Transcript Portal creation in Gen21
Centricity Customer Portal Management
Learning the “Ws” of the Centricity Customer Portal and the big “H” 1 Centricity Customer Portal Management 4/26/2020
Centricity Customer Portal Management
This guide will cover the five “Ws” of the Centricity Customer Portal (CCP) and the big “H” What –
What is the Centricity Customer Portal?
Who –
Why –
When –
When will I start managing the CCP?
Where –
How –
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What is the Centricity Customer Portal?
What is the Centricity Customer Portal?
The Centricity Customer Portal, or CCP is the Learning Management System (LMS) that delivers CBT training to users.
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What does the CCP look like?
Once logged into the CCP, the
Required
section is where assigned CBTs are located.
The
Enrolled in
started.
section displays CBTs that the user has The
Catalog
is where all CBTs are located.
The
Curricula
based courses.
section organizes the CBTs into role Content from the education site has been migrated to the CCP and will be housed here going forward.
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What does the CCP look like?
This is a small sample of the CBTs listed on the Catalog page.
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What does the CCP look like?
This is an abbreviated example of CBTs organized into curricula.
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Who manages the CCP?
Who manages the CCP?
Each customer will appoint from their business a manager of the CCP. The person in the manager role will have specific administration privileges, such as assigning CBTs to categories of users and running reports.
Some customers may prefer to have GE’s Education Team assign CBTs, which is also available.
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Why are we using the CCP?
Why are we using the CCP?
The CCP is a one-stop shop for all your education needs, including product information, on-site training information and registration, as well as giving the person designated as manager control over the users and CBTs to be assigned.
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When will I start managing the CCP?
When will I start managing the CCP?
Once your practice has been entered into the CCP, if you are in the manager role, you will be notified that your staff can self-register, and you can assign CBTs to categories of users, if you want.
You will be notified by either a GE project manager or by the Education Team when your practice is in the CCP.
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Where do I find the CCP?
Where do I find the CCP?
The url for the CCP is http://centricityportal.gen21.com/knav/nav .
A GE project manager or the Education Team will initially provide you with login credentials for your management role. You will also receive a Siebel Account number with instructions of how to use it when logging in.
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How do I manage the CCP?
How do I manage the CCP?
The first view of the CCP is the login page. Managers will login first with credentials provided by either a GE project manager or a member of the Education Team. Once logged in, the manager can forward the CCP URL to staff members, along with a provided Siebel Account number, used to link your practice to the appropriate location within the CCP.
The functions a manager will be able to perform in the CCP are all wizard based.
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How do I manage the CCP?
Upon logging in, you will be prompted to choose a Knowledge Position. The name of your practice will be displayed. In this example, the practice is Physicians Associates and the position of manager is the default. Select Submit.
A Knowledge Position is a category of users in the CCP. A manager would be in the Knowledge Position Manager role, whereas a student would be in a Knowledge Position Student role.
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How do I manage the CCP?
Once in the CCP, the Tools button is where the manager will go to access all wizards and reports.
The manager will be able to do the functions listed below in the CCP. You can jump to different sections by clicking on the hyperlinks below.
It is advised that you use this presentation in conjunction with making CCP changes until you are more familiar with some of the terminology.
Assign users to Knowledge Positions
Assign CBTs to Knowledge Positions
Create custom Knowledge Positions
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Self-registration In this section you will learn how your staff will be added to the CCP. As the manager, you will login with credentials provided to you in a communication from the Education Team, or information from a project manager. Once you have logged in, forward the URL of the CCP to your staff, along with the Siebel Account number provided, and they can begin self-registering.
CCP URL: http://centricityportal.gen21.com/knav/nav
Self-registration
From the Logon screen, choose Register as new user.
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Self-registration
Complete all the fields.
The Account Number field is where your staff adds the Siebel Account number provided to the person acting as manager. Enter this number to link your staff to the appropriate group of users for your practice.
If you did not receive your Siebel Account number, contact the Education Team at the end of this presentation.
When finished, click the Send information button to complete self-registration.
