Introduction
This User Guide is a Care Manager supplement to the Vendor View Vendor User Guide. The operations of Vednor View are discussed in the Vendor User Guide and should be reviewed prior to using this document.
Accessing Vendor View
Each vendor using Vendor View must be registered and assigned a User ID and password to access the Vendor View web site. Agent users simply use their MICIS, PICK, or COMPASS User ID and password. To connect to Vendor View:
1. Go to https://portal.ciminc.com/vendorview.html
2. Click on the Vendor View link
3. Enter User ID and password (same as MICIS)
4. For security purposes, do not click “Remember my password”.
5. Click OK or hit enter
Selector Screen for Agents
Once the system recognizes your User ID and password, the Agent Vendor Selection screen is displayed.
1. Select a vendor from the drop down list (only internet vendors are displayed); this will display Vendor View as the chosen vendor sees it.
OR
2. Leave the default of “View All Vendors”
3. Click the [Next] button
Note that messages always show for the agent user (regardless of whether in a selected vendor or all vendor view), and the Failed Fax tab is available only with the “Viewing All Vendors” option.
The screen heading for an agent user will say “Viewing All Vendors” (if that was chosen) or a Vendor Name if a particular vendor was selected.
Agents can choose several options for the operation of Vendor View, including:
What short service names to use for HCPCS codes
What type of Assessment report each Vendor View vendor will receive
Whether PICK comments fields will be included on Vendor View Assessment reports
Notices Screen and Functions for Agents
There are two differences in the Agent’s Notice screen:
• There is no button to allow Agents to archive a notice; only vendors can do that
• There is a button to “Remove Notice from Vendor”. See below for description.
Agent Notices Display and Functions
Notices are displayed in two sub-links: Current Notices and Archived Notices.
In the Agent display, all notices are listed for all vendors in the Notice screens, so a Vendor column has been added to the display. Once the vendor has reviewed and archived a notice, it no longer appears on the Current Notice list, but can be viewed on the Reviewed/Archive list.
A vendor search has been added to the Search capability, so the agent user can select all notices for a particular agent. The search occurs when the user clicks the Go button, with however many letters have been entered to the search box.
There is a column which indicates the fax date for fax vendors on the Archived Notices page. This date is added when the fax is sent.
Remove Notice From Vendor
Agents are not able to archive a notice; only vendors can do that. However, an agent is able to delete a notice that should not be sent to vendor(s) because it was mistakenly created or should not be sent for whatever reason. Agent users will click the new “Remove Notice from Vendor” button after marking the checkbox for the notice(s) to be removed. When this is done, the User ID and date and time that the notice was removed are saved in the notice log for reference.
Note that this function is usually reserved for data staff, so others should not remove notices without checking with them.
Message Features for Agents Only
As with Vendor users, messages in Vendor View are not sent to a person. Agent staff must decide how the messages will be monitored, and who will be responsible for seeing that messages are delivered to the appropriate people.
Note that fax vendors will not be listed as available vendors in the Messages list, since they will not be able to see posted messages.
Vendor is an added search criterion for Agent users.
Send New Message
In addition to the new message options for Vendors (Send a Standard Message and Send a Client Message), Agents can also “Send a Client Message to one or more vendors”. Selecting this option allows users to:
1.) Select the client associated with the message from the displayed list.
2.) Once the client is selected, the Agent name (for internal client messages) and all of the client’s vendors with open care plans appear in the “To:” list.
Sort order of Agent name and vendors is as follows:
a. Agent name (for internal client messages)
b. Internet vendors with open care plans appear with an asterisk to the left of their name on the top of the list. An open care plan is one that is open today or in the future, regardless of the presence of a currently open template or scheduled exception. However, in order to appear, the care plan must have HAD a template or scheduled exception at some point, even if it is not open on the date the message is sent.
c. Internet vendors with care plans that are not open today or in the future but stopped in the last 6 months will appear without an asterisk.
3.) Select the agent or vendor(s) to receive the message from this list by using [Click] and then [Shift] [Click} to add more vendors.
Note that these vendors will NOT appear on this list:
1.) Fax vendors
2.) Vendors with a care plan that never had a template or scheduled exception
3.) Vendors with care plans that stopped more than six months ago
Post New Message as PICK Progress Note
Agent users can click the checkbox entitled “Post this message as a Progress Note for the client” to have the outgoing message posted automatically as a PICK Progress Note. The Progress Note will be synced to the laptop computers during the next sync.
The Progress Note is created as follows:
• CM Initials = “VVW”
• Vendor name used as the contact name for Vendor recipients. Agent name used as the contact name for Agent recipients (internal messages)
• Contact Method = “Vendor View”
• Contact Person = “Vendor Staff Person”
• Progress Note = body of message (subject is excluded)
• Date and Time – date and time of the message posting
Note that Delete Message will NOT delete a Progress Note that was automatically created from a message using the Progress Note checkbox.
Message Groups
Message Groups allow Agents to create and send the same message to groups of vendors, without the need to select every one individually for sending. Message Groups appear in red in the “To” list in addition to individual vendors.
Agent staffs are able to send messages internally to other staff members by highlighting the Agent name that is listed in blue in the “To:” list. These messages are marked as “Internal” rather than the “In” or “Out” designation. This feature is useful for remote Care Managers to be able to send messages to the central office staff.
Create a New Message Group
Step 1: Click on the Message Groups sub-link (on Messages tab).
Step 2: A list of all existing groups is displayed, with the number of vendors in the list displayed in a column on the right.
Step 3: Click Add New under the Message Group box.
Step 4: Enter new group name in the displayed box, and click Add to the right. An error message will display if the group name exists.
Step 5: Click [Exit] to return to the prior page.
Add or Remove Vendors in a Message Group
Step 1: Click Manage Group next to the new group name.
