Overview
Provider assignment is a core workflow that ensures each facility and patient has an appropriate healthcare provider. This guide covers how to assign, reassign, and manage provider relationships.Key Concept: Providers can be assigned at both the facility level (covering all patients at that facility) and the individual patient level (for specialized care needs).
Assignment Types
Facility Assignment
Provider is assigned as the primary for an entire facility. All patients at that facility default to this provider.
Patient Assignment
Provider is assigned to a specific patient, overriding the facility default.
Coverage Assignment
Temporary provider assignment for coverage (vacation, leave, overflow).
Specialty Assignment
Additional provider for specific specialty needs (psychiatry, wound care, etc.).
Facility Provider Assignment
When to Assign
- New facility onboarding
- Provider leaving practice
- Provider capacity rebalancing
- Geographic optimization
How to Assign a Provider to a Facility
1
Navigate to Facility
Go to Facilities and select the facility
2
Open Provider Settings
Click on the Providers tab or Provider Assignment section
3
Select Primary Provider
From the dropdown, select the primary provider for this facility
Only providers with availability in this region will appear in the dropdown.
4
Set Effective Date
Choose when this assignment takes effect:
- Immediately — Provider takes over now
- Future Date — Schedule for a specific date
5
Add Notes (Optional)
Add any relevant notes about the assignment
6
Save Assignment
Click Save to confirm the assignment
What Happens After Assignment
| Action | Result |
|---|---|
| New visits | Scheduled with newly assigned provider |
| Existing scheduled visits | Remain with original provider (unless reassigned) |
| Patient records | Updated to show new primary provider |
| Notifications | Provider receives assignment notification |
Patient-Level Provider Assignment
When to Use Patient Assignment
- Patient needs specialist not at facility level
- Patient requests specific provider
- Complex care needs requiring dedicated provider
- Transition of care situations
How to Assign a Provider to a Patient
1
Find the Patient
Search for the patient in the Patients section
2
Open Patient Profile
Click on the patient to open their profile
3
Navigate to Care Team
Go to the Care Team or Providers tab
4
Add or Change Provider
- To add: Click Add Provider
- To change: Click Edit next to current provider
5
Select Provider
Choose the provider from the dropdown
- Primary Care Provider — Main provider for routine visits
- Specialist — For specific specialty care
- Coverage — Temporary coverage provider
6
Set Assignment Details
- Provider Type: Primary, Specialist, Coverage
- Effective Date: When assignment starts
- End Date: (Optional) For temporary assignments
7
Save
Click Save to confirm
Coverage Assignments
Setting Up Provider Coverage
When a provider is unavailable (vacation, leave, training), set up coverage:1
Navigate to Provider Schedule
Go to Providers → Select provider → Schedule
2
Mark Time Off
Click Add Time Off and set the dates
3
Assign Coverage Provider
Select the covering provider from the dropdown
4
Set Coverage Scope
Choose what the coverage includes:
- All patients
- Specific facilities only
- Specific patients only
5
Notify Parties
System can automatically notify:
- Facilities
- Staff
- Patients (if needed)
6
Confirm
Review and confirm the coverage arrangement
Coverage Best Practices
Bulk Reassignment
When to Use Bulk Reassignment
- Provider leaving the practice
- Load balancing across providers
- Geographic restructuring
- Facility closure or merger
How to Perform Bulk Reassignment
1
Go to Provider Management
Navigate to Admin → Provider Management
2
Select Bulk Actions
Click Bulk Actions → Reassign Patients
3
Select Source Provider
Choose the provider whose patients will be reassigned
4
Select Patients
Choose which patients to reassign:
- All patients
- By facility
- Manual selection
5
Select Destination Provider(s)
Choose where patients will go:
- Single provider for all
- Distribute across multiple providers
6
Set Effective Date
Choose when reassignment takes effect
7
Review and Confirm
Review the reassignment summary and confirm
Provider Capacity
Understanding Provider Capacity
Each provider has capacity limits that affect assignments:| Capacity Type | Description |
|---|---|
| Facility Limit | Maximum facilities provider can cover |
| Patient Panel | Maximum number of patients |
| Daily Visits | Maximum visits per day |
| Weekly Hours | Total hours available per week |
Checking Provider Capacity
1
Navigate to Provider
Go to Providers and select the provider
2
View Capacity Dashboard
Click Capacity or Workload tab
3
Review Metrics
- Current patient count vs. limit
- Facilities assigned
- Weekly utilization
- Geographic coverage area
Capacity Alerts
The system alerts you when:Provider at capacity
Provider at capacity
Provider has reached or exceeded recommended limits. Consider redistributing or adding capacity.
Coverage gap
Coverage gap
A facility or patient has no assigned provider. Immediate assignment needed.
Geographic mismatch
Geographic mismatch
Provider assigned outside their normal coverage area. May affect visit efficiency.
Assignment Rules and Validation
Automatic Validation
The system validates assignments for:| Check | Description |
|---|---|
| Licensing | Provider licensed in patient’s state |
| Credentials | Provider has required credentials for facility type |
| Availability | Provider has capacity for assignment |
| Geography | Provider covers the facility’s area |
| Insurance | Provider accepts patient’s insurance |
Override Options
If validation fails, authorized users can:- Request Exception — Submit for manager approval
- Provide Justification — Document reason for override
- Set Temporary — Mark as temporary pending resolution
Tracking Assignments
Assignment History
View complete history for any facility or patient:1
Navigate to Entity
Go to the facility or patient profile
2
Open History
Click Assignment History or Provider History
3
Review Records
View all past assignments with:
- Provider name
- Effective dates
- Who made the change
- Notes/reasons
Reports
Access assignment reports via Reports → Provider Assignment Reports:| Report | Description |
|---|---|
| Current Assignments | All active provider-facility-patient relationships |
| Assignment Changes | Recent changes and who made them |
| Coverage Calendar | Upcoming coverage arrangements |
| Capacity Report | Provider workload and availability |
| Unassigned | Facilities/patients without providers |
Troubleshooting
Provider not appearing in dropdown
Provider not appearing in dropdown
Possible causes:
- Provider not active in system
- Provider doesn’t cover that region
- Provider at capacity
- Credential/licensing issue
Assignment not taking effect
Assignment not taking effect
Possible causes:
- Future effective date set
- Assignment pending approval
- Conflicting assignment exists
Patient still seeing old provider
Patient still seeing old provider
Possible causes:
- Patient-level override exists
- Visits scheduled before change
- Cache/refresh issue
Coverage not showing correctly
Coverage not showing correctly
Possible causes:
- Date range incorrect
- Coverage scope limited
- Covering provider unavailable