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Self-registration
It is important to note that users registering via the self-registration process are automatically placed into the Student-level Knowledge Position, created for your practice. You will learn more about Knowledge Positions shortly, but if you have any users that you want to be able to manage the CCP, after they have self-registered, they need to be added to the Manager Knowledge Position for your practice. Remember, as manager you have different permissions than a student user; therefore, you must add them to the Manager Knowledge Position after they have self-registered to have those same permissions.
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Assign users to Knowledge Positions In this section you will learn how to assign users to Knowledge Positions. Each user will be added to a Knowledge Position either prebuilt by the Education Team, or to a new one you create. If you have been designated as a CCP manager, you have already been added to the Manager Knowledge Position. You can assign users to either Student or Manager Knowledge Positions.
Assign users to Knowledge Positions
From the Wizards menu, find Assign or Remove People from Knowledge Positions and then Run Wizard.
When you receive management access to the CCP, a manager Knowledge Position has already been created for you. You can add your users to any Student or Manager positions available. An example name of the Knowledge Position would be Physicians Associates Student.
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Assign users to Knowledge Positions
Select Next Step until you get to this screen. In the Knowledge Position Name field, enter a partial name to your practice, in this example physicians. Select Next Step to continue.
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Assign users to Knowledge Positions
There will be several Knowledge Positions listed. For this example, select a Knowledge Position with the name Student associated. 27 Centricity Customer Portal Management 4/26/2020
Assign users to Knowledge Positions
Select Next Step until you are on this screen. Choose Assign to assign a user to this Knowledge Position.
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Assign users to Knowledge Positions
Select Next Step until you are on this screen. Enter the last name of the employee who you would like to assign. Remember, this user has already self-registered and is already in the system. If they have not self-registered, have them do so first.
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Assign users to Knowledge Positions
Select Next Step until you are on this screen. For this example there is only one Turner, so the choice is easy. However, there may be more than one Ted Turner in the Centricity Customer Portal, so be sure the Employee # matches the Siebel Account number for your practice. This unique number is what links your staff to your position in the CCP system.
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Assign users to Knowledge Positions
Select Next Step until you are on this screen. Confirm the assignment and choose Yes. Make the assignment. 31 Centricity Customer Portal Management 4/26/2020
Assign users to Knowledge Positions
Select Next Step until this screen. If there are no more users to assign, you will choose I’m finished. For this example we are going to remove Ted Turner, so we will select Assign or remove another user.
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Assign users to Knowledge Positions
Just like before, in the Knowledge Position Name field, enter a partial name to your practice. As before, we’ll search physicians. Select Next Step to continue.
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Assign users to Knowledge Positions
As before, there will be several Knowledge Positions listed. Select Physicians Associates Student, because that is the Knowledge Position where Ted Turner is located. 34 Centricity Customer Portal Management 4/26/2020
Assign users to Knowledge Positions
Select Next Step until this screen. This time select Remove.
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Assign users to Knowledge Positions
Select Next Step until this screen. Choose Ted Turner to remove him from this group.
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Assign users to Knowledge Positions
Select Next Step until this screen. Choose Yes; remove to confirm your selection.
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Assign users to Knowledge Positions
Select Next Step until this screen. When you are finished adding or removing users, choose I’m finished. Select Next Step until you are exited out of the wizard.
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Assign CBTs to Knowledge Positions In this section you will learn how to assign CBTs to a Student Knowledge Position.
A Knowledge Position is a group of users with specific permissions. If you have been designated as a CCP manager, you have already been added to the Manager Knowledge Position, which gives you the permissions necessary to manage the CCP. It is important to note that you cannot assign CBTs to an individual, only to positions.
Assign CBTs to Knowledge Positions
From the Wizards menu, find Assign Courses to Business Units and then Run Wizard.
You are able to assign a course or CBT to a Knowledge Position, but not to an individual user. If there is only one user that needs to take their own CBT, they must be either assigned to an existing Knowledge Position, or a new Knowledge Position can be created.
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Assign CBTs to Knowledge Positions
Select Next Step until this screen. Choose No because you are going to assign the CBTs to a specific Knowledge Position called Students.
