Creating Agencies

Owned by Kevin Tinnin
Last updated: Aug 09, 2022 by Benjamin Nussle
2 min read

Only the ASU Biodesign instance uses Agencies. Agencies are the logical way that PnC distinguishes different customers or organizations within the same system. There is typically an intake form that is submitted on behalf of the new agency that contains the required information.

  1. Login to the ASU PnC Admin page

  2. Drop down menu → PnC Admin

  3. System Setup → Agency Divisions

  4. Add

    1. Agency Name is the full legal name of the partner (ie Arizona State University)

    2. Agency Short Name is the initials of the partner (ie ASU)

    3. Agency code is used to prevent random users or bots from creating accounts.

      1. You can select the check box to enable editing, and either type in a pre determined agency code or click the generate button to have the system generate one for you.

        1. Most agencies which will have patients self-register will request a custom agency code for ease-of-use, discuss this option in the agency planning phase.

    4. Min Age will not allow anyone with a DOB making them younger than this set age to register for an account. Currently the Saliva test is approved for 5 years and older. Many agencies will require 18 years or older.

    5. Verify Employee Number in online registration is a setting that is used when you want to pre-populate an agency with all it’s patients. The workflow is that you import the list of patients from the agency including their employee ID then when a patient “registers” for that agency they are really just claiming their pre-made account. If you don’t already have an account in the system you will not be able to participate in this agency.

    6. Verify email is used in the same way employee ID is used.

    7. Email optional makes the email field when registering a non-required field. This is good for populations where email addresses are not available.

    8. Mobile phone optional is the same as email optional. This option is far more commonly used but it is always important to discuss these options when an agency is being spun up.

    9. Allow Mobile phone to be shared is used when patients have a need to all use the same phone number.

    10. Hide research questions is used to hide the “Would you like to participate in research?” questions in the registration process.

  5. Mass tester test patient is set to a specific test patient so that when doing demos or testing the system it is not hitting a real patient record. This is not required to be set.

  6. Agency comment is used for description or notes on the agency. Viewable by administrators only

  7. Agreement title is the title of the Authorization and Consent form that is submitted from the agency

    1. If an agency does not submit this we default to entering the generic consent found at:https://www.dropbox.com/sh/fifdqlffafycqcv/AADBVgLitLayIgrgZgO6bQI6a/PNC%20Consent%20Forms/ADHS?dl=0&subfolder_nav_tracking=1

  8. Click Save and document your agency settings here: https://docs.google.com/spreadsheets/d/1lpx3LY7nF6QFj9JkGh1wsWqNMIrgTDC52IaX1LjND6o/edit#gid=468689145