These statuses are fully customizable, with default options:
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- Needs Review: New alert, not yet reviewed by your team.
- In Progress: An alert that is currently being reviewed by your team.
- Resolved: Review is complete; alert removed from dashboard count.
- No Review Needed: green alerts that do not require attention from your team. Does not display in the dashboard count.
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Custom Progress Status: Some clients choose to customize their progress statuses to display audit-friendly language.
custom progress statuses clients have implemented:
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- Sanction under management review
- Not excluded but under investigation
- Cleared
- Escalated to Upper Management
- Employee on Leave of Absence
- Resolved - Affidavit signed
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Exporting Reports
To take your alerts offline, click Export at the bottom right of the page. A link will appear once your report is ready for download.
Reviewing and Updating Alerts
To review an alert:
- Click View to open the alert.
- Review details from the primary source (exclusion lists, disciplinary boards, or license boards).
You'll also find:
- Verification Notes: Details on how the verification team matched the alert.
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Previous Notes: Left by users at your organization and a section to leave your own notes and update progress status.
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- All Notes are timestamped, dated, and cannot be deleted providing a clear audit trail.
- Best practice is to leave detailed notes when possible for an audit scenario when an auditor requests action steps taken by your team.
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By clicking Client Provided Profile Data you will have the ability to review information that was provided by your organization from your HR system.
Additional Monitoring Results
additional monitoring results will display any additional monitoring alerts for your employee to give you full monitoring history at one time. For example, if you are reviewing an exclusion alert, you may wish to review if this employee received any previous sanctions or disciplinary actions.
Once you have left any relevant notes and updated the progress status accordingly, press Save and back to return to the list of monitor alerts.
Next: Types of Monitor Alerts
Need Help? If you have questions or need further support, contact our Client Care team for assistance or to access one of our on-demand training webinars.