Managing Your Facility

Avoid contravention of PIPEDA and PHIPA

The Authorizing Officer is responsible for ensuring that privacy procedures are in place to prevent unauthorized users from accessing the HCAI application. Refer to Chapter 1 and Chapter 3 of the User manual to learn how to manage:

• Adding, changing or deleting health care providers
• Adding, changing or deleting users of the application
• Changing your facility details (e.g. address, phone, email, name of practice)
• Changing the authorizing officer

Commonly Requested Information - Learn to:

All of the activities described below are discussed in the HCAI User Manual that can be accessed online, on every HCAI screen. Refer to Chapter 3.

For Web Users

1. Set up a Back-up User Administrator (E-Learning Video: 3 min. 18 sec.)
2. Change the email address of the Authorizing Oficer
1. Complete the "Email Address Change Confirmation Form"
2. Change the email address internally on your web application. This can be done internally by the Authorizing Officer or a Facility Administrator.
1. Log onto HCAI:
2. Go to the MANAGE global tab and the FACILITY MANAGEMENT sub-tab.
3. Scroll down to Facility Details. Change the address or phone number.
4. Click on SAVE.
3. Change the name or mailing address of your clinic
1. Complete the "Namel or Mailing Address Change Confirmation Form"
2. Change the name or mailing address internally on your web application. This can be done internally by the Authorizing Officer or a Facility Administrator.
1. Log onto HCAI:
2. Go to the MANAGE global tab and the FACILITY MANAGEMENT sub-tab.
3. Scroll down to Facility Details. Change the name or address.
4. Click on SAVE.
4. Change or correct provider information such as his/her name, registration number
1. The incorrect version cannot be edited; therefore you must end the incorrect version and add the correct version of the provider.  This can be done internally by the Facility Administrator or Authorizing Officer. 
2. Log onto HCAI:
3. Go to the MANAGE global tab and the FACILITY MANAGEMENT sub-tab
4. Scroll down to the list of  “Associated Providers”
5. Click on the name of the provider
6. Insert the date on which the old version will last be used.  NOTE: the old version will continue to appear on invoices for a period of 6 months following the end date. The old version will not appear on plans after the end date.
7. Add a new provider, using the correct or new information. NOTE: If possible, make the new version distinguishable from the old version. This will be helpful when completing invoices, to ensure you select the correct version of the provider.  Example: if Robert Smith has a new or corrected registration number, rather than entering Robert Smith again (in which case you will see two Robert Smiths on your plans dropdowns), enter Rob Smith or Robert A Smith so you know to select the current version.
8. Click on SAVE
5. Withdraw a Plan or Invoice that was submitted to the wrong insurer
1. If a plan is in the Work in Progress tab and in the Submitted state, simply open the form by clicking on the blue magnifying glass. Then click “Withdraw”.  You may now edit the form and re-submit to the correct insurer. 
2. If a plan is in the Work in Progress tab and in the “Review Required” state, you cannot withdraw it. In this case, contact the adjuster and advise that it was submitted to them in error.  Ask them to decline the plan using the reason code 4.00.00 (withdrawn on behalf of provider).  
6. Correct a Plan or Invoice that was submitted with errors
1. If a plan is in the Work in Progress tab and in the Submitted state, simply open the form by clicking on the blue magnifying glass. Then click “Withdraw”.  You may now edit the form and re-submit .
2. If a plan is in the Work in Progress tab and in the “Review Required” state, you cannot withdraw it. In this case, contact the adjuster and advise that it was submitted to them with errors.  Ask them to place the form in the “Amendment Required” state. Once it is in the Amendment Required state, you may correct it and re-submit.