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Assign CBTs to Knowledge Positions
Select Next Step until this screen. In the Name of Business Unit or Position field, enter a partial name of your practice, or in this example physicians.
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Assign CBTs to Knowledge Positions
Select Next Step until this screen. Choose Physicians Associates Student.
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Assign CBTs to Knowledge Positions
Select Next Step until this screen. For this example we’ll search for the class about adding correspondence notes.
The key for all available CBTs is at the top of the Catalog section of the CCP. You can also enter % in the Name field and all uploaded CBTs will return in the results.
Be careful that you don’t choose a curriculum inadvertently, instead of a course because every CBT from the curriculum will be assigned and in some instances there could be as many as 60 individual CBTs that will now be assigned. To avoid this, be sure that the course is listed as Web based, instead of Curriculum 44 Centricity Customer Portal Management 4/26/2020
Assign CBTs to Knowledge Positions
Select Next Step until this screen. Choose Adding Correspondence Notes and Updating Visits – Try.
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Assign CBTs to Knowledge Positions
Select Next Step until this screen. Since you are assigning this course, from the Required section choose Yes. If you choose No, the course will just be added to the Catalog section and the assigned user will never know it was assigned to them.
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Assign CBTs to Knowledge Positions
Select Next Step until this screen. Leave the Suggested Frequency field as is with Take only once.
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Assign CBTs to Knowledge Positions
Select Next Step until this screen. At this point you can either assign more courses to this Knowledge Position, or choose I’m finished.
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Assign CBTs to Knowledge Positions
The next time the student logs in to the CCP, when they go to the Required section they will see the course we’ve just added to the Physicians Associates Student position.
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Assign CBTs to Knowledge Positions
Each customer will have a generic Student Knowledge Position created by either a GE project manager or the Education Team. As a manager, you may determine that all your users can reside under the one Student Knowledge Position, so you will never need to create a custom Knowledge Position.
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Remove course assignments In this section you will learn how to remove courses or CBTs from Student Knowledge Positions.
Remove course assignments
From the Wizards menu, find Remove or Modify Course Assignments and then Run Wizard.
For this example we are going to remove Adding Correspondence Notes and Updating Visits from the Physicians Associates Student position.
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Remove course assignments
Select Next Step until this screen. Select No to remove a CBT from a Student Knowledge Position, which is under the Physicians Associates hierarchy. 53 Centricity Customer Portal Management 4/26/2020
Remove course assignments
Select Next Step until this screen. In the Business Unit Name field type physicians to see all of the Knowledge Positions for Physicians Associates.
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Remove course assignments
Select Next Step until this screen. Choose the Knowledge Position that you want to remove the course from. This will affect all the users for this Knowledge Position. For this example, choose Physicians Associates Student.
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Remove course assignments
Select Next Step until this screen. Choose the course Adding Correspondence Notes and Updating Visits Try and then Remove.
Modify is listed as an option, but there is not a function tied to this option. Always select Remove when using this wizard.
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Remove course assignments
Select Next Step until this screen. Choose Yes to confirm removal of this course from the Physicians Associates Student position. Select Next Step to complete the course removal and exit the wizard.
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Create custom Knowledge Positions In this section you will learn how to create custom Knowledge Positions in the CCP. There may be employees in your practice who hold numerous roles. In cases such as this, you may want to create a custom Knowledge Position and assign CBTs to these custom roles.
Please note that the Education Team has created role-based curricula for many job functions, so you may not need to create custom Knowledge Positions. These role-based curricula are in the Curricula section.
Some examples: • CPSPM10 Billers • CPSPM10 EDI Reps • CPSEMR10 Clinical Support Staff • CPSEMR10 Providers
Create custom Knowledge Positions
Before creating your first custom Knowledge Position, it is important to understand the hierarchy of the CCP. Physicians Associates Community Custom Student Knowledge Position Manager Knowledge Position Student Knowledge Position The person assigned to the Manager Knowledge Position has the ability to create Student Knowledge Positions and assign courses and users to those positions. For the most part, there is no need to create a Community.
