Provider Contacts Tool
Provider Contacts Tool – Table of Contents
• Provider Contacts Overview
• Updating Provider Contact Data
• Performing Updates in Bulk
• Creating Provider Accounts via Provider Contacts Tool
• Managing Performance Feedback Email Recipients
• Utilizing the Education View
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Provider Contacts Tool
Overview
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Provider Contacts Overview
• Provider Contacts, often referred to as ‘User Management Tool’, allows MPOG sites to manage
provider accounts and update provider information for the purpose of sending feedback
emails.
• Displays two different types of views:
• Default View: Provider information based on case data submitted to MPOG
• Education View: Residency or Fellowship Program Information
• Generates individualized provider dashboards for the QI Reporting Tool
• NOTE: The Provider Contacts tool cannot be populated until data has been submitted to
MPOG Central. Provider information will only become available after a site has successfully
transferred their data to the Coordinating Center.
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• On the MPOG website, click on
• Tools menu >
• Provider Contacts hyperlink >
• Login to MPOG window >
• Fill in Username and Password >
• Click Login.
• If your MPOG username and password do
not grant access at this stage, please
contact the Coordinating Center
at support@mpog.zendesk.com
to request the necessary permissions.
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Accessing Provider Contacts
Provider Contacts Tool - Default View
• Displays individual anesthesia provider data using various filtering and display
options
• Database Instance
• Provider Feedback Email Status
• Provider Roles: Attending, Resident, Fellow, CAA, CRNA, SRNA
• Actions Available:
• Update provider details (Role, Name, email address, NPI)
• Configure which providers receive feedback emails
• Import/Export provider data using Excel or CSV
• Additional individual provider information displayed
• MOCA enrollment and status information
• First/Last Case Dates
• Case Counts
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Provider Contacts Tool – Filters & Functionality
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Various Filters to help narrow down to a
focused list of providers
Select your Institution (Database Instance)
Update to see more rows at a time.
Upload the excel/csv previously exported to apply
the updated provider data
Export an excel/csv of your provider data
to update/modify provider information
Send account activation emails in
batch form
Toggle between ‘Default’
and ‘Education’ Views
Provider Contacts Tool – Default View Columns
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Provider Roles to select:
Attending, Resident, Fellow, CAA, CRNA, SRNA
MPOG Account Status
Configure which
providers receive
feedback emails;
MOCA enrollment and
status information
Can update provider details manually
Provider case data
Database Instance
Column Definitions
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COLUMN DEFINITION
Send Feedback? Indicates whether the provider is set to receive feedback emails:
• Yes – Feedback emails will be sent
• No – Feedback emails will not be sent
• Archive – Feedback emails will not be sent; Inactive provider instance
Database Instance The database where the provider/case information were uploaded from
Email Groups Email distribution groups the provider belongs to
AIMS Staff Identifiers • AIMS Staff ID – Unique staff identifiers configured by site technical team
• NPI – Provider’s National Provider Identifier; Editable NPI field
Provider Role • Mapped Staff Role – Role derived from case data
• Staff Role – Editable role field; overrides mapped staff role if different
Case Information • First Case – Provider's earliest case uploaded to MPOG
• Last Case – Provider's most recent case uploaded to MPOG
• Case Count – Provider's total cases uploaded to MPOG
MOCA4 Indicates the provider’s MOCA Part IV status:
• Yes – Has enrolled in MOCA
• No – Has not enrolled in MOCA
Account Status Status of the provider's MPOG account
Updating Provider Contact Data
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Assessing Mapped Staff Role & Staff Role Columns
• For sites that have a generic sign-in role of ‘Anesthesia Provider’ or ‘Unknown’ in
the Mapped Staff Role column, the Staff Role column acts as an ‘override.’
• Staff Role can be populated with more granular information regarding the
provider’s actual role (i.e., CRNA, attending, resident).
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Updating Mapped Staff Role & Staff Role Columns
If 'Unknown' appears in the ‘Mapped Staff
Role’ column, update the ‘Staff Role’ field
with the appropriate role.
Reach out to your site’s MPOG contact person to update the Staff Role
mapping in variable mapping.
Correct the ‘Mapped Staff Role’ column by
selecting the appropriate role from
the Staff Role drop-down menu.
Sites with a Legacy and IM Instance
• Sites who convert from MPOG’s Legacy Production method to Manager may see
2 AIMS Staff IDs listed for each provider in the Provider Contacts tool.
• To manage the AIMS Staff IDs affiliated with Import Manager only, select ‘Hide
old AIMS_Staff_IDs’ in the dropdown menu seen below.
