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Overview

This knowledge article will define what a provider is, the required fields and the form fields related to it in Paradigm. This will also provide the workflows on how to load a provider record, create a provider record, assign provider roles, delete an assigned provider role, add attachment, and edit a provider record.

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titleKey Terms and Concepts

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KeyTermsAndConcepts
KeyTermsAndConcepts

Key Terms and Concepts

Table of Contents
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titlewhat is
a Provider?

A provider is an organisation that has relationships to people reflecting some form of service they provide in an education context. Examples of services include a campus, a higher education provider, work experience business etc. In the context of Paradigm, the organisation is defined once as a provider. The type of provider is further distinguished through the assigning of one or more roles.

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titletable info
Provider Roles 

Roles are assigned to providers as a way of defining the types of relationships they may have with other records within Paradigm. Assigning the correct role to a provider is critically important to ensure that various features function correctly.

The table below outlines the intended use of each role:

Role

Description

Education Provider

Default role assigned to all providers

Educational Program Provider

Associated with course enrolment records (i.e. the campus)

Educational Unit Provider

Associated with base units and scheduled units (i.e. the campus)

Education Agent

Identifies the provider as being an agent for the purposes of student recruitment

Training Organisation

Associated with AVETMISS reporting

HEIMS Higher Education Provider

Associated with HEIMS reporting

Training Organisation Location

Associated with an AVETMISS delivery location

Work Experience Provider

Associated with the work experience module

Education Payment Agent

Associated with the agent payment workflow

Diocese

Allows the provider to be assigned as a diocese against the student record

Seminary

Allows the provider to be assigned as a seminary against the student record

Communication sender

Allows users to send communications on behalf of the provider using the email address of the provider record

Health provider

Allows the provider to be associated as a provider of overseas health cover within the OSHC module in Paradigm

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titleform fields
Provider Information Related Fields

The table below outlines the types of information that may be recorded against a provider type record.

Field Name

Required Field

Brief Overview

Edit Provider Details Section

Provider Unique Id

X

Unique code to identify the Provider

Provider TCSI Uid

X

Unique code to identify the Provider allocated by TCSI

Name

X

The Full and Legal name of the Provider to appear on official documents

Abbreviation E333

X

An Abbreviated Provider name to be used in drop boxes and internal system instances

ABN

The Australian Business Number is a unique identifier issued by the Australian Business Register

Trading Name

A business name used to carry out business functions and activities

Address Line 1 E427

Physical address of Provider

Address line 2 E428

Physical address of Provider

Suburb E429

Physical address of Provider

Post Code E431

Physical address of Provider

State E430

Physical address of Provider

Country

Physical address of Provider

Phone

Contact Phone number of Provider (Work phone)

Fax

Fax Number of Provider

Other Phone

Other Contact Phone numbers of Provider (Home phone)

Mobile

Mobile phone of Provider (Mobile phone)

Email

Primary contact of Provider's email address

Web URL

Provider's Web address

Logo image

Primary logo or branding image for use in system generated letters or reports

Web image

Secondary logo or branding image primarily used in various Paradigm screens

Invoice Fee Code

Abbreviated Fee Code eg SF - Star Fleet Academy

GST Amount

The amount of GST charged 10%

HE Provider Code E306

The Higher Education Code allocated to each Provider by the Government

Agent Commission Percentage

the percentage amount paid to this agent for referring a student

Agent Category

  • Local

  • Overseas

Agent Focus

Agent Sales Representative

Agent Contact Person

Primary contact for Agent

Agent Contract Original Date

Agent Contract Renewal Date

Provider Status

X

  • Active

  • Archived

Provider Course Id Type

  • Short

  • Long

SVP Agent

SVP stands for Streamlined Visa Processing Agent

AHEGS Provider Print Details

Provider specific details that are to be optionally printed on each AHEGS

CRICOS Provider Code

The Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) is a register of Australian education providers that recruit, enrol and teach overseas students. Registration on CRICOS allows providers to offer courses to overseas students studying in Australia on student visas.

Related Bank Account


Parent Reporting Provider

The parent provider to be reported, or this provider if it is the parent provider

Effective From Date E609

The date the TCSI provider record is effective from

Effective To Date E610

The date the TCSI provider record is due to expire

Validation Status

The Status from TCSI of the provider record

Last Validated

The date the TCSI provider record was last validated on

Vet Provider Details

Statistical Local Area

Training Authority Identifier

Training Authority Name

Training Contract Identifier - New Apprenticeships

Training Organisation Delivery Location Identifier

Training Organisation Identifier

Training Organisation Type Identifier

Addresses Section

Attention Name

Person to address at the Provider

To Name

The business name to be shown for the Provider

Address Line 1

Mailing address of the Provider

Address Line 2

Mailing address of the Provider

Suburb

Suburb of the mailing address of the Provider

Postcode

Postcode of the mailing address of the Provider

State

State of the mailing address of the Provider

Country

Country of the mailing address of the Provider

Phone

Fixed phone number of the Provider

Fax

Fax number of the Provider

Other Phone

Alternative phone number of the Provider

Mobile

Mobile phone number of the Provider

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Provider

information required fields

Information Required Fields

Required Fields

System Required

Abbreviation E333

X

Group Name

X

Party Group Status Id

X

Provider Unique Id

X

Provider TCSI Uid

X

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Implications

NOTE

Depending on the individual user's levels of access, not all pages will be available or editable. If you have Full Admin level access and the pages still isn't visible, it maybe either not being used at your institution or have been hidden. For more information contact the Silverband Help Desk.