Step 2: A page will appear with all of the available internet-only vendor names and IDs on the left side (Unassigned Vendors), and a blank list on the right side (Assigned Vendors).
Step 3: To add a vendor to the group, click the right arrow in the Add column next to the vendor name in the Unassigned list. The vendor name will appear in the Assigned list.
Step 4: To remove a vendor from the group, click the left arrow in the Remove column next to the vendor name in the Assigned list. The vendor name will appear in the Unassigned list.
Step 5: Click [Done] when the list is complete to return to the prior page.
Change Message Group Name
Step 1: Make the name changes in the white box.
Step 2: Click Update Checked under the Message Group.
Note if you make a change in the name, the system automatically checks the box, and will not let you leave the page until the changes are saved.
Step 3: Cancel Changes will undo all of the changes made since the Update Checked was last clicked.
Step 4: Click Update Checked when changes are completed.
Delete a Message Group
Step 1: Check the box to the left of the vendor name.
Step 2: Click Delete Checked under the Message Group box.
Review the Vendors in a Group
Step 1: Click Vendor List next to Vendor name.
Step 2: System displays a list of vendors with the Message Group name.
Step 3: If you want to print the list, click Print this Page link.
Step 4: Click Exit to return to the prior page.
Send a Message to Message Group(s)
Step 1: When a new message is created, the Message Group names appear in the “To” box in red.
Step 2: Select the name(s) of the group(s) to receive the message by clicking on the name. <Ctrl> Click will add more names to the list.
Step 3: Type the message and click Send.
Tools
The Tools tab uses sub-links to allow users to maintain care managers, vendors, and vendor users. The function of these sub-links is described below.
Care Managers
Agents maintain the Care Manager list in Vendor View. They are able to add, change or delete Care Manager information on this sub-link using buttons at the bottom of the page. Agents optionally can provide phone numbers for Care Managers on this sub-link.
Add New Vendors
This function allows agents to add new vendors to Vendor View. After clicking the “Add New” button on the bottom of the page, users highlight and select a vendor from the drop down list. Note that vendors in the drop down list are MICIS vendors that are not already Vendor View vendors.
Users add vendor contact information (name, phone and email address), type of vendor (internet or fax), fax numbers, and type of assessment. The vendor contact person information is needed in order for the vendor to receive certain emailed reports from Vendor View, like vendor and user lists (when the user has no email address). Once changes are made, click the “Save Vendor/Add Users” button, and for internet vendors, the system will automatically take the user to the “Add Users” sub-link (see below).
Manage Vendors
Information for an established Vendor View vendor can be changed using this sub-link. After clicking the “Edit Vendor” button on the bottom of the page, the Vendor View vendor is highlighted and selected from the drop down list, and necessary changes are made and completed using new buttons at the bottom of the page.
Delete Vendor and All Users
This button will delete the selected Vendor View vendor and all associated users. The button asks for confirmation for the delete before proceeding. Note that the vendor and users are deleted from active use, but historical notice information for this vendor remains in Vendor View.
Note that users are not deleted from Vendor View entirely if they have access with another Vendor View agent or vendor. This feature will only remove the user’s ability to access the deleted vendor.
Save Changes
This button saves any changes made in the Vendor record.
Cancel Changes
This button cancels changes and returns the record to its pre-edit mode (grayed out). Users will need to click “Edit Vendor” to make additional edits.
Add Users
Vendor View users are added on this sub-link. Agents are automatically taken to this sub-link once a new vendor is saved, or can click on this sub-link to add new users at any time. Important: an internet vendor must have at least one user to receive email reminders.
First and last names are entered, and the system checks last name and first initial to see this person might already be a Vendor View user (e.g. with another agent). Depending on the results of that check, a different screen will appear.
New User to Vendor View
If the last name and first initial do not exist in Vendor View, the system will bring up a screen to select the vendor (automatically supplied if coming from adding a new vendor), enter the password, whether the person should receive notice and message emails, email address and phone number. The “Save User” button will save the new information.
Existing User in Vendor View
If the last name and first initial exist in Vendor View, the system will bring up a screen that indicates “The following Vendor View users already exist with the same last name and a similar first name. Please select an existing user or click the "Add New" button to create a new user.”
A name match will usually occur because Vendor View is being used in conjunction with a different waiver agent, and the same person is already a user in Vendor View. If the agent knows this is the same person, they will click the checkbox next to the matching name, select the vendor name, whether the person should receive notice emails, and the email address. The “Save User” button will save the person with their existing password and associate them with the new vendor.
If the person is NOT the same as anyone on the list, click the “Add New” button to add a new user by returning to the new user screen.
Manage Users
Information for established Vendor View users can be changed using this sub-link. After highlighting a vendor from the drop down list, the Manage Vendor View Users screen appears. Necessary changes are made and completed using buttons on this screen.
Send User List
This button sends an email to the vendor’s contact email address at the next email time (either 11:30 a.m. or 3:30 p.m.). The email includes a list of all Vendor View users, with their name, user ID, and email address. If the person is not to receive email reminders, the list will say “No email address = no notifications.”
Delete Selected Users
To delete a user, click the checkbox next to the name, and click the “Delete Selected Users” button. The system asks for confirmation, and will then remove the person from the vendor’s user list.
Save or Cancel Changes
After clicking the checkbox next to the user and making necessary changes in the user’s phone, email address, password or whether the user should receive notice and message emails, click the “Save Changes” button to save your changes. “Cancel Changes” will undo changes and return the listing to its prior state.
Note that if a user calls and doesn’t remember their password, the simplest thing to do is reset the password in the Manage Users section. If the user is still not able to get in, they might have tried too many times, at which point the system locks them out. If this happens, please contact CIM to remove the lock on their User ID.