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Provider Management

The provider management interface allows you to search, create, edit and manage healthcare providers in the system.

The interface provides several search capabilities:

  • Search Name: Filter providers by name
  • Search Content: Search across all provider content/fields
  • State Filter: Filter providers by their licensed states using the dropdown
  • Refresh: Manually refresh the provider list

Provider Information​

The provider list displays key information including:

  • Provider name and credentials
  • Department affiliation
  • Practice locations
  • Roles
  • Licensed states
  • Tags/categories
  • Open tasks count
  • Status (active/inactive)

Open Tasks Calculation​

The number of open tasks for each provider is calculated by:

  1. Querying task statistics for each provider, including subtasks they own
  2. Counting each parent case once (several subtasks on the same case count as one)
  3. Using the parent case status, including board statuses such as Case Complete, so finished cases are excluded
  4. Filtering remaining statuses to exclude:
    • completed
    • cancelled
    • inactive
    • on-hold
    • failed
    • entered-in-error
    • rejected
  5. Excluding automated system tasks and reminders that are intentionally hidden from the provider task list

Provider Actions​

The following actions are available:

Create New Provider​

Click the New button to manually create a provider record with:

  • Basic demographics
  • Credentials
  • Practice locations
  • State licenses
  • Department assignments
  • Tags/categories

The New button is disabled when your organization reaches its provider limit. An upgrade banner explains how to add more providers.

Edit Provider​

Click on a provider row to edit their details including:

  • Update contact information
  • Modify credentials
  • Add/remove locations
  • Update licenses
  • Change department
  • Manage tags

Delete Provider​

Select one or more providers and click Delete to remove them from the system. Note: Providers with user accounts cannot be deleted.

Sync Provider​

Provider Sync is a custom integration available to Enterprise customers by arrangement. CareLaunch builds and connects an external provider data source for your organization; no sync source is included by default. Once configured, select one or more providers and click Sync to update their records directly from that source. Contact your CareLaunch representative to discuss setup.

Provider States​

Providers can be licensed in multiple states. The state licenses are displayed as:

  • State abbreviation
  • License number
  • License status
  • Expiration date

Practitioner Status Management​

Active/Inactive Status​

CareLaunch provides comprehensive practitioner status management capabilities:

Status Overview​

  • Active practitioners: Available for new assignments, appointments, and task allocation
  • Inactive practitioners: Cannot receive new assignments but existing data is preserved
  • Visual indicators: Inactive practitioners appear grayed out with status badges
  • Standards-based: Uses industry-standard healthcare data formats

Managing Practitioner Status​

Toggle Status:

  1. Navigate to the provider/practitioner list
  2. Locate the practitioner's status chip in the Status column
  3. Click the chip to change status
  4. Confirm the change in the confirmation dialog
  5. Status updates immediately with visual feedback

Status Filtering:

  • Use the status filter tabs above the list to view (each tab shows a count):
    • Active: Shows only active practitioners (default)
    • All: Shows both active and inactive
    • Inactive: Shows only inactive practitioners

Impact of Status Changes​

When deactivating a practitioner:

  • Removed from appointment booking selections
  • Excluded from new task assignments
  • Hidden from scheduling interfaces
  • Existing appointments and tasks remain unchanged
  • Profile data is preserved for reporting and history

When activating a practitioner:

  • Added back to appointment booking options
  • Available for new task assignments
  • Visible in all scheduling interfaces
  • Can receive new assignments immediately

Visual Indicators​

Status Badge: Displays current status with color coding:

  • Active: Green chip with a circle icon
  • Inactive: Gray chip with a circle icon

List Appearance:

  • Active practitioners: Normal appearance with full opacity
  • Inactive practitioners: Grayed out appearance with reduced opacity

Confirmation and Safety​

All status changes require confirmation to prevent accidental modifications:

  • Confirmation dialog explains the impact of the change
  • Loading state prevents multiple simultaneous updates
  • Error handling with user-friendly messages
  • Accessibility features including ARIA labels and keyboard navigation

Task Management​

The system tracks tasks assigned to providers:

  • Open task count shown in provider list
  • Tasks filtered by active status
  • Task counts updated in real-time
  • Active practitioners only: Task assignments are restricted to active practitioners