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 was 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: LOW

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Workflow

Assumptions

You have the minimum required permission level to access the Providers Menu;
You have an understanding that making changes within this section has system wide implications; and
You have an understanding of the Australian Tertiary Education System / VET Sector.

Key Terms and Concepts

ADDRESS TYPES 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

FORM FIELDS 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 user doesn't provide a property name please leave this field blank
Flat / Unit no	e.g. Unit 4 - If the user doesn't 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
State	The state is normally auto populated with the 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 does not correspond to an Australian State please change the field to Select State and enter the details into the 'Or' box
Or	This field is intended only for Non-Australian State information
Country	The Country is defaulted to Australia please change if required
Mobile	Mobile Phone number
Home	After Hours contact number
Day Phone	Working Hours contact number
Fax	Fax number
Email	Either personal email address or institution email address depending on the institutions preference
IM Protocol	Instant messaging system or program preference e.g. Skype, Hip-chat, Messenger - including Username
IM Address	Web address for Instant messaging

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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 was stored in an AVETMISS compliant form.

Workflow

1. How to Create / Edit a Provider Contact Record

1. How to CREATE or EDIT a Provider Contact Record

STEP 1 Load the Provider’s Record

1, 2, 3, 4 Choose Providers > Search > Enter the organisation name or abbreviation > Click the SEARCH button.

5 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.

6 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.

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

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

STEP 2 Add or edit the contact information

8 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.

9 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.

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

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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