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E-Blast: SHINES Provider Portal Updates -- Files to review in GA+SCORE

December 12, 2017 12:35 PM

Greetings Providers: 

Cutover to Provider Portal 2.0 is a few days away.  As we continue to make preparations for December 16, 2017, we want to make sure everyone is ready day one.  You’ve already been engaged in some readiness activities (ensuring all staff have agency domain email addresses, meeting browser requirements, participating in training); however, there are a few more activities necessary for smooth transition. Please note that items 1 & 3 in this list are due back to OPM via email to opm.leadership@dhs.ga.gov by close of business on Thursday, December 14.

1.  ASSIGNMENT OF USER ROLE:  Currently, there are two roles in Provider Portal (Placement Provider User and Placement Provider Administrator).  Roles are being defined/redefined to the following:

a.      Administrator – agency representative responsible for authorizing user access
b.      Supervisor – agency staff member responsible for assigning children to case manager; responsible for approving tasks (e. g. contacts)
c.      Case Manager – agency staff member who is assigned cases; document case management services/activities

TASK:  Provide the new role of each agency staff member. Review the spreadsheet of all active Provider Portal users, which is posted on your program's orange Profile tab in GA+SCORE as "SHINES User Update". Download the spreadsheet and make any edits, inserting in the New Provider Role (column E) the role of each staff member (insert Administrator, Supervisor, or Case Manager). Return the sheet to OPM via opm.leadership@dhs.ga.gov.

IMPORTANT NOTE:  Any agency with only one Portal user AND that person is an Administrator, an updated spreadsheet is not required

DUE:  Close of business Thursday, December 14, 2017 to OPM

2.  ASSIGNMENT OF CHILDREN TO CASE MANAGER:  In order for Portal 2.0 Case Managers to document case management activities, each child, must be assigned accordingly. 

TASK:  On day one, either Supervisor or Administrator logs into Portal 2.0; on landing page, children needing to be assigned will display in the To Be Assigned section; instructions provided in the Training Guide

DUE:  This task can begin as early as Saturday, December 16, 2017 at 12:00 pm; however, needs to be completed by Monday, December 18, 2017

3.  AGENCY DOMAIN EMAIL:  Each agency MUST have an agency domain email.  This is needed to validate each agency user’s email address.  Remember, without an associated agency email address, users will not be able to access Portal 2.0. 

TASK:  Agency administrator MUST provide agency domain email. 

DUE:  Close of business Thursday, December 14, 2017 to OPM

If there are questions about the above tasks, please do not hesitate to contact the Office of Provider Management. 

Thank you, 

Georgia SHINES Team