Overview
How to process a Preceptor Application, please also see attached process documentation outlining and linking the process.
Connecting an Application to a Contact record - Credentialing Team
- Initial Application:
- Prospective Preceptors will complete the Preceptor Application form via this link
- In Salesforce, under Preceptor Applications, locate the view 'Newly created - Initial Applications'
- Open each record in this view and complete the following steps
- Click the pencil icon next to the 'Contact'
- Select 'HCOM Preceptor' and complete all relevant information
- Then Click 'Save' at the bottom of the application
- Repeat this for all records in this view
- Re-Appointment Application
- Applications for re-ppointments will complete the Preceptor Application form via this link
- In Salesforce, under Preceptor Applications, locate the view 'Newly created - Re-apointments apps'
- Open each record in this view and complete the following steps
- Click the pencil icon next to the 'Contact'. In theory, the contact record should already exist if it is a re-appointment
- Use the search to enter the Preceptors Name, if there are more than one returned then click on the 'Show more results' at the top. It will then open a dialog box and provide more information; the email, contact record type to help you select the correct record.
Processing the Preceptor Application - Credentialing Team
- After you've connected the contact record to the application, the system will update contact and application fields.
- Pull information from FSNB and other sources, attach to the Preceptor Application under Notes & Attachments on the right
- When ready to submit for approval,
- Update the Application Status to 'Awaiting Department Chair Review'
- Add the 'Specialty Department Chair'
- The system will assign the Chair as the owner and set the date it was sent to them for review
Chair Review - Chairs
All Department Chairs will monitor the " Preceptor Applications Awaiting Chair
' approval report. You can open each individual record to review or review. To update one or more records from this view, select 'Enable Field Editing' at the top of the report
From there, you can click on the pencil next to 'Approved Rank' and 'Application Status'. You will need to update ONLY these two fields for each application.
- Approved Rank, select the appropriate rank you are approving
- Application Status, update to 'Approved' or 'Denied'
- Then BE SURE to click 'Save' at the bottom to save all changes
If you are updating each individual record, go to the 'Approval Process' section of the Preceptor Application. Again, only update
- Approved Rank, select the appropriate rank you are approving
- Application Status, update to 'Approved' or 'Denied'
- Then BE SURE to click 'Save' at the bottom to save all changes
Completing the Preceptor Application Process - Credentialing Team
Once these records are approved or denied by the Chair, it will appear in a report ' Preceptors approved/denied by Chairs
' for review.
- If an application is denied, make the necessary changes and if it needs to go back through the approval process, update the Application Status back to "Awaiting Specialty Department Chair Review"
- If an application is approved:
- Use [link] to load newly approved Preceptors to eMedley
- Use [link] to send letters to newly approved Preceptors
- THEN be sure to use the report ' Preceptors approved/denied by Chairs
' to update the 'Application Status' to completed. The system will then generate the 'Credentialing Process Completion Date' automatically. In this report, you can click on 'Enable Field Editing' at the top to select multiple records and save all
Submitting for re-appointment - Credentialing Team
[Need to re-review this entire process]
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