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Provider Management

CareLaunch's Provider Management system enables organizations to manage healthcare provider information using FHIR standards, ensuring secure and standardized provider data handling.

Overview​

The Provider Management system offers:

  • FHIR-compliant provider data management
  • Role-based access control
  • Optional Enterprise Provider Sync, available as a custom integration by arrangement (no default sync source)

Features​

Provider Information​

CareLaunch stores and manages essential provider information:

  1. Basic Demographics

    • Provider name and identifiers
    • Contact information
    • Professional details

  2. Profile Management

    • Profile image handling
    • Specialty information
    • Location associations
    • Contact preferences

Access Control​

Provider data access is controlled through role-based permissions:

  1. Administrative Roles

    • Platform Admin access
    • Organization Admin access

  2. Security Features

    • Secure data handling
    • Audit logging
    • Access tracking

Using Provider Management​

Accessing Provider Records​

  1. Navigate to the Providers section
  2. Use search filters to find specific providers
  3. Click on a provider to view their profile

Managing Provider Data​

  1. Creating Providers

    • Click New
    • Enter required information
    • Upload profile image if needed
    • Save the provider record

  2. Updating Information

    • Select the provider to update
    • Modify necessary fields
    • Save changes
    • Changes are tracked in audit log

Provider Synchronization​

Enterprise customers can arrange a custom Provider Sync integration with CareLaunch. CareLaunch builds and connects the external data source for the organization; no sync source is included by default.

When an integration is configured, an administrator can select one or more records on the Providers list and click Sync. The selected provider records are updated directly from the connected source. There is no review-and-confirm step or scheduled automatic sync.

Contact your CareLaunch representative to discuss availability and setup for your Enterprise organization.

Integration​

Provider records are not synced from EHR, scheduling, or billing systems by default, and CareLaunch does not run real-time or scheduled batch provider updates.

A custom Provider Sync integration can be arranged for Enterprise organizations. When one is connected, administrators update selected records with Sync on the Providers list. See Provider Synchronization for details.

Best Practices​

Data Management​

  • Maintain accurate provider information
  • Regularly verify data accuracy
  • Use consistent formatting
  • Keep profile images current

Security​

  • Follow role-based access protocols
  • Monitor audit logs
  • Ensure proper authentication
  • Maintain data privacy

Provider Role Management​

Provider roles connect a provider's specialty and recurring scheduling availability. Platform Administrators can define reusable role templates and manage the providers assigned to each template. An organization can have up to 25 role templates.

Accessing Provider Roles​

  1. Navigate to Settings > Provider Roles
  2. The Provider Role Templates page lists the organization's templates.

Only Platform Administrators can access this page.

Creating and Editing Role Templates​

  1. Click Add Role to create a template.
  2. Configure its Role Name, Role Code, Description, Specialty, Active by Default setting, and Default Schedule.
  3. Edit any other templates that need updating.
  4. Click Save All Changes to save the batched edits.

Managing a Template's Provider Roster​

Open a template's roster to see the providers assigned to that role. From the roster you can:

  • Click Add Provider and use the Add Provider to Role dialog to assign a provider.
  • Remove a provider. Removal is blocked when the role still has slots or appointments; use Preview Cascade Delete to review affected records first.
  • Merge duplicate assignments of the same role to a provider. Select Preview only to inspect the merge before applying it.

Managing Roles on a Provider​

The Provider Roles card on a provider profile shows that provider's assignments. You can:

  • Add a role from a template. The new assignment starts with the template's specialty and default schedule.
  • Edit the assignment's Active setting and weekly schedule without changing the shared template.
  • Remove the role assignment.

Role schedules determine the provider's scheduling availability. For more information, see Managing Provider Availability.

Practitioner Status Management​

CareLaunch includes a comprehensive practitioner status management system that allows administrators to control practitioner availability for new assignments and appointments.

Key Features​

  • Status Chip: Click the Active or Inactive chip to change practitioner status
  • Visual Indicators: Status badges and grayed-out styling for inactive practitioners
  • Confirmation Dialogs: Safety confirmations for all status changes
  • Filter Integration: Filter practitioner lists by active/inactive status
  • FHIR Compliance: Uses standard FHIR R4 Practitioner.active field
  • Impact Management: Automatic exclusion from booking and assignment workflows

Quick Start​

  1. Navigate to the Providers section
  2. Locate the practitioner to manage
  3. Click the Active or Inactive status chip in their row
  4. Confirm the status change when prompted
  5. The change takes effect immediately