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Expand
title1. How to Load a Provider Record

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title1.
How to
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titleload
a Provider Record

  • Click on the Provider tab in the side menu

  • Click on the Search option in the side menu

  • Enter the Organisation name or Abbreviation

  • Click on the Search Provider button

    • This

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    ,
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    ,
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    ,
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    Choose Providers > Search > Enter the organisation name or abbreviation > Click the SEARCH button.

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    After clicking the SEARCH button, it will show a list of

    Providers

    providers that meet

    the

    your searched criteria

  • To filter the list of Providers, in the search box above the list of Providers, start typing the Provider name to reduce the number of results.

    • . You can filter the result more by entering more keywords relating to the provider name that you want to search in the Filter Box.

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    When you see the record for the Provider you are looking for, click

    on

    the

    Provider code for that provider, highlighted in blue in the left column of that rowThe Provider record has now been loaded.

    provider code hyperlink under the first column. This will load the provider record.

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    Info

    INFO: In the sample screenshot above, SILVER is selected as the provider record to be searched.

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    After clicking the chosen provider code hyperlink, an EDIT PROVIDER DETAILS Form section will appear, detailing all the provider information saved in the system.

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    title2. How to Create  / Add a Provider Record

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    How to
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    or add

    or
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    a Provider Record

  • Click on the Provider tab in the side menu

    • Click on the Add new option in the side menu

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    ,
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    Choose Providers > Add New.

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    It will open an EDIT PROVIDER DETAILS Form section where you can enter the new information of the provider record that you want to add.

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    Enter at least the minimum required fields for an operational

    Provider

    provider record, and any further information in the appropriate fields

    Click on the Save Details button

    available.

    Refer to the minimum required fields from the screenshot below (numbered 1-3):

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    If the record that you are adding is a VET Provider, you can also enter the available information you have under the VET PROVIDER DETAILS Form section.

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    After filling out the details of the provider, click the SAVE DETAILS button to add the new provider record in the system.

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    title3. How to Assign Provider Roles

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    title3.
    How to
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    Provider Roles

    Note

    BE ADVISED: Before you try to assign a role to a provider, a provider record must have already been created and saved.

    For a new Provider, refer

    Refer to the

    section above "How To Create / Add a Provider Record".

  • For an existing Provider, load the provider record or refer to the section above "How To Load a Provider Record".

    • Click on the Assign Roles dropdown box to select

    workflow above on how to “

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    title2.
    How to
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    or
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    titleAdd
    a Provider Record.”

    NOTE: The steps below is applicable only when there are already existing provider records in Paradigm.

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    Load the Provider’s Record that you want to assign a role by choosing Providers > Search menus on the side. Refer to the workflow above on “
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    How to
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    titleload
    a Provider Record” if you need a more detailed steps.

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    title2
    Once the Provider Record is loaded, at the top of the page, an ASSIGNED ROLES FOR PROVIDER Form section will appear. Click the drop-down menu and choose the role that you want to assign to the provider.

    Info

    INFO: Refer to the Key Terms and Concepts section above under the

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    titletable info
    Provider Roles section for a list of the possible roles a provider can have in the system and a brief description of each.

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    Click

    on

    the

    Assign Role button

    ASSIGN ROLE button after selecting a role from the drop-down menu.

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    NOTE: A provider record may have many assigned roles. Repeat steps

    3 and 4

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    and
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    as necessary for your provider.

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    title4. How to Delete an Assigned Provider Role

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    How to
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    an Assigned Provider Role

    Click on the delete icon next

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  • Load the provider record or refer to the section above "How To Load a Provider Record".

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    Load the Provider’s Record that you want to delete and assigned role by choosing Providers > Search menus on the side. Refer to the workflow above on “
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    How to
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    titleload
    a Provider Record” if you need a more detailed steps.

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    title2
    Once the Provider Record is loaded, at the top of the page, an ASSIGNED ROLES FOR PROVIDER Form section will appear. Click the DELETE button next to the role to be removed.

  • A warning message will appear  - Are you sure you want to delete the selected item

    • To proceed, click OK, or to keep the assigned role, click CANCEL.

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    A pop-up message on top of the screen will appear wanting to confirm your deletion action. Click OK to confirm.

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    After clicking the OK button, the role you’ve chosen to delete will no longer apply to that provider record.

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    title5. How to Add Attachment to Provider Record

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    How to
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    Attachment to a Provider Record

    1. Load the provider record or refer to the section above "How To Load a Provider Record".

    2. Scroll to the bottom of the page

    3. Click the Add File Attachment button

    4. Click on the Purpose drop box and select the required option from those available

    5. Click on the Category drop box and select the required option from those available

    6. Enter the Name to be used for the Attachment

    7. Optional - Enter a brief description of the Attachment

    8. The Permission Level field should be set to the lowest permission level that is to be allowed access to read or open the file, such as Staff. It is recommended not to set it to the Student level for security reasons.

    9. Click the Browse button and select the file from your local computer that contains the image.

    10. When the details above have been completed, click the Save File Attachment button.

    11. Once these details have been added, you are then able to update these details as you please, and the new details will be immediately updated across all report and letter templates that are currently configured to use them.

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    title6. How to Edit / Update a Provider Record

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    How to
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    a Provider Record

    1. Load the provider record or refer to the section above "How To Load a Provider Record".

    2. Scroll to the bottom of the page and click the relevant button to Edit Billing Address or Edit Current Address.

    3. Once you have entered the appropriate details for the specified contact detail type, click the Save Provider Contact Details button.

    4. Once you have saved the new provider details, you have the option of copying those details to the alternate contact type by clicking the button to the left of the Save Provider Contact Details button, and then clicking the Save Provider Contact Details button.

    5. At the top of the page you can then choose to update the contact details for any other contact role that exists for the currently loaded provider record, by clicking on the blue hyperlink for that contact role, then updating and saving those details.

    ...