Service Provider Service Outlet

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1 Inactivate a Service Provider Contact The User Administrator and Manager I security roles in the Service Portal allow you to edit people records. This includes adding, modifying and inactivating service provider (SP) contacts. People records within the Service Portal cannot be deleted from the system. When a person leaves an organisation their status needs to be changed to Inactive. A separate process exists to inactivate system access if this person was a user of the Service Portal. Details on inactivating system access can be found here. New service provider contacts replacing old contacts will require a person record to be created first so that contact relationships can be reassigned to the new person. Further details on creating a new contact record can be found here. Different Provider Contact Relationships exist at Service Provider, Service and Outlet levels which are linked to a Person s record. To inactivate an SP Contact, these relationships must either be inactivated or modified and reassigned. The following table indicates which relationships can be inactivated and those which can only be modified. Relationships which may be inactivated can also be modified. Service Provider Service Outlet Primary Modify Administrative Modify Other Inactivate Finance Modify MDS Modify Acquittals Inactivate Booking Inactivate Principal MDS Modify Client Service Requests Inactivate Other Inactivate A history of past relationships will remain in the Service Portal for those which have been inactivated. Relationships which have been modified will not be displayed in the Service Portal but will be retained in ADHC s Funding Management System (FMS). This procedure describes the process of inactivating a Service Provider Contact and associated relationships. Inactivate Service Provider Contact v1.0 Page 1

2 1. Log in to the Service Portal as a User Administrator or Manager I role, and select the People tab. Click the Service Provider Contacts link to view a list of Service Provider contacts within your organisation. 2. A list of all Service Provider (SP) contacts will be displayed. Select the SP Contact Last Name link of the person that needs to be inactivated. 3. The People Detail page will be displayed. This example shows that there are three active Provider Contact Relationships in place, Primary, Administrative and Client Service Request contact types. If there are five relationships listed against the SP Contact, select the Show Full List link to display all relationships for this person, as there may be more listed. Inactivate Service Provider Contact v1.0 Page 2

3 4. Only some relationships can be inactivated as per the table on page 1. Other relationships must be modified and reassigned as service providers must have a contact person associated with that relationship type. If the relationship is Then Acquittals, Other, Booking, Client Service Request Go to step 5 Primary, Finance, Principal MDS, Administrative, MDS Go to step 8..no active relationship Go to step To inactivate a relationship, select the Edit link for the Provider Contact Relationship record. 6. The Provider Contact Relationship Edit screen will be displayed. Complete the End Date field and then select the Click Here link next to the Make Contact Relationship Inactive field. If you try to inactivate a contact which can only be modified, a system message will appear advising that the relationship cannot be inactivated as one active relationship must exist (go to step 8 to reassign relationship). Inactivate Service Provider Contact v1.0 Page 3

4 7. Click the Save button. The People Detail page will now display that the Client Service Request relationship is inactive. Repeat the same process by editing any other relationships listed against the person to inactivate them. If... Then..all relationships listed against the person are inactive Go to step 15 you need to modify and reassign a relationship Go to step 8 8. Select the Edit link for the Provider Contact Relationship record that needs to be modified and reassigned. In this example, both the Administrative and Primary Contact Types must be reassigned because there must be a contact assigned to these roles. 9. To modify a contact relationship, select the Click Here link next to the Manage Contact field. Inactivate Service Provider Contact v1.0 Page 4

5 10. The Related Contact Search window will display. Select the magnifying glass icon to find the new contact person for this relationship. 11. Select the new contact within your organisation. In this example, Peta Adams is replacing Jesse White as the Administrative contact. 12. Click on the Save button. 13. The Provider Contact Relationship Edit page will show with the new Contact Name. Click Save to finalise your changes. Inactivate Service Provider Contact v1.0 Page 5

6 14. The Administrative relationship will no longer be displayed on Jesse s People Detail page. In this example Jesse still has one more active relationship (Primary Contact at Service Provider level). This type of contact cannot be made Inactive; it can only be modified, the same way as we modified the Administrative contact. 15. Once all relationships have been modified and reassigned or inactivated, click the Edit button on the People Detail page. 16. Select the Click Here link next to the Make Record Inactive field to inactivate the SP Contact People record. These changes will automatically be updated in ADHC s FMS. Inactivate Service Provider Contact v1.0 Page 6

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