How to Manage ISS Program Providers in ElderSuite

📝 Overview

In ElderSuite, the provider is your center. A program provider is the HCS or TxHmL entity your center bills by statement for Individualized Skills and Socialization (ISS) days. It's also the entity that receives the ISS statement and the Form 8615s. Manage ISS Program Providers is where your center keeps these records. Each holds a program provider's legal name, contract number, contact, and addresses, kept in this list and reused wherever they're needed.

Program provider records matter because ISS payment types point at them, and ISS statements and Form 8615s are addressed to them. Keeping these records accurate means each statement goes to the right legal name, contact, and contract number. You'll set up a program provider before creating the ISS payment types that bill it. After that, you'll come back when a program provider's details change or when a relationship ends.

⚙ How It Works

Where the Link Appears and Who Can Open It

Manage ISS Program Providers is a link in the Related Activities area of the Claim Center, level with Manage Payment Types. Because ISS billing is a Texas feature, the link is shown only on Texas accounts. On any other account, the link is hidden along with the Create ISS Statements and Reconcile ISS Statements buttons, and the window can't be reached. For how ISS billing differs from DAHS billing, see DAHS vs. DAHS-ISS: Two Licenses, Two Ways to Get Paid.

The program provider list goes with the payment types that are picked from it, so there's no separate ISS permission. A Limited Access user needs the Manage Payment Types permission for the Claims Center. Without it, the link is visible but grayed out. An administrator grants the permission on the employee record in the Provider Center.

The Program Provider List

The window opens as a read-only list sorted by program provider name. It shows each program provider's name, contract number, city, contact, and phone. Nothing is typed into the list itself. To find a program provider quickly, click the list and start typing its name.

The toolbar carries Add New, Edit, Delete, and a View: dropdown. Add New opens a blank record. Edit or a double-click on a row opens the highlighted program provider, and both do the same thing. Edit and Delete do nothing when no row is highlighted. View: starts at Active, which lists only active program providers. Switch it to All to see inactive ones too, marked in an extra column at the far left. The window has no Close button; you close it with the X on its title bar.

Adding a Program Provider

Additions and changes are made in the ISS Program Provider Information window, which opens on top of the list. Name is the only required box. It holds the program provider's legal name, the name the ISS statement is addressed to. If you try to save with it blank, ElderSuite shows Enter the program provider's name. It is the name the statement is addressed to. and nothing is saved.

The other boxes are optional:

• Contact is the person at the program provider who receives the ISS statement and the Form 8615s.
• Contract Number is the contract number your center holds with the program provider. It's printed on the ISS statement along with the name.
• Phone, Fax, and Email are contact details. Phone and fax accept digits only, and the box adds the formatting.
• Physical Address and Mailing Address each have address lines, city, state, and zip.

When the mailing address matches the physical address, click >> Copy >> to copy it across. If the mailing address already holds text, ElderSuite asks Do you want to overwrite the current Mailing Address with the Physical Address? before replacing it. Copying fills the boxes on screen only. The address is stored when you save.

Saving or Leaving Without Saving

Save & Close saves the record and returns you to the list, where the new or changed program provider already appears. There's no separate Save that keeps the window open, and no Cancel button.

To leave without saving, close the window with the X on its title bar. If Name holds text and something has changed, ElderSuite asks Would you like to save your changes? Yes saves and closes, No discards your changes and closes, and Cancel keeps the window open. If Name is blank, the window closes right away without asking and nothing is saved. That's a quick way to abandon a new record started by mistake.

Editing a Program Provider

When a program provider's name, contract number, contact, or addresses change, open its record from the list, update the boxes, and save. The list shows the change right away. If Payment Type Information is open at the same time, its program provider dropdown refreshes too.

Retiring a Program Provider: Inactive vs. Delete

Delete is available on the list toolbar and inside the program provider's record. Either way, ElderSuite asks Are you sure you want to delete this record? with No as the default. Delete is meant for a program provider that nothing points at yet.

To retire a program provider your center has already used, check Inactive on its record and save. It drops out of the Active view and is no longer offered for new ISS payment types, while its history is kept. A payment type that already points at it keeps showing its name. To bring it back later, switch View: to All, open the record, clear Inactive, and save.

Next Steps: Payment Types and Statements

A program provider record does nothing on its own until an ISS payment type points at it. In Manage Payment Types, check the ISS Program Provider box on the payment type and pick the program provider from the ISS Program Provider dropdown. The dropdown lists only program providers that already exist and are active, plus any inactive program provider the payment type already uses. A program provider can have several payment types pointing at it. If the payment type is open while you add a program provider, the dropdown refreshes when you save, so you don't need to reopen it.

After program providers and payment types are in place, record each day in the ISS Service Log. Then bill the program provider from the Claim Center with Create ISS Statements (see How to Create ISS Statements in ElderSuite).

⚠ Mark a Program Provider Inactive Instead of Deleting It

ElderSuite won't delete a program provider while a payment type or an ISS statement still points at it. If you try, the record stays and ElderSuite shows ElderSuite cannot delete this item because it is used in at least one transaction. along with the suggestion to make it inactive. Click Ok, open the program provider, check Inactive, and save. Its history stays intact, and it can be made active again if you need it later.

💡 Need More Help?

For step-by-step instructions, click Ask Eddie from within ElderSuite.