A Community is a group of Knowledge Positions 59 Centricity Customer Portal Management 4/26/2020
Create custom Knowledge Positions
After selecting the Tools button, the Wizards window opens in a new browser window.
From the Wizards menu, find Create New Business Units and then Run Wizard.
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Create custom Knowledge Positions
Select Next Step until this screen. Choose Yes. For this example the practice name is Physicians Associates and we are going to create a Knowledge Position under the Physicians Associates Community.
The Student Knowledge Community for your practice will have already been created for you by the Education Team.
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Create custom Knowledge Positions
Select Next Step until this screen. Choose Create a new Knowledge Position. There is typically no need to create a new Business Unit.
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Create custom Knowledge Positions
Select Next Step until this screen. While there are many fields, the only one necessary is the Knowledge Position Name field. The naming convention you choose should include your practice, the student role and the specific group. For example, for Physicians Associates, we want to create a group of students who will learn about front office duties. We use Physicians Associates Student Front Office as the Knowledge Position Name.
The Education Team has already created several curricula for specific functions, including the following: • CPSPM10 Clinical Staff • CPSPM10 Insurance A/R Reps • CPSEMR10 Nurses / MAs Your practice may not need to create new Knowledge Positions. The maximum characters allowed in this field are 70, so if your practice has a long name, you may need to abbreviate a portion of it.
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Create custom Knowledge Positions
Select Next Step until this screen. After confirming the details of the new Knowledge Position, select Next Step.
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Create custom Knowledge Positions
Select Next Step until this screen. Choose No, I am finished if you have no more Knowledge Positions to add, or choose Yes to add another Knowledge Position.
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Change password In this section you will learn how to use the wizard to change your password. This is the same wizard that the Student Knowledge Positions use to change their passwords.
Change password
If you are in the management role, you will be provided a username and password when you are introduced to the CCP. You will want to change that password by finding the Change Password wizard and then Run Wizard.
As a manager, your username will be provided, and it will be a numeric value corresponding to what the CCP uses to identify your Business Unit. Unfortunately, you cannot change your user name, however you can create a new user for yourself and assign yourself to the manager KP.
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Change password
Select Next Step until this screen. Enter your current password, then add your new password to the appropriate fields.
There are no requirements for how many or types of characters you may use when creating or changing your password.
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Change password
Select Next Step until this screen. Enter your Work Email.
If at this time you want to change the email address associated with your account, you may change it here.
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Change password
Select Next Step until this screen. This is a confirmation that the new password has been saved. Select Next Step until the wizard closes.
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Run reports The CCP provides the manager with tools to run customizable reports for the following functions: Business Unit level report Registrations by Business Unit report indicates what courses, users, and other categories are associated with the customer Business Unit. For this example all the categories are associated with Physicians Associates.
Knowledge Position level report Business Unit Employees report indicates what users are assigned to specific Knowledge Positions.
Course level report Registrations by Course report indicates what students are assigned to each course, as well as if the course has been completed and other categories.
Student level report Registrations by Student report indicates the courses the specific student has enrolled in, course completion and date of completion.
Run reports
Once in the CCP, the Tools button is where the manager will access all reports.
Click on each to go to that report.
Registrations by Business Unit
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Run reports – Registrations by Business Unit
Registrations by Business Unit report indicates what courses, users, and other categories are associated with the customer Business Unit. For this example all the categories are associated with Physicians Associates.
From the Wizards menu, find Registrations by Business Unit and then View Report.
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Run reports – Registrations by Business Unit
The Report Wizard will help you to set up how the results will be displayed.
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Run reports – Registrations by Business Unit
Select Next Step until this screen. Use the inside arrows to add or subtract fields to be displayed in the report.
From the Display Order section, choose a field then click either the Up or Down button to change the order of how that field will be displayed in the report. The field at the top of the Display Order will appear on the top left of the report and the field at the bottom will appear at the top right of the report.
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Run reports – Registrations by Business Unit
Select Next Step until this screen. Enter your search criteria and your desired sort.
