Overview
Provider registration is the process of adding healthcare providers (physicians, nurse practitioners, physician assistants) to the AllCare platform. This is typically done by AllCare Operations staff, with providers receiving access credentials after setup.Who performs this? Provider registration is handled by AllCare Operations or facility administrators. Providers receive login credentials after their profile is created.
Registration Process
Step 1: Gather Provider Information
Before registering a provider, collect the following information:Required Information
- Legal first and last name
- Email address
- NPI (National Provider Identifier)
- Phone number
Optional Information
- Middle name
- Credentials (MD, DO, NP, PA)
- DEA number
- State license number
- Fax number
Step 2: NPI Lookup (Auto-Fill)
AllCare can automatically populate provider information from the NPPES (National Plan and Provider Enumeration System) database.1
Enter NPI
Enter the provider’s 10-digit NPI number
2
Click Lookup
Click the Lookup or Verify button
3
Review Auto-Filled Data
The system will populate available fields:
- Provider name (first, middle, last)
- Name prefix and suffix
- Credentials
- Practice address
- Phone and fax numbers
- Primary specialty
- State license information
4
Verify and Adjust
Review the auto-filled information and make any necessary corrections
The NPPES database contains over 1.5 million provider records. If a provider’s NPI is not found, they may need to register with CMS first.
Step 3: Complete Provider Profile
Basic Information
| Field | Description | Required |
|---|---|---|
| First Name | Provider’s legal first name | ✓ |
| Last Name | Provider’s legal last name | ✓ |
| Middle Name | Provider’s middle name | |
| Name Prefix | Dr., Mr., Ms., etc. | |
| Name Suffix | Jr., Sr., III, etc. | |
| Credentials | MD, DO, NP, PA-C, etc. | |
| Professional email address | ✓ | |
| Phone | Primary phone number | |
| Mobile | Mobile phone number |
Professional Identifiers
| Field | Description | Required |
|---|---|---|
| NPI | 10-digit National Provider Identifier | ✓ |
| NPI Type | 1 = Individual, 2 = Organization | |
| DEA Number | Drug Enforcement Administration number | |
| State License | State medical license number | |
| UPIN | Unique Physician Identification Number (legacy) |
Practice Address
| Field | Description |
|---|---|
| Street | Street address |
| City | City name |
| State | 2-letter state code (e.g., CA, NY) |
| Zip Code | Postal code |
| Fax Number | Office fax number |
Step 4: Configure Scheduling Settings
These settings control how the provider appears in scheduling and route optimization:| Setting | Description | Default |
|---|---|---|
| Home Base Address | Provider’s starting location for visits | — |
| Max Travel Radius | Maximum miles provider will travel | 25 miles |
| Max Daily Stops | Maximum facility visits per day | 3 |
| Daily Patient Capacity | Maximum patients per day | 20 |
Step 5: Assign to Facilities
Providers can be assigned to facilities during registration or afterward:1
Select Facilities
Choose the facilities this provider will serve from the list
2
Set as Primary (Optional)
Designate the provider as primary for specific facilities
3
Confirm Assignment
Review and confirm facility assignments
Step 6: Create User Credentials
After the provider profile is created, user credentials can be generated:1
Link to User Account
The system creates a user account linked to the provider profile
2
Set Initial Password
A temporary password is generated or set manually
3
Send Welcome Email
The provider receives an email with login instructions
4
First Login
Provider logs in and sets their permanent password
Provider Types
AllCare supports various provider types:| Provider Type | Description |
|---|---|
| Physician (MD/DO) | Licensed medical doctors |
| Nurse Practitioner (NP) | Advanced practice registered nurses |
| Physician Assistant (PA) | Licensed physician assistants |
| Registered Nurse (RN) | Registered nurses with prescriptive authority |
Supervision Requirements: Some provider types (PA, NP in certain states) may require a supervising physician. This can be set using the Supervisor ID field.
What Providers Can Do After Registration
Once registered, providers can:Troubleshooting
NPI not found in lookup
NPI not found in lookup
Possible causes:
- NPI entered incorrectly (check all 10 digits)
- Provider not registered with NPPES
- Recently issued NPI not yet in database
NPI validation failed
NPI validation failed
Possible causes:
- NPI is not exactly 10 digits
- NPI fails Luhn checksum validation
- NPI contains non-numeric characters
Email already in use
Email already in use
Possible causes:
- Provider already exists in the system
- Email used by another user type
Cannot assign to facility
Cannot assign to facility
Possible causes:
- Provider not licensed in facility’s state
- Facility requires specific credentials
- Provider at capacity