NPIs are critical for the Legacy instance to enable linking of provider data over time.
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If updating for a few contacts:
• Direct entry is recommended.
• Click on the NPI field in the row you need
to edit and type the number.
If updating several contacts:
• Use the import option by clicking on the
Excel/CSV Import button.
• For more information, please refer to the next
section ‘Performing Updates in Bulk.’
Entering National Provider Identifier (NPI) numbers
NPI numbers allow for linking provider data across multiple EHR systems within the MPOG
database and linking provider data across institutions. This linking ensures accuracy and
continuity in tracking and measuring provider performance.
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How to Enter an NPI Number:
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Tips for Populating NPI Data
• Collaborate with the credentialing department to compile a comprehensive
list.
• Partner with the administrative team from the anesthesiology department to
maintain NPIs in Provider Contacts.
• Reach out to your IT department to query the local provider database for an
up-to-date list of anesthesia provider NPIs.
Tips and Tricks
Performing Updates in Bulk
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• To edit or add information for multiple providers at once, we recommend exporting the data.
• To export the provider contacts data for the purposes of updating and re-importing, click on
Export. Then select either ‘Excel (Import Template Format)’ or ‘CSV (Import Template Format)’.
• The Export List contains the following columns:
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1. Exporting Provider Contact Data
2. Importing Provider Contact Data
• Update the spreadsheet with the required data. DO NOT ALTER THE COLUMN ORDER or
THE FIRST ROW. Save the file to your local drive.
• Return to provider contacts page and click the Excel/CSV Import button.
• Click the Browse button, then locate and select the saved file on your computer. Click
‘Open’ to proceed. Ensure the file is not open on your desktop before uploading. Files
currently in use cannot be loaded into the Provider Contacts Tool.
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The Provider Contacts Tool will process the selected file and display any errors
encountered during import. Review the errors, make corrections in the spreadsheet,
and re-upload the file. Click Submit to finalize the update.
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2. Importing Provider Contact Data
Example Error: Duplicate IDs
How to Fix:
Select and delete one of the
rows using the import tool
• The two ‘(All Columns)’ options will export
all columns in the Provider Contacts Tool and should be used
for informational purposes only.
• EXPORT USE CASE: Send technical lead a list of the AIMS Staff
IDs for them to add provider names.
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• The ‘(All Columns)’ format will not work when trying to import first/last names, emails, and
NPI numbers into the Provider Contacts Tool. Use either of the (Import Template Format) files.
Some Things to Note About Exporting Using ‘All Columns’:
Tips and Tricks
Creating Provider Accounts via
Provider Contacts Tool
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Creating an MPOG Provider Account
New provider MPOG accounts can be created via the Account Status column in the
Provider Contacts Tool.
Step 1 – Initial Account Status
• When a new provider is added, the Account Status will display “No Account".
• Click on ‘No Account’ to begin the activation process.
Step 2 – Missing Information Prompt
• If any required fields (First Name, Last
Name, or Email) are missing, a pop-up
window will appear prompting you to
complete the missing information.
• Click OK to close the window.
• Enter the missing details in the Provider
Contacts Tool.
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Creating an MPOG Provider Account
Step 3 – Confirm Provider Details
• After updating the provider’s information, click
"Account does not exist" again.
• A confirmation pop-up will display the provider’s First
Name, Last Name, and User ID (which is the provider’s
email address).
• Click OK to proceed.
Step 4 – Account Status Update
• The Account Status will change to "Not activated", and the cell will briefly
turn yellow before fading.
• An activation email is automatically sent in the background.
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Creating an MPOG Provider Account
Step 6b – Expired Activation Email
• If the provider does not activate their account within 7 days, the status will change to
“Email Expired".
• To resend the activation email, click on “Email Expired" and repeat the activation
process. Then number in parentheses is the number of times the email has been
sent.
Step 5 – Email Sent Confirmation
• Once the email is successfully sent, the Account Status will automatically update to
“Email Sent". Then number in parentheses is the number of times the email has
been sent.
Step 6a – Account Activated
• After the provider activates their account from the email, the Account Status will
change to "Activated".
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MPOG Account Status
The Account Status column:
No account No account has been created for the provider.
Not active Activation email has not been sent. An activation email is
automatically sent in the background.
Email Sent ([# of emails
sent so far])
Activation email sent successfully. Provider has yet to click
on the activation link to set up their account.
Active Activation email has been sent, and provider has
successfully set up their account.
Email Expired ([# of
emails sent so far])
Activation email expired. To resend an activation email,
click ‘Activation email expired’ and follow prompts.
