In the Providers & Staff section of Settings, you will find 4 tabs:
Provider Library
Staff Library
Provider Packets
Staff Packets
Provider & Staff Libraries
Each of these tabs will store any documents that have been created for providers or staff. You can add, edit, or delete any document types in RFX on this page.
Add/Edit Documents
When adding or editing a document, you will have several options to customize this document to your needs.
User Type – Staff or Provider
Document Tab – documents are organized into tabs on the provider record. See Section 4: Provider Tabs for more details.
Attachment – any document uploaded here will automatically be attached to any document request sent to a provider.
Document Name
Workflow - adds specific functionality to a document
Document Fields
Document Version Control
Example: You can upload an empty application as an attachment to a document named Application. From there you can request an ‘Application’ document from a provider and the empty application will be attached to the request. They can fill out the application and upload it back to you for approval.
Document Fields
RFX provides you with a list of fields that you can collect anytime you add this document to a provider.
Effective Date
Expiration Date – this date is what is tracked in this system for notifications around document expiration
Next Due Date
Verified Date
Original Date of Issuance
License Number – a text field to collect license information
State – a dropdown list of states will be available to choose from
Default the effective and expiration dates to the privileging dates
This is available to make credentialing easier to manage as some document dates run side by side with the provider privileging dates.
If checked, you will not be able to enter effective and expiration dates on your own and they will automatically be populated with associated privileging dates.
Things to Know: If you want to be notified when a document is expiring or expired, be sure to check Collect Expiration Date and collect this information when adding documents.
Document Version Control
You can control when documents are actively available in the document lists by setting the Active and Inactive dates. If you leave these blank, they will always be available.
Example: You may want to set up your Flu Vaccine document for the upcoming year. You can set your current Flu Vaccine document to become Inactive on a certain date and set the new one to activate on the same date. The new document will automatically show up in your document lists on that date.
Provider & Staff Packets
Packets are used to group several documents together that can be collected as an entire set. Packets can be sent out individually or used for checklists in the privileging process.
You can also set up a packet that will be applicable to all providers or staff and additional packets that are tailored to an individual role. When you send out packets, RFX will combine the all providers or staff packets with the packet assigned to the individual’s current role.
Example: You can set up your master list of documents under the All Provider packet with common types of documents like an application, CV, etc. You can then set up a list for Surgeons that may have different licensure requirements like board certifications, etc.