Adding Providers
If your office has practice and provider information on file with VSP, you can add those providers automatically. For non-VSP providers, you can enter the provider information to add them to your system.
If your practice uses EHR in Encompass, you'll need to add providers in Practice Management before adding them in EHR. Adding them in Practice Management automatically generates an ID number that is required by EHR.
What do you want to do?
Automatically add a VSP provider associated with your practice
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From the Admin Home screen, click Resources. The Provider Setup screen displays.
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Click +VSP Providers.
The VSP Doctors window opens and lists the providers that VSP has on file for your practice.
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Click Save.
The Provider Security window opens, prompting you to select security settings for the provider. For more information, go to Setting Up Provider Security Settings.
Manually add a non-VSP provider
- From the menu, click Resources and select Provider Setup.
- Click + Provider.
- Complete the following fields:
Field
Description
Active ?
If selected, makes the provider available in the system
If selected and if the provider uses EHR, appointments scheduled in Encompass appear in the EHR Quick List.
The text field is automatically filled with a system-generated EHR ID number when you click Save. Use this number to set up the provider in EHR.Provider ID
The unique alphanumeric provider ID.
The provider ID is displayed on patient invoices and transactions generated by the provider for tracking and auditing purposes.
Provider Name
The provider’s first and last name.
Login Name
The provider’s login name for Encompass.
The default login password for new providers is start123. Providers are prompted to set a new password the first time they log in to the system.
Credential
The provider’s credential.
DEA #
The provider’s DEA number.
EHR ID
The provider’s EHR ID.
Complete this field if you selected the EyefinityEHR check box.
Professional Signature
The provider’s professional signature.
This signature is autogenerated using the provider’s first name, last name, and credential, but you can modify it. It appears in box 31 on the CMS 1500 form.
Works at Offices
A drop-down list of offices. Select the offices where the provider works.
Default Exam Minutes
The default number of exam minutes in which the scheduler should increment appointments. You can select default exam minutes in any 5-minute increment between 5 and 90 minutes.
Allow Overbooks
The maximum number of overbookings that are allowed in each time period.
Selecting 0 prevents appointments from being double booked on the provider’s schedule.
License #
The provider’s default license number.
If the provider has licenses in multiple states, click + License to add them. Enter the License # and select the State. Only one license can be entered per state. Click Delete next to a license to remove it.
The license number appears next to the provider name on printed prescriptions and patient statements. If the provider has multiple licenses recorded, the license number for the state in which the office is located prints.
Provider NPI #
The provider’s NPI number.
TPA #
The provider’s third-party administrator (TPA) number.
Phone
The provider’s phone number.
Fax
The provider’s fax number.
EIN
The provider’s employer identification number (EIN).
The EIN is required if the provider submits ANSI insurance claims. The EIN appears in box 25 on the CMS 1500 form.
HIPAA Privacy Signature Date
The HIPAA privacy signature date.
HL7 Provider ID
The HL7 provider ID.
Record this information if you are integrating with another practice management system and you purchased the HL7 Interface.
Online Schedule
If this check box is selected and your company uses Eyefinity Integrated Online Scheduling, this provider is available for online scheduling.
Electronic Patient Notifications This check box enables Electronic Patient Notifications for the provider, if you have that service set up. Telehealth User Note: This field is available only if your office is set up for Telehealth Services.
Select whether the resource will be available for telehealth appointments.
- Select Never to prevent the resource from being booked for telehealth appointments.
- Select Part Time to allow both in-office and telehealth appointments for this resource.
- Select Full Time to allow only telehealth appointments for this resource.
For more information on telehealth services, see Setting Up and Using Certified Partner Telehealth Integrations with Encompass.
- Add an Electronic Signature that appears on all the provider's prescriptions:
- Click + Signature.
- Select the image file of the provider's signature and click Open. The image is uploaded.
- To crop the uploaded image, click and drag your cursor diagonally inside the image until the desired area is selected, and click Save Crop.
Signature image files must adhere to the following specifications:
Image Type: .PNG, .JPG, .GIF, .TIF, or .BMP
Max Width: 188 pixels
Max Height: 44 pixels
Max Size: 128K
For instructions on resizing images to meet these requirements, see Resizing Images. - Click Save.
The Provider Security window opens, prompting you to select security settings for the provider. For more information, go to Setting Up Provider Security Settings.