Objective

Upon completion of this KB article you will understand how to Search, Add and Edit Provider records within Paradigm.

Complexity: MEDIUM

Page Contents

Assumptions

The User has the minimum required level to access the Provider tab and an understanding that making changes within this section has system wide implications.
The user has 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

1. Search Fields

Field Name	Brief Overview
Organisation Name	This is the Full name / title of an Institution within Paradigm. This name will use where ever the full title of the institution is required.
Institution Status	The status of the institution Active or Archived
Abbreviated Name	Each institution is given an abbreviated name to make identification
Role	Different Roles within the system will allow for different functionality and need to be used in combination: Educational Program Provider Educational Unit Provider Education Agent Training Organisation HEIMS Higher Education Provider Training Organisation Location Work Experience Provider Education Payment Agent Education Bank Assoc Educational Program Provider SVP Provider
Order by	The list produced can to be ordered by: Name Abbreviation Status Id Last Modified Date

2. Minimum System Required Fields

Field Name	Brief Overview
Name	The Full and Legal name of the Institution to appear on official documents
Abbreviation	An Abbreviated institution 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
Address Line 1	Physical address of Institution
Address line 2	Physical address of Institution
Suburb	Physical address of Institution
Post Code	Physical address of Institution
State	Physical address of Institution
Country	Physical address of Institution
Phone	Contact Phone number of Institution
Fax	Fax Number of Institution
Other Phone	Other Contact Phone numbers of Institution
Mobile	Mobile phone of Institution
email	Primary contact of Institution's email address
Web	Institution's Web address
Logo image	Institution's logo, this in embedded into reports eg Transcripts, AHEGS, CANS, letters,
Web image
Invoice Fee Code	Abbreviated Fee Code eg SF - Star Fleet Academy
GST Amount	The amount of GST charged 10%
HE Provider Code	The Higher Education Code allocated to each institution by the Government
Agent Commission Percentage	the amount 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
Institution Status	Active Archived
Provider Course Id Type	Short Long
SVP Agent
AHEGS Provider Print Detail
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
Same as Above (Tick Box)
Billing Attention Name
Billing Company Name
Address Line 1
Address Line 2
Suburb
Postcode
State
Country
Phone
Fax
Other Phone
Mobile

Provider Roles

These may be added when a record is created or at later time when required

Assigned Roles for Provider options
Education Provider
Educational Program Provider
Educational Unit Provider
Education Agent
Training Organisation
HEIMS Higher Education Provider
Training Organisation Location
Work Experience Provider
Education Payment Agent
Education Bank
Assoc Educational Program Provider
SVP Provider

Workflow

1. How to Load 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 Institution button
This will show a list of Providers that meet the 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.
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
The Provider record has now been loaded.

2. How to Create / Add a Provider Record

Click on the Provider tab in the side menu
Click on the Add new option in the side menu
Enter the required information in the correct fields
Click on the Save Details button

Be advised

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

3. How to Assign Provider Roles

For a new Provider, 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 the role that you want to assign to the provider
Click on the Assign Role button

4. How to Delete an Assigned Provider Role

Load the provider record or refer to the section above "How To Load a Provider Record".
Click on the delete icon 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.

5. How to Add Attachment to Provider Record

Load the provider record or refer to the section above "How To Load a Provider Record".
Scroll to the Bottom of the Page
Click the Add File Attachment button
Click on the Purpose Drop box and select the required Section
Click on the Category Drop Box and Select the Required Option
Enter the name of the Attachment
Optional - Enter a brief description of the Attachment
Select the lowest Permission level required to View this attachment
Click the Choose File button
Navigate to the item to be attached
Click on the Save File Attachment button
Check for Successful save message.

6. How to Edit / Update a Provider Record

Load the provider record or refer to the section above "How To Load a Provider Record".
Update the required data.
Click on the Save Details button

Related Pages

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Providers - Search, Add and Edit