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Overview

The Providers - Edit Contact Info menu supersedes the use of the address information shown on the main provider record. This screen was added to ensure provider address information is stored in an AVETMISS compliant form. This knowledge article will provide a workflow on how you can add and edit a provider’s contact information in Paradigm.

Complexity:

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Navigation

Table of Contents
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excludeOverview|Workflow|Video

Workflow

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Expand
titleAssumptions

Assumptions

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  • You have the minimum required permission level to access the

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  • Providers Menu;

  • You have an understanding that making changes within this section has system wide implications

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  • ; and

  • You have an understanding of the Australian Tertiary Education System / VET Sector.

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titleKey

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Name of Institutions Primary Contact e.g. Chief Financial Officer
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title1. Address Types

Field name

Brief Overview

To

Attn Name

Terms and Concepts

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KeyTermsAndConcepts
KeyTermsAndConcepts

Key Terms and Concepts

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Four Address Types in Paradigm

There are four types of addresses that may be maintained within Paradigm:

Address Types

Brief Overview

1

Residential / Semester / Term / Current Address

Contact details for the User during an active semester of study.

2

Permanent / Billing Address

Contact details for the User whilst not actively working, for example during the semester break period.

3

Emergency Contact Address

Contact information to be used in an emergency to reach a friend, family member or guardian of a specific user.

4

Employer Address

Contact details for the user's place of employment, if a subcontractor or visiting Scholar

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Contact Information Related Fields

Field Name

Brief Overview

To

The name of a 3rd party or person whose attention is required on any physical correspondence

Attention Name

The Users full name. this field will appear on printed letters along with address details

Property Name

e.g. The Burrows - If the

Institution

user doesn't

have

provide a property name please leave this field blank

Flat / Unit

Number

no

e.g. Unit 4 - If the

institution

user doesn't

have

provide a sub address please leave this field blank

Street Number

Street number - this field is only to be left blank if the Postal Box field has been completed - a warning message will appear if this field is left blank to confirm that it is correct

Street Name

Name of Street including street type e.g. Brown Road

Postal Box

For a postal address with a non street address e.g. PO Box 9994

City

City or Suburb. This field is a smart field that contains all suburbs, States and Postcodes of Australia to ensure the correct Suburb / State / Postcode Combination is entered

Postcode

Australian postcode field - this will auto populate when the Suburb is selected in the above field

or

State

The state is normally auto populated with the

college's

colleges home state - when the suburb is selected in the Suburb field this will auto populate with the correct state as selected. If the State

is

does not correspond to an Australian State please change the field to Select State and enter the details into the 'Or' box

State

Or

This field is intended only for Non-Australian State information

Country

The Country is

set by default

defaulted to Australia

. Please

Web Address

Institutions Web address

please change if required

Mobile

Mobile Phone number

Home

After Hours contact number

Day Phone

Working Hours contact number

Fax

Fax number

Email

Email address of the Institutions primary contact person or generic email address

Either personal email address or institution email address depending on the institutions preference

IM Protocol

Instant messaging system or program preference e.g. Skype,

Slack, Hipchat

Hip-chat, Messenger - including Username

IM Address

Web address for Instant messaging

program

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Implications

NOTE

The “Edit Contact Info” providers menu in Paradigm supersedes the use of the address information shown on the main provider record. This screen was added to ensure provider address information is stored in an AVETMISS compliant form.

Workflow

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title1. How to Create  / Edit a Provider Contact Record

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  1. Click on the Provider tab in the side menu

  2. Click the Search option in the side menu

  3. Enter either the Organisation full name or Abbreviated name into the search box

  4. Click the Search Institution button

  5. This will return a list of Providers that meet the searched criteria

  6. To filter the returned options in the search box above the returned results start typing the Provider name. This will reduce the number of results. 

  7. Click on the blue hyper link on the left side of the required record.

  8. Click on the Edit Contact Info option in the side menu

  9. Click the blue Address Type button

  10. Enter the required information into the fields

  11. Click the Save Contact Details button

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How to
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a Provider Contact Record

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Load the Provider’s Record

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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 that meet your searched criteria. 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 the 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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titlestep 2
Add or edit the contact information

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Once the Provider Record is loaded, choose Providers > Edit Contact Info menus on the side. This will open the CONTACT DETAILS section of the provider’s record in the system.

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In the CONTACT DETAILS Form section page, you can add or edit the following contact types: Residential, Billing, Employer Address, Emergency Contact Details. You can either (Option 1)click the blue hyperlink of each type under the CONTACT DETAILS Form section above or (Option 2)click the drop-down menu under the CONTACT DETAILS -PROVIDER Form section to start adding and editing the contact information.

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Once you have entered and edited the appropriate and required details for the specified contact category, click the SAVE PROVIDER CONTACT DETAILS button.

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Info

INFO: Once you have saved the new provider details, you have the option of copying those details to the alternate contact type by clicking the COPY FROM PERMANENT or BILLING DETAILS button, and then click the SAVE PROVIDER CONTACT DETAILS button again to copy.

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