An important process of maintaining your Passport account is ensuring that Passport receives regular, ongoing files of your active and terminated employees. The files provide all employee information, assigns which facility and unit the provider is in and designates the level of monitoring and license requirements for each employee. If you are not responsible for this process at your organization, you may skip ahead to the final lesson, Lesson 9 : User Management.
Files can also be uploaded manually into the Passport system. There is a specific file template that must be followed or you may experience file failures. The file specs should have been covered during your on-boarding process and additional details can be found in Create a Provider File.
To upload your files, login to Passport and toggle to Integrations. Press Upload File under Submit Files. If you are uploading a provider (employee) file, simply leave the default selections, find your .csv file and upload.
While your file begins to process, you will see it under Incoming Files. Once the processing complete, your file will either go under Processed Files and Results or Error Files and Results. If your file has any errors, it is important to correct your file and re-upload.
In order to review file errors, scroll to the Error Files and Results section and click view results. You will receive line by line instructions to correct. Common errors to look for include incorrect formatting of zip code (5 or 9 digits), social security numbers (9 digits), issues with dates (should be dd/mm/yyyy). Additional errors are new Facilities, Units, or Discipline codes on your file. For these errors, please reach out to email@example.com or 615-938-7878 ext 1.
This process is often set up via an SFTP Transfer. More information on files sent via SFTP can be read here: Updating Files to SFTP If you wish to set up SFTP Transfer, please reach out to client care at firstname.lastname@example.org to request SFTP credentials.
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Need additional support? Contact the Client Care team for access to one of our on-demand training webinars.