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Contents
Contents Introduction — Using This Guide Chapter 1 — Getting Started
xiii 1
1.1
Logging in to License 2000 ............................................................................................... 2
1.2
The License 2000 Desktop ............................................................................................... 3 1.2.1 Toolbars ................................................................................................................ 3 1.2.2 Icons ..................................................................................................................... 4
1.3
License 2000 Navigation................................................................................................... 6 1.3.1 Hot-keys................................................................................................................ 6 1.3.2 Shortcuts............................................................................................................... 6 1.3.3 Keyboard Navigation ............................................................................................ 7
1.4
Standard Features of License 2000................................................................................ 10 1.4.1 Common Buttons and Windows ......................................................................... 10 1.4.2 Help..................................................................................................................... 10 1.4.3 Search Button ..................................................................................................... 19 1.4.4 New Button ......................................................................................................... 22 1.4.5 Remarks Button .................................................................................................. 23
1.5
Entering Information into License 2000 .......................................................................... 25 1.5.1 Date Validation ................................................................................................... 26 1.5.2 Drop-Down Lists ................................................................................................. 26
1.6
File Menu ........................................................................................................................ 27 1.6.1 Open Option ....................................................................................................... 28 1.6.2 Print Setup Option .............................................................................................. 29 1.6.3 Exit Option .......................................................................................................... 33
Chapter 2 — Mail Log Module
35
2.1
Searching for correspondence........................................................................................ 35
2.2
Logging in correspondence............................................................................................. 36 2.2.1 Editing mail log items.......................................................................................... 37 2.2.2 Deleting correspondence.................................................................................... 38 2.2.3 Recording multiple entries of similar documents ................................................ 38
2.3
Matching and unmatching mail items.............................................................................. 39 2.3.1 Matching mail items ............................................................................................ 39 2.3.2 Undoing matched mail items .............................................................................. 39
Chapter 3 — Checklist Module
41
3.1
Checklist Module Icons ................................................................................................... 42
3.2
File Menu ........................................................................................................................ 45 3.2.1 New Applications ................................................................................................ 45 3.2.2 Searching for Licensees ..................................................................................... 45
Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
iii
License 2000® User’s Guide 3.2.3 3.2.4 3.2.5 3.2.6 3.2.7 3.2.8 3.2.9 3.2.10 3.2.11 3.2.12
Entering Applicant Information ........................................................................... 50 Application Information Window (for Facilities)................................................. 102 Additional Licenses........................................................................................... 125 New Archive...................................................................................................... 126 Reinstatement................................................................................................... 127 Transfer............................................................................................................. 131 Rescind ............................................................................................................. 133 Reapply ............................................................................................................ 135 Bulk Issuance of Licenses ............................................................................... 136 Delete ............................................................................................................... 138
3.3
Applicant Menu ............................................................................................................. 139 3.3.1 Edit.................................................................................................................... 139 3.3.2 Accounts ........................................................................................................... 140 3.3.3 Prerequisites ..................................................................................................... 155 3.3.4 Scheduling ........................................................................................................ 160 3.3.5 Inspection ......................................................................................................... 161 3.3.6 Background Check ........................................................................................... 173 3.3.7 Change ............................................................................................................. 188 3.3.8 Remarks............................................................................................................ 191 3.3.9 Holds/Alerts ...................................................................................................... 192
3.4
View Menu .................................................................................................................... 195 3.4.1 Details ............................................................................................................... 195 3.4.2 Public Info ......................................................................................................... 195 3.4.3 Owner History ................................................................................................... 196 3.4.4 Checklist History ............................................................................................... 197
3.5
Process Menu ............................................................................................................... 198 3.5.1 Work Flow......................................................................................................... 198 3.5.2 Checkoff............................................................................................................ 203 3.5.3 Approve............................................................................................................. 211 3.5.4 Expiration Date ................................................................................................. 219 3.5.5 Issue ................................................................................................................. 219 3.5.6 Letter of Authority ............................................................................................. 220 3.5.7 Withdrawal ........................................................................................................ 220 3.5.8 Deny.................................................................................................................. 221 3.5.9 Denial Appeal ................................................................................................... 222 3.5.10 Notification ....................................................................................................... 222 3.5.11 Verification ....................................................................................................... 225 3.5.12 Print Forms....................................................................................................... 225
Chapter 4 — Licensee Module
iv
227
4.1
Searching for Licensees................................................................................................ 229
4.2
Returning to Search Results After Exiting Record(s).................................................... 233
4.3
