How to Update Provider Information in ElderSuite

📝 Overview

Provider Information is the Provider Center window for the center's own record. It holds the center name, the person to contact, the phone and e-mail, the physical and mailing addresses, and the identifiers the account is registered under.

ElderSuite serves adult day care centers nationwide.

Open Provider Center from the ElderSuite main menu and click Provider Information. The window opens on one Provider Information tab. Click Save and Close to store changes. After a successful save, reports and printed forms use the refreshed provider name, national provider identifier, state provider identifier, contact name, phone, and e-mail address.

The window works on the one provider record for the account. It does not add another provider.

A change of ownership, NPI, or Tax ID is covered in What to Do When Your Adult Day Care Center Changes Owners, Address, NPI, or Tax ID. Center licenses and other files belong in Provider Documents; see How to Manage Provider Documents in ElderSuite.

⚙ How It Works

1. Open Provider Information From the Provider Center

Open Provider Center and click Provider Information.

If the window is already open, ElderSuite brings that copy to the front.

A Limited Access sign-in needs the Provider Information permission. That is the Provider Information check box on the Provider Center tab of the employee record in Manage Employees. Permissions are read at sign-in, so sign out and back in after the permission is granted. Other access levels can open the window once they can reach the Provider Center. How to Add Employees and Set Permissions in ElderSuite covers that check box.

2. Update Contact Information

The Contact Information group holds Provider Name, Contact Name, Phone, Fax, and E-Mail Address.

Provider Name is the name of the adult day care center. After you save, it is the Current Provider entry on the ElderSuite main window and the provider name on printed forms and reports.

ElderSuite Account ID sits below Contact Information. It is read-only. A hint beside it reads Needed to set up ElderSuite on another computer. You can select the value and copy it. The account user name and password are not edited on this window. They live on the account administrator's employee record.

3. Update the Physical and Mailing Addresses

Each of Physical Address and Mailing Address has Address Line 1, Address Line 2, City, State, and Zip.

When the mailing address is the same as the physical address, click Copy between the two groups. If mailing Address Line 1, mailing Address Line 2, mailing city, or mailing zip already has text, ElderSuite asks: "Do you want to overwrite the current Mailing Address with the Physical Address?" Yes replaces the mailing address. No leaves it as it is. Yes is the default.

The copy fills the boxes on the screen. It is stored when you click Save and Close.

4. Click Save and Close

Save and Close is the save control on the toolbar. There is no separate Save button and no Cancel button.

ElderSuite checks Provider Name, Contact Name, Phone, E-Mail Address, National Provider ID, State Provider ID, Federal Tax ID, physical Address Line 1, physical city, physical zip, mailing Address Line 1, mailing city, and mailing zip. An empty field, or a zip with fewer than five digits, raises a Data Entry Error that names the field, and nothing is saved. The four extra zip digits after the dash are optional.

Fax is not part of that Save and Close check. A record with an empty Fax will save.

Closing the window with the title-bar X is how changes are discarded. If something was changed, ElderSuite asks "Would you like to save your changes?" No closes and discards the changes, including anything copied with Copy. Cancel keeps the window open. Yes runs the same checks plus Fax, and will refuse if Fax is empty with "You must specify your Fax Number."

When every check passes, the provider record is stored, the provider details for the rest of the session are refreshed, and the window returns to the Provider Center.

This window has no print button and writes no file of its own.

⚠ Identifiers Are Read-Only

National Provider ID, State Provider ID, Federal Tax ID, and Federal Tax ID Type are read-only. They are maintained by MicroSolutions. A permission change does not make them editable.

The save still requires National Provider ID, State Provider ID, and Federal Tax ID to be filled. If one is missing, the save refuses and there is nothing to type on this window. Contact MicroSolutions to have the identifier filled in or corrected.

The message "You must specify your Texas Provider Number." refers to State Provider ID.

💡 Need More Help?

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