Managing Performance Feedback Email
Recipients
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Managing Feedback Email Recipients
• Each row (provider instance) can have one of three ‘Send Feedback?’
statuses:
• ‘Yes’ – I want this provider to receive feedback emails
• ‘No’ - I do not want this provider to feedback emails
• ‘Archive’ - this provider instance is inactive or no longer works at my institution and should
not receive feedback emails.
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• To update the ‘Send Feedback?’ status for one
provider
• Click the checkbox at the start of the provider row.
• The row will turn green, and
• A prompt appears above the table asking to Change the
selected providers’ [Send Feedback?] status.
• Click ‘Yes’, ‘No’, or ‘Archive’.
Managing Feedback Email Recipients
Updating the ‘Send Feedback?’ status for multiple providers:
First:
• Select all rows by clicking the checkbox next to “Send Feedback”,
OR
• Select multiple rows by clicking the checkboxes at the start of
selected each provider row
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Then:
• The selected rows will turn green, and
• A prompt appears asking above the table to Change the
selected providers’ [Send Feedback?] status.
• Clicking ‘Yes’, ‘No’, or ‘Archive’ applies the same status to
all providers in the green rows.
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Managing Feedback Email Recipients
Some things to note about ‘Send Feedback?’ Status:
• Update the ‘Send Feedback?’ Status to reflect the provider’s current status at any time.
• If a provider:
• No longer practices at your institution, change the status from ‘Yes’ ‘Archive’.
• Returns later, change the status back to ‘Yes’.
• Does not want to receive emails, change the status to ‘No’.
• Filter the list of providers by Feedback Status:
Utilizing the Education View
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Education View
• The ‘Education’ view can be used to track and manage start dates, graduation dates, and current
year for residents and fellows.
• To change views, select ‘Education’ from the dropdown in the upper left of the screen
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Education View
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These columns sync between the
‘Default’ and ‘Education’ views. Any
changes to the editable columns will be
reflected in both views
These columns are unique to the
‘Education’ view. All columns are
editable except for ‘Current Residency
Year’ which is calculated based on start
dates
Tip: Any of the blue text is editable
by clicking on the text or editing via
the import tool.
Autofill Rules
• After entering a date in either ‘Intern Start Date’ or ‘CA1 Start Date’, the tool will automatically fill in the remaining CA1
Start, CA2 Start, CA3 Start, and Graduation Date if the fields are empty. This can be done directly in the tool or through the
Excel Batch Editing (see slide ‘Batch Editing via Excel’)
• For residents who start the program as a CA1, the ‘Intern Start Date’ column can be marked ‘N/A’.
• July 1 is used as the default date for autofill start dates. Users can click on any date to edit after its has been auto-
populated.
• June 30 is used as the default graduation date. Users can click to edit after a field has been auto-populated.
• Dates entered in CA2 Start, CA3 Start, or Graduation Date prior to entering an ‘Intern Start Date’ or ‘CA1 Start Date’ will
not be over-ridden by auto fill.
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Editing Multiple Rows
• A multi-select function allows users to edit multiple rows at a time.
• To use, select applicable rows using the check boxes on the left.
• Use ‘clear dates’ to erase any existing dates if necessary. Multi select editing will
not work if the selected rows have mismatched dates in them.
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Editing Multiple Rows
• Click ‘Edit’ to open a dialogue box and edit
multiple rows at a time.
• ‘Auto fill’ will be applied when a user enters
an ‘Intern Start’ or ‘CA1 Start’ date. Auto
filled dates can be edited by clicking the date.
Click ‘Update All’ to save changes.
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Batch Editing via Excel
To batch edit for multiple providers in Excel, use the ‘Export’ dropdown and select
one of the options listed as ‘Import Template Format’.
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Importing Batch Edits
• Update the spreadsheet with the required data. DO NOT ALTER THE COLUMN ORDER or
THE FIRST ROW. Save the file to your local drive.
• Auto Fill will automatically populate if dates are only entered into the ‘Intern Start’ or
‘CA1 Start columns. See slide ‘Autofill Rules’ for more information
• Return to provider contacts education page and click the Excel/CSV Import button.
• Click the Browse button, then locate and select the saved file on your computer. Click
‘Open’ to proceed. Ensure the file is not open on your desktop before uploading. Files
currently in use cannot be loaded into the Provider Contacts Tool.
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The Provider Contacts Tool will process the selected file and display any errors
encountered during import. Review the errors, make corrections in the spreadsheet,
and re-upload the file. Click Submit to finalize the update.
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Importing Batch Edits
Example Error: Duplicate IDs
How to Fix:
Select and delete one of the
rows using the import tool