Processing Licensee Records ...................................................................................... 238 4.3.1 General Tab...................................................................................................... 238 4.3.2 Licenses Tab .................................................................................................... 239 4.3.3 Education Tab................................................................................................... 244 4.3.4 Employment Tab............................................................................................... 245 4.3.5 Employees Tab................................................................................................. 246 4.3.6 Corporation Tab................................................................................................ 247 4.3.7 Public Information Tab...................................................................................... 248 4.3.8 Supplemental Information Tab ......................................................................... 249
Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
Contents 4.4
File Menu ...................................................................................................................... 250 4.4.1 View Hold/Alert ................................................................................................. 250 4.4.2 New Hold/Alert.................................................................................................. 251 4.4.3 Release Hold .................................................................................................... 253 4.4.4 Merge Person ................................................................................................... 253
4.5
Person/Facility Menu..................................................................................................... 254 4.5.1 Aliases .............................................................................................................. 255 4.5.2 Address History ................................................................................................ 255 4.5.3 Accounts ........................................................................................................... 257 4.5.4 All Licenses....................................................................................................... 257 4.5.5 Change History ................................................................................................. 258 4.5.6 Notification ........................................................................................................ 258 4.5.7 Invoice............................................................................................................... 259 4.5.8 Invoice Coupon................................................................................................. 260 4.5.9 Previous License .............................................................................................. 261
4.6
License Menu................................................................................................................ 261 4.6.1 Inspections........................................................................................................ 262 4.6.2 Prerequisites ..................................................................................................... 262 4.6.3 Prerequisite Users ............................................................................................ 264 4.6.4 Locum Tenens .................................................................................................. 265 4.6.5 Additional Duties............................................................................................... 267 4.6.6 Microfiche ......................................................................................................... 268 4.6.7 Extension Letter................................................................................................ 270 4.6.8 Printing.............................................................................................................. 271 4.6.9 History............................................................................................................... 276 4.6.10 Expense Accounts ........................................................................................... 282
4.7
Activities Menu .............................................................................................................. 283 4.7.1 Renew License ................................................................................................. 284 4.7.2 Change Status .................................................................................................. 288 4.7.3 Change Expiration ............................................................................................ 290 4.7.4 Change License Subtype.................................................................................. 291 4.7.5 Archive .............................................................................................................. 291 4.7.6 Check Self Prerequisites .................................................................................. 294 4.7.7 License Corrections .......................................................................................... 294
Chapter 5 — Quick Lookup Module
297
5.1
Viewing Licensee Information ....................................................................................... 297
5.2
Returning to Search Results After Exiting Licensee Record(s) .................................... 300 5.2.1 Opening a Single License................................................................................. 301 5.2.2 Opening an Additional License......................................................................... 302 5.2.3 Initiating a new search ...................................................................................... 304
5.3
File Menu ...................................................................................................................... 305
5.4
Person/Facility Menu..................................................................................................... 305 5.4.1 Aliases .............................................................................................................. 306 5.4.2 Edit.................................................................................................................... 307 5.4.3 Alerts/Holds ...................................................................................................... 307
5.5
Licenses Menu .............................................................................................................. 308 5.5.1 Print................................................................................................................... 308 5.5.2 History............................................................................................................... 309 5.5.3 Summary Report............................................................................................... 310
Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
v
License 2000® User’s Guide
Chapter 6 — Candidates Module 6.1
Events ........................................................................................................................... 311
6.2
File Menu ...................................................................................................................... 313
6.3
Candidate Menu............................................................................................................ 314 6.3.1 New................................................................................................................... 314 6.3.2 Participant Number Restriction ......................................................................... 316 6.3.3 Additional .......................................................................................................... 316 6.3.4 Edit.................................................................................................................... 320 6.3.5 Number ............................................................................................................. 321 6.3.6 Delete................................................................................................................ 322 6.3.7 Merge................................................................................................................ 323 6.3.8 Sign-In Sheet .................................................................................................... 323
6.4
Non-Events ................................................................................................................... 324
6.5
File Menu for Non-Events ............................................................................................. 326 6.5.1 New................................................................................................................... 326 6.5.2 Additional .......................................................................................................... 327 6.5.3 Candidate ......................................................................................................... 330 6.5.4 Delete................................................................................................................ 330
6.6
Merge Menu for Non-Events ......................................................................................... 331 6.6.1 Merge Candidates ............................................................................................ 331 6.6.2 Sign-In Sheet .................................................................................................... 331
Chapter 7 — Pre-Litigation Module
