Adding a Provider in the EMR

Who this is for

• Organization Admins (OA) who add new Provider users in the EMR
• OAs responsible for onboarding and activating Providers

Overview

Adding a Provider in the EMR happens in two phases:

1. Creating the Provider user account
2. Open required on-boarding gates or “checkpoints”. These gates must be cleared before the Provider can proceed to log in and work. The gates are described in detail below.

Use this process when:

• A new Provider needs EMR access.
• You are onboarding staff into a Provider role.
• The Provider account is created but they cannot move forward/log in yet because onboarding gates (required checkpoints) are still closed.

Common issues:

• The provider can’t log in because the on-boarding gates are still closed.
• Credentials entered but not approved, so that gate stays closed.
• Payroll info missing, keeping the payroll gate closed.
• Supervisor not assigned, keeping the supervisor gate closed.
• MFA type not selected correctly during setup.

Creating a provider

Starting point: You’re logged into the EMR as an Org Admin.

1. In the left menu, click Add and select User.
2. In the “Add New User” dialog box:
   • User Type: select Provider
3. Assign Program
   • Select the program this Provider will work under in the EMR.
4. Enter Provider information (required fields):
   • Legal First / Middle / Last Name
   • Phone Number
   • Email Address
5. Click Create.
6. The provider account is now created.

On-boarding Gates 

After creating the Provider, the EMR places on-boarding gates on their profile. These are required checkpoints that must be opened before the Provider can move forward to login and work.

1. Navigate to:
   • User Page → Providers
   • Select the new Provider
2. Open their Provider Profile.
3. Review the Action Required / Onboarding Gates list.

Onboarding Gate #1: Add Credential

From the Provider Profile Page

1. Go to Credentials.
2. Click Add Credential.
3. Enter details for the following fields:
   • Credential Type
     1. For example: Certified Peer Recovery Support Specialist
   • Certification Level
     1. For example: CPRS / CPRS-FE / Supervisor CPRS (choose correct one)
   • Issuing Organization
     1. For example: Minnesota Certification Board
   • Credential ID
   • Issue Date
   • Expiration Date
4. Click Save. The Credential gate is opened partway.

Onboarding Gate #1b: Approve Credential

1. Return to the Provider profile.
2. In Action Required, you will see credential approval needed.
3. As an Org Admin you can Approve the credential. The Credential gate fully opened.

Onboarding Gate #2: Payroll Setup

1. Go to Payroll → Add.
2. Complete required fields:
   • Paying Organization/Program
   • Orientation Date
   • Employment Type: W2 hourly / W2 salaried / W2 part-time hourly
   • Pay Type: fixed or variable
   • Starting Rate
3. Select Peer Recovery Training Provider
4. Click Save. The Payroll gate is opened.

Onboarding Gate #3: Assign Supervisor

1. Go to General Info.
2. Scroll to Licensed Peer Supervisor.
3. Click Edit.
4. Select the Provider’s supervisor.
5. Click Save. The Supervisor gate is opened.

Final Check

Return to the Provider profile and confirm:

• No onboarding gates remain in Action Required.

Reach out to the Provider to confirm they can log into the EMR and begin work.

Troubleshooting 

Issue: Provider was created but can’t log in yet.

• Go to Users → Providers → [Provider Name] and check Action Required.
• If gates are still listed, the Provider will be blocked until each one is opened:
  • Credential gate (credential missing or not approved)
  • Payroll gate (payroll not entered)
  • Supervisor gate (supervisor not assigned)

Issue: Credential gate won’t clear.

• Open the Provider profile → Credentials → Add Credential.
• Make sure all fields are complete:
  • Credential type
  • Certification level
  • Issuing organization 
  • Credential ID Number
  • Issue + expiration dates
• Save the credential.
• Then approve the credential as OA (approval is a separate required step).
• Until approval happens, that gate stays closed.

Issue: Payroll gate won’t clear.

• Provider profile → Payroll → Add.
• Confirm required fields are filled:
  • Paying program/organization
  • Orientation date
  • Employment type (W2 hourly / salaried / part-time)
  • Pay type (fixed/variable)
  • Starting rate
  • Peer recovery training provider
  • Save.
• If any required field is blank, payroll won’t save and the gate remains closed.

Issue: No supervisor shows up in Payroll during initial setup.

This is a known setup issue: the supervisor dropdown may be blank on the Payroll tab.

Workaround:

• Save Payroll anyway.
• Go to the Provider Profile Page, then to General Info.
• Scroll to Licensed Peer Supervisor → Edit.
  • Assign supervisor there and save.

That opens the supervisor gate even if Payroll couldn’t populate the list.

Issue: Supervisor gate still showing after Payroll is saved.

You must assign the supervisor in Client Profile General Tab (even if Payroll was completed).

Provider profile → General Info → Licensed Peer Supervisor → Edit → Save.

Issue: “Next” or “Submit” is grayed out when adding the Provider.

One or more required fields are missing. Double-check:

• User type = Provider
• Program/organization selected
• Phone + consent checkbox
• Email