PRM People Records

Product Guide Library > PRM > PRM People Records

Add & edit people records to store information & interact within the application.

Permissions & Restrictions

Permissions

Admins: Can add, view, edit, or delete all People Records. 

Full Users: Can add new people records. Can view, edit, or delete people records they are assigned to or are that are included in teams they are part of.

Standard Users: Can add new people records. Can view and edit all other People Records. Can only delete those People Records defined as ‘My’ records.

Limited Users: Can only view and edit People Records that are defined as ‘My’ records. Collaborators do not have permission to add or delete People Records.

Read-Only Users: Can view all People Records. They do not have permission to add, edit, or delete Person Records.

Term Definitions

Practice Status: How a provider practices. Some examples include full-time, part-time, locums, etc.

Network Group: A way to customize and specify groupings of providers.

Network Status:

In-Network: Employed providers, providers a part of your Medical Group, or for those states that cannot employ physicians (like California) it can be defined as your “preferred” providers.
Network Friendly: Contracted or On-staff providers who are credentialed at your facility but are not employed or a part of your medical group. This can also be defined as the CIN (Clinically Integrated Network) or a group of providers that your organization contracts with.
Out-of-Network: Any providers outside of your organization. All records will default to this status until otherwise noted.
Targeted Competitor: Mark specific providers & groups as competitors. An example could be a competing orthopedic group or a provider that left your network to join a competitor.
Unknown: Providers that are not part of any status.

Note: network status does not correlate with insurance networks

Restrictions & Pre-Requisites

To assign a user to a profile utilize the Relationship Manager field. This isthe liaison user or users over the provider profile.

Only 1 network group can be assigned to a provider.

Add a New Person

Click the + drop-down menu in the top right
Select Add Person
The Add Person form will slide out
Enter required & optional information in the fields available
Upon creating a new record, the user will be redirected to the Person profile page

Type Field

The first required field is Type, below is a breakdown of the main person types:

Physician: Any individual who has earned a medical doctorate and is qualified to practice medicine.

Advanced Practice Provider (APP): Any healthcare provider who is not a physician who performs medical activities. Examples of APPs include nurse practitioners or physician assistants.

Allied Health Professional: Any health professions distinct from medicine and nursing.

Staff: Any non-medical employees.

Other: A catch-all for any other staff types that don’t fit within the other type categories.

Additional fields if Physician, APP, or Allied Health Professional type is selected:

Upon selecting one of the above types, you can fill out additional fields, including Medical Degree, Specialty, Subspecialty, Network Status, Title, NPI & Product Access.

Top Tip – Specialty and Subspecialty are dependent fields meaning when a specialty is selected, only subspecialties related to that specialty will be available. Unsure which specialty a specific sub is tied to? No problem! The dependency works two ways – if a subspecialty is selected the correct specialty will auto-fill.

The Do Not Update flag identifies if this profile should be updated via any demographic upload – claims or internally provided file. If this flag is enabled, this profile will not be updated unless specified by a CSM via the upload request.

Person Profile Page

Header & Profile Tab

From within a person profile users can view and edit key information about the person such as name, type, specialty, NPI, the Do Not Update flag & assigned teams in the main header. Other information includes title, product access, and a paperclip to indicate if any files have been attached.

The main profile section is where general contact and custom field information reside. It will also include high-level information about the last activity date, primary affiliation, notes, and metadata on who created the profile and who last updated the profile.

Personal Tab

In the personal section, users can track a variety of information about a person including demographic data, personal details such as languages spoken or hometown, education, and family members. This helps to gather a larger personal picture of the provider.

Professional Tab

The professional tab includes vital information to track regarding a provider’s practicing information including practice details like practice status, network status, and network group to board certifications, credentials, and employment history.

Affiliations Tab

Affiliations allow users to track and maintain the relationships a person may have between other providers and people records as well as hospitals and other places. A provider can have as many affiliations as needed and can have one primary place affiliation and one secondary place affiliation. View our full affiliation feature guide for a more in-depth look at how affiliations work.

Profile Dashboards

Profile dashboards are available for a Person Record if you are a client who has purchased claims data or submits internal demographic data for Marketware to process. Explore information such as claims details, hospital-based claims, inbound and outbound trends as well as patient origin.

Activities Tab

Once the person has been assigned to any activity, users will be able to view and filter activities assigned to them from the activity list.

Files Tab

From the files section, you can upload any important or additional files you would like to add to the profile. Unless locked down by security, all files can be viewed and downloaded by Admins, Managers, and Users. Collaborators can access the files if they can access the profile. Review the document security guide to review our latest file safety feature.

Delete a Person Profile

Admins: Can delete any profile.

Full Users: You can delete Place Profiles assigned to you as a relationship manager, practice manager, onboarding coordinator, or recruiter, as well as any Person Profile belonging to teams they are managing.

Standard Users: Can delete profiles for which they are assigned as a relationship manager, practice manager, onboarding coordinator, or recruiter.

Limited & Read-Only: Can’t delete profiles.

The delete profile option can be found under the ellipses of the profile header.

Note: Deleting a profile means that it will no longer appear in the system but can be recovered if this was done by accident. All activities will be unassociated with the profile; however, all profile details will remain. To un-delete a profile, review our guide on deleting. Deleting profiles should not be used as an archive as some data will be removed and will not be recoverable.