333
7.1
Viewing Pre-Litigation Cases ........................................................................................ 334
7.2
Creating Pre-Litigation Case Records .......................................................................... 336 7.2.1 General Tab...................................................................................................... 338 7.2.2 Persons Tab ..................................................................................................... 340 7.2.3 Panel Tab ......................................................................................................... 348
7.3
Pre-Litigation Menu ....................................................................................................... 352 7.3.1 Attorneys........................................................................................................... 353 7.3.2 Schedule Hearing ............................................................................................. 356 7.3.3 Pre-Litigation Milestones .................................................................................. 370 7.3.4 Set Up Specialist .............................................................................................. 372
7.4
Persons Menu ............................................................................................................... 375
Chapter 8 — Complaint Module
vi
311
379
8.1
Searching for Records .................................................................................................. 379 8.1.1 Searching for complaints .................................................................................. 379 8.1.2 Searching for all respondents associated with a complaint.............................. 381
8.2
File Menu ...................................................................................................................... 382 8.2.1 Creating new complaint records ....................................................................... 382 8.2.2 Merge Correspondence .................................................................................... 420 8.2.3 Print Setup ........................................................................................................ 422 8.2.4 Launch NPDB/HIPDB Website ......................................................................... 423 8.2.5 Change User..................................................................................................... 424
8.3
Complaint Menu ............................................................................................................ 425 8.3.1 Attorneys........................................................................................................... 425 Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
Contents 8.3.2 8.3.3 8.3.4 8.3.5 8.3.6 8.4
Occurrence ....................................................................................................... 429 Other Complaints.............................................................................................. 431 Activities Button ................................................................................................ 435 Status History ................................................................................................... 436 Responsible Person History ............................................................................. 437
Persons Menu ............................................................................................................... 438 8.4.1 Attorneys........................................................................................................... 438 8.4.2 Compliance ....................................................................................................... 440 8.4.3 Inspections........................................................................................................ 440 8.4.4 Dispositions ...................................................................................................... 441 8.4.5 Print Form ......................................................................................................... 441
Chapter 9 — Diversion Module
445
9.1
Diversionee Menu ......................................................................................................... 446 9.1.1 Change Status .................................................................................................. 447 9.1.2 Address History ................................................................................................ 447 9.1.3 Change History ................................................................................................. 448 9.1.4 Status History ................................................................................................... 448 9.1.5 Scheduling ........................................................................................................ 449 9.1.6 Hearings ........................................................................................................... 449 9.1.7 New Event and Edit Event Windows ................................................................ 450 9.1.8 Result................................................................................................................ 466 9.1.9 Licenses............................................................................................................ 467 9.1.10 Monitoring Statistics ......................................................................................... 468 9.1.11 List All Cases ................................................................................................... 469 9.1.12 Add Complaint.................................................................................................. 470
9.2
Creating Diversionee Records ...................................................................................... 471 9.2.1 General Tab...................................................................................................... 473 9.2.2 Person Tab ....................................................................................................... 474 9.2.3 Milestones Tab ................................................................................................. 475 9.2.4 Waivers Tab...................................................................................................... 476 9.2.5 Monitors Tab..................................................................................................... 480 9.2.6 Monitoring Tab.................................................................................................. 487 9.2.7 Outcome Tab .................................................................................................... 492 9.2.8 Employment Tab............................................................................................... 493
Chapter 10 — Compliance Module
495
10.1 Searching for Licensees................................................................................................ 495 10.2 Opening Compliance Records ...................................................................................... 497 10.2.1 Violations Tab .................................................................................................. 497 10.2.2 Actions Tab ...................................................................................................... 498 10.2.3 Citation Tab...................................................................................................... 501 10.2.4 Monetary Penalties Tab ................................................................................... 505 10.2.5 Restitution Tab ................................................................................................. 515 10.2.6 Limits Tab......................................................................................................... 523 10.2.7 Monitoring Tab ................................................................................................. 525 10.3 File Menu ...................................................................................................................... 529 10.3.1 Launch NPDB/HIPDB Website ........................................................................ 530 10.4 Licensee Menu.............................................................................................................. 531 10.4.1 Notifications...................................................................................................... 531
Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
vii
License 2000® User’s Guide 10.4.2 10.4.3 10.4.4 10.4.5 10.4.6
Add New Complaint ......................................................................................... 531 Change License Status .................................................................................... 532 Hearings ........................................................................................................... 533 Holds and Alerts............................................................................................... 535 Print Form ........................................................................................................ 535
Chapter 11 — Regulation Tracking Module
537
