CE Provider Database User Manual

Emergency Medical Services Authority

California Health and Human Services Agency February 2013

CE Provider Database User Manual

Edmund G. Brown Jr. Governor State of California Diana Dooley Secretary Health and Human Services Agency Howard Backer, MD, MDPH, FACEP Director Emergency Medical Services Authority Created by: Priscilla Rivera, MS Management Services Technician Emergency Medical Services Authority

The attached document is a user manual for the CE Provider database. This manual will describe the functions and options available to the user of the database and provide advice on how best to use the database. Although every effort has been made to ensure that this document is accurate and complete, no guarantee is being made or implied.

The CE Provider database has two versions, a test version and a production version. When you are testing and or training, be sure to work in the test version. Everything done in production will be viewable by the public once saved.

Production URL: www2.emsa.ca.gov/training

Test URL: www2.emsa.ca.go/testtraining

If there are any questions or problems with the database please send an e-mail to the paramedic mail at paramedic@emsa.ca.gov or call the Paramedic Licensure Unit at (916) 323-9875. For all user updates send an e-mail to the paramedic mail including the user name (first and last), users e-mail and action to be taken (add/remove).

Reference: Chapter 11, EMS Continuing Education Regulations, Division 9, Title 22 California Code of Regulations

Table of Contents:

Signing in 2

Finding a CE Provider 2

Adding a CE Provider 4

Renewing a CE Provider/Updating a CE Providers information 10

Expiring a CE Provider 14

Deleting a CE Provider 14

Recovering your password 16

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CE Provider Database User Manual

Signing in:

1. Go to the databases’ production or test URL 2. Put your assigned User Name in the “User Name” box 3. Put your password in the “Password” box 4. Click OK 5. You should now be signed into the Database

Finding a CE Provider:

1. Click on the CE Provider Training list on the left side of the screen.

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2. This will bring up the entire CE Provider list. If you want to sort out the CE Providers listed by your LEMSA use the filter drop down.

3. The filter drop down will give you a number of options to sort or search the list by. In order to close the filter options you must click on a filter choice or the X in the upper right corner. To undo your filter select the button.

4. If you are using the “County” or “ID Number” fill-in boxes, hit enter to pull up the entry.

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Adding a CE Provider:

1. Go to the CE Provider list page.

2. Click on the “Actions” button. Click on the green + symbol to add a new CE Provider.

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3. Once you click on the Add symbol the “Add CE Provider” screen will open. From here you are going to fill in the CE Provider’s information.

4. The “Approving LEMSA” box has all current LEMSAs listed please select your LEMSA.

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5. Select the county the CE Provider is located in from the “County” drop down box.

6. Put the CE Providers active status in the “Program Status” drop down box.

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7. Input the CE Provider number you have assigned the provider into the “ID Number”. Please follow the format ##-#### when inputting the number as the system will not format it for you.

8. The “Service To” drop down box refers to who can take the classes. “Employee Only” means the CE Provider only offers classes to the employees of the CE Provider. “Open to the public” means the CE Provider will give classes to anyone.

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9. In the appropriate boxes fill in: a. Entity Name b. Address (Please use the actual physical address of the facility) c. City d. State (drop down box) e. Zip f. Contact (The name of the person in charge of the CE Provider) g. Phone h. Email i. Fax j. Website

10. The date “Approved” is the date they passed approval process. You can type the date in or when you click into it

a dropdown calendar appears that can be used to select the date.

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11. CE Providers have a 4 year approval period. In the “Expiration” box put the provider’s current expiration date. You can type the date in or use the dropdown calendar to put the date in.

12. The comment section is only visible to the approved LEMSA users and EMSA once signed in. Please place any additional comments that might be useful here (i.e. if there is a gap in service where CEs should not be accepted from, if the provider has switched names etc.)

13. Click the “Save” button. The new CE Provider has now been added to the general list and can be viewed by the public.

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Renewing a CE Provider/Updating a CE Providers information:

1. Click on the CE Provider Training list on the left side of the screen.

2. This will bring up the entire CE Provider list. The filter drop down will give you a number of options to sort or

search the list by. Use the filter options to pull up the specific entity you are looking to renew or update.

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3. Click on the pencil symbol to the left of the entry in order to edit.

4. The edit screen looks just like the “Add CE Provider” screen only it has the providers information already filled in.

5. All the fields are available to be updated at this point. However, the following rules should be adhered to: a. Please note all changes in the comment section (renewed, changes of address etc.). b. If there is a name change DO NOT change the existing file. Please see the “Change CE Provider Name”

instruction on page 14, if this is the change you are trying to make. c. The “Approved” date field should only be changed if the CE Provider’s approval expired and the provider

is coming back. In this case, please note in the comment area about the gap in approval periods. Otherwise, it should read the date that the CE Provider was first approved.

d. For renewing a provider’s approval, please insert the new expiration date. 6. Once all necessary edits are made and/or the expiration date is extended click save. The new information will

now be updated in the database.

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Expiring a CE Provider:

EMTs, AEMTs and Paramedics are allowed to use CEs that are up to two years old for their renewal. For this reason we do not remove CE Providers from the list at time of Expiration. Please do not delete the entry! EMSA will run a system check once a month that will delete any providers that are expired over three years.

1. Click on the CE Provider Training list on the left side of the screen.

2. This will bring up the entire CE Provider list. The filter drop down will give you a number of options to sort or

search the list by. Use the filter options to pull up the specific entity you are looking to expire.

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3. Click on the pencil symbol to the left of the entry in order to edit.

4. Go to the Program status drop down box and select Expired. The “Expires” field date should reflect the date the provider’s approval expired already but be sure to double check that it is correct.

5. Once the status is updated click the “Save” button. The new status is now available to the public for look up.

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Changing a CE Providers Name:

1. Because EMTs, AEMTs and Paramedics can use CEs up to two years old, names of providers should not change on the original entry. Instead create a new provider number for the new name.

2. Follow the “Adding a New CE Provider” instructions on page 4 of this manual for creating a new entry with the new name.

3. Go to the CE Providers original entry and expire that CE Provider Number by changing the “Expires” date to

the date of the change and changing the “Program Status” to “Expired.” 4. Add a comment about the name change to the “Comment” box. You might want to add a comment in the

new entry about the previous name.

5. Click the “Save” button. The update is now available

Deleting a CE Provider:

1. Click on the CE Provider Training list on the left side of the screen

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2. This will bring up the entire CE Provider list. The filter drop down will give you a number of options to sort or search the list by. Use the filter options to pull up the specific entity you are looking to delete.

3. Click on the X symbol to the left of the entry in order to delete the entry.

4. This will permanently delete the entry from the database. It will not be retrievable! Do not delete an entry unless it was created in error and correction cannot fix the issue or the approval has been expired for over 3 years.

5. A message screen will pop up to ensure you really want to delete it. If you do, click OK if not click Cancel.

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Recovering your password:

1. Under the sign in area there is a blue hyperlink that reads “Forgot your password?” Click on it.

2. A prompt will open asking you for the email associated with the User Name. Input that information and click “Send.”

3. Once you hit send a notification will come up that your password has been sent to the associated email and the system will email the password.

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