By searching physicians in the Employee BU field, the report will list all categories associated with Physicians Associates.
Reports can be produced as an Excel document, or as a Webpage. 76 Centricity Customer Portal Management 4/26/2020
Run reports – Registrations by Business Unit
Select Next Step until this screen. The finished report displayed as a Webpage.
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Run reports – Business Unit Employees
Business Unit Employees report indicates what users are assigned to specific Knowledge Positions.
From the Wizards menu, find Business Unit Employees and then View Report.
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Run reports – Business Unit Employees
The Report Wizard will help you to set up how your report will display results.
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Run reports – Business Unit Employees
Select Next Step until this screen. To run the report on the users for Physicians Associates, enter physicians in the Name of Business Unit or Position.
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Run reports – Business Unit Employees
Select Next Step until this screen. There are several Knowledge Positions created for Physicians Associates. For this example, we will report on the users associated with the Physicians Associates Student Front Office position.
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Run reports – Business Unit Employees
Select Next Step until this screen. There are several Knowledge Positions created for Physicians Associates. For this example, we will report on the users associated with the Physicians Associates Student Front Office position.
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Run reports – Business Unit Employees
Select Next Step until this screen. Use the inside arrows to add or subtract fields to be displayed in the report.
From the Display Order section, choose a field then click either the Up or Down button to change the order of how that field will be displayed in the report. The field at the top of the Display Order will appear on the top left of the report and the field at the bottom will appear at the top right of the report.
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Run reports – Business Unit Employees
Select Next Step until this screen. For this example we want to search for Physicians Associates employee Byron Black. Enter black in the User Last Name field.
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Run reports – Business Unit Employees
Select Next Step until this screen. The finished report displayed as a Webpage.
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Run reports – Registrations by Course
Registrations by Course report indicates what students are assigned to each course, as well as if the course has been completed and other categories.
From the Wizards menu, find Registrations by Course and then View Report.
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Run reports – Registrations by Course
The Report Wizard will help you to set up how your report will display results.
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Run reports – Registrations by Course
Select Next Step until this screen. Use the inside arrows to add or subtract fields to be displayed in the report.
From the Display Order section, choose a field then click either the Up or Down button to change the order of how that field will be displayed in the report. The field at the top of the Display Order will appear on the top left of the report and the field at the bottom will appear at the top right of the report.
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Run reports – Registrations by Course
Select Next Step until this screen. For this example we want to search for classes related to entering a new patient. Type new patient into the Course Title field and select Next Step.
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Run reports – Registrations by Course
The finished report displayed as a Webpage. The results show all courses related to new patient and the students registered to those courses.
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Run reports – Registrations by Student
Registrations by Student report indicates the courses the specific student has enrolled in, course completion and date of completion.
From the Wizards menu, find Registrations by Student and then View Report.
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Run reports – Registrations by Student
The Report Wizard will help you to set up how your report will display results.
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Run reports – Registrations by Student
Select Next Step until this screen. Use the inside arrows to add or subtract fields to be displayed in the report.
From the Display Order section, choose a field then click either the Up or Down button to change the order of how that field will be displayed in the report. The field at the top of the Display Order will appear on the top left of the report and the field at the bottom will appear at the top right of the report.
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Run reports – Registrations by Student
Select Next Step until this screen. For this example we want to search for classes assigned to student Byron Black Type black in the User Last Name field and select Next Step.
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Run reports – Registrations by Student
The finished report displayed as a Webpage. The results show all courses assigned to student Byron Black.
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Congratulations!
You are now ready to use the CCP and manage how CBTs are assigned to groups of users and create reports.
It is important to note that CBTs do not have to be assigned to Knowledge Positions. At any point, a user added to the CCP can go to the Catalog, or Curricula sections of the CCP and find a CBT to take. The benefit of assigning CBTs is to group them by subject and create instances where CBTs are required by your practice.
Remember, the Education Team has created several role-based curricula that may be helpful for your practice.
If you have questions about using and managing the CCP , please contact GE’s Education Team at [email protected]
.
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