Assumptions

• You have the minimum required level to access the Provider tab and an understanding that making changes within this section has system wide implications.

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

• A provider record must have been created and saved before trying to assign a role to that provider

Key Terms and Concepts

WHAT 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.

TABLE 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:

FORM FIELDS Provider Information Related Fields

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

REQUIRED INFO Provider information required fields

1. How to LOAD a Provider Record

1. Click on the Provider tab in the side menu

2. Click on the Search option in the side menu

3. Enter the Organisation name or Abbreviation

4. Click on the Search Provider button

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

6. 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.

7. 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 row

8. The Provider record has now been loaded.

2. How to CREATE OR ADD a Provider Record

1. Click on the Provider tab in the side menu

2. Click on the Add new option in the side menu

3. Enter at least the minimum required fields for an operational Provider record, and any further information in the appropriate fields

4. Click on the Save Details button

3. How to ASSIGN Provider Roles

1. For a new Provider, refer to the section above "How To Create / Add a Provider Record".

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

3. Click on the Assign Roles dropdown box to select the role that you want to assign to the provider

4. Click on the Assign Role button

5. A provider record may have many assigned roles. Repeat steps 3 and 4 as necessary for your provider.

4. How to DELETE an Assigned Provider Role

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

2. Click on the delete icon next to the role to be removed

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

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

5. How to ADD 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.

6. How to UPDATE 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.