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Delegates - Provider Web Portal Quick Guide

Last updated: 2/3/2022
 

Adding a New Delegate

A new delegate is a person who does not currently have a delegate code (including a code that was created by someone else).

Each delegate (person) should only have one (1) delegate code, which is created by the first provider to add them as a delegate.

Make sure you ask the person you'd like to delegate access to if they have a delegate code before deciding whether to add a new delegate or link to an existing delegate.

an image of Add New Delegate/Office Staff tab

  • Under the Add New Delegate/Office Staff tab:

    Complete fields to generate a new delegate code.
    Delegate's First and Last name, Delegate's birth date, and Last four (4) of Delegate's Driver's License No.
    Note: Last 4 of Driver's License can be any 4-digit code. Does not actually need to be the last 4 of license.

    Choose the Functions you want the delegate to be able to perform.
    Review the delegate function definitions here.
    screenshot of completed Add New delegate tab

  • Click Submit and then click Confirm.
    completed Add New delegate tab with confirm button circled
  • Make sure your delegate gets their delegate code.
    The delegate needs a delegate code to register for their own Provider Web Portal account, where they can access and switch between all providers who have assigned them as a delegate.
    delegate code pop-up

 

Linking to an Existing Delegate

An existing delegate is a person who already has a delegate code (including a delegate code that was created by someone else), and has registered for a Provider Web Portal account, as a delegate.

Each delegate (person) should only have one (1) delegate code, which was created by the first provider to add them as a delegate.

Make sure you ask the person to whom you'd like to delegate access if they have a delegate code before deciding whether to add a new delegate or link to an existing delegate.

image of link registered delegate/office staff tab

  • Under the Link Registered Delegate/Office Staff tab:

    Complete fields to link to an existing delegate code.
    Delegate's Last name and delegate code.

    Choose the Functions you want the delegate to be able to perform.
    Review the delegate function definitions here.

completed link registered delegate tab

  • Click Submit and then click Confirm.
    confirm linked delegate
  • The delegate has been linked.
    the delegate has been linked

 

Managing Your Delegates

A delegate is a person who has been given access to perform certain Provider Web Portal functions on your behalf.

Each delegate (person) should only have one (1) delegate code, which was created by the first provider to add them as a delegate.

  1. Login to Provider Web Portal.
  2. Click Manage Accounts.
    manage accounts
  3. There are three (3) tabs - Add New Delegate/Office Staff tab is already open.

    Add New Delegate/Office Staff
    Used to create a new delegate code, add a new delegate, and manage delegate access.
    Note: If a delegate already has a code, it's very important to the link delegate feature instead of creating an entirely new code.

    Link Registered Delegate/Office Staff
    Used to delegate access to someone who already has a delegate code (even if it's a delegate code created by another company).

    Link Registered Trading Partner ID for X12 Reports
    Used to authorize someone to submit or retrieve your X12 transactions. Similar to a delegate, you can also authorize Trading Partners to perform certain Provider Web Portal functions on your behalf.
    tab to manage X12

  4. Under the Add New Delegate/Office Staff tab:

    Scroll to the bottom of the page to see a list of delegates you've created and/or linked to
    Here you can see their name's, birth date, last 4 of driver's license (or the 4-digit code they were registered with), delegate code, and their status.

    Status Meaning:

    • Active: has registered for a Provider Web Portal account as a delegate (can perform Provider Web Portal functions).
    • Active - Pending: has not yet registered for a Provider Web Portal account as a delegate (cannot perform Provider Web Portal functions).
    • Inactive: has registered for a Provider Web Portal account as a delegate but has been put into an inactive status (cannot perform Provider Web Portal functions).
    • Inactive - Pending: has not yet registered for a Provider Web Portal account as a delegate and has been put into an inactive status (cannot perform Provider Web Portal functions).

    delegate status

  5. Click on the name of a Delegate to modify their access or change their status.
    how to modify delegate status

    Changing a delegate's status to Inactive, will mean they cannot perform Provider Web Portal functions on your behalf.
    Review the delegate function definitions here.
    review status

  6. Submit and confirm delegate changes.
    confirm delegate status screenshot
    confirmation message

 

Removing a Delegate

A provider may remove a delegate under the Add New Delegate/Office Staff tab or under the Linked Registered Delegate/Office Staff tab. A delinked or removed delegate will no longer act on behalf of that provider location.

  1. Scroll to the Delegates panel.
    list of delegates
  2. Find the column on the far right that reads “Delink”.
    click on delink
  3. Click Delink to remove the row from the grid. The delegate’s name will no longer appear on either the Add New Delegate/Office Staff tab or the Linked Registered Delegate/Office Staff tab.

Need More Help?

Visit the Quick Guides web page to find all the Provider Web Portal Quick Guides.