11.1 Entering regulations ...................................................................................................... 537 11.2 Editing regulations......................................................................................................... 539 11.3 Deleting regulations ...................................................................................................... 540 11.4 Tracking regulation activities......................................................................................... 541 11.5 Deleting regulation activities ......................................................................................... 543
Chapter 12 — Reports Module
545
12.1 Reports Overview.......................................................................................................... 545 12.1.1 Print Only Reports............................................................................................ 545 12.1.2 View with Print Option ...................................................................................... 545 12.2 Generating Reports....................................................................................................... 546 12.3 Report Selection Criteria ............................................................................................... 549 12.4 Sorting Reports ............................................................................................................. 550 12.5 Saving Reports.............................................................................................................. 551
Chapter 13 — Audit Tables Module
553
13.1 Process ......................................................................................................................... 553 13.1.1 Create Audit Table ........................................................................................... 554 13.1.2 Create AT Index ............................................................................................... 555 13.1.3 Suspend AT Process ....................................................................................... 562 13.1.4 Restart.............................................................................................................. 563 13.1.5 Drop AT Process.............................................................................................. 564 13.2 Query............................................................................................................................. 565 13.2.1 Opening audit tables ........................................................................................ 565 13.2.2 New Queries .................................................................................................... 567 13.2.3 Running Queries .............................................................................................. 567 13.2.4 Sorting Queries ................................................................................................ 568 13.2.5 Filtering Data.................................................................................................... 568 13.2.6 Print Setup ....................................................................................................... 568 13.2.7 Printing Query Results ..................................................................................... 568
Chapter 14 — Actual User Closeout Module
569
Chapter 15 — User Detail Listing Module
571
viii
Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
Contents
Chapter 16 — CFS Module
573
16.1 New CFS Filings ........................................................................................................... 573 16.2 Buttons on the CFS Filing Window ............................................................................... 575 16.2.1 New Button....................................................................................................... 575 16.2.2 Edit Button........................................................................................................ 577 16.2.3 Terminate Button.............................................................................................. 578 16.2.4 Remarks Button ............................................................................................... 579 16.3 Tabs on the CFS Filing Window ................................................................................... 579 16.3.1 Debtor Tab ....................................................................................................... 579 16.3.2 Secured Party Tab ........................................................................................... 580 16.3.3 Collateral Tab................................................................................................... 580 16.3.4 Assignee Tab ................................................................................................... 582 16.4 Approving CFS Filings .................................................................................................. 585 16.5 Renewing CFS Filings................................................................................................... 586 16.6 Terminating CFS Filings................................................................................................ 586 16.7 Recording Fees............................................................................................................. 587 16.8 Allocating Payments...................................................................................................... 588
Chapter 17 — E-Mail Log Module
593
Chapter 18 — Bulk Module
595
18.1 Pre-Renewal Notices .................................................................................................... 595 18.2 Renewal Processing ..................................................................................................... 596 18.2.1 Generate .......................................................................................................... 597 18.2.2 Generating the Master License Renewal Process........................................... 599 18.2.3 Renew .............................................................................................................. 602 18.2.4 Lock Box Processing window .......................................................................... 608 18.2.5 Express Renewal ............................................................................................. 614 18.2.6 CE Auditing ...................................................................................................... 617 18.2.7 Process Lock Box ............................................................................................ 624 18.2.8 View Lockbox Log ............................................................................................ 633 18.3 Check CE ...................................................................................................................... 634 18.3.1 Printing Reports ............................................................................................... 635 18.3.2 Waiving CE requirements ................................................................................ 636 18.3.3 Changing license status ................................................................................... 637 18.4 Archive .......................................................................................................................... 637 18.5 Import ............................................................................................................................ 640 18.5.1 Zip Code Table................................................................................................. 641 18.5.2 MBOS............................................................................................................... 642 18.5.3 License ............................................................................................................. 644 18.5.4 Complaint ......................................................................................................... 645 18.5.5 Import Wizard................................................................................................... 646 18.5.6 Exam Score...................................................................................................... 654 18.5.7 MDBON (Import) .............................................................................................. 655 18.6 Export/Print ................................................................................................................... 660 18.6.1 Labels/Listing ................................................................................................... 660
Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
ix
License 2000® User’s Guide 18.6.2 18.6.3 18.6.4 18.6.5
IVR ................................................................................................................... 666 MDBON (Export) .............................................................................................. 667 Export Setup Wizard ........................................................................................ 670 Export Processing ............................................................................................ 674
18.7 Inspections .................................................................................................................... 675 18.7.1 Assign Inspection ............................................................................................. 675 18.7.2 Generate Inspections ....................................................................................... 678 18.7.3 Inspection Log.................................................................................................. 682 18.7.4 Investigations/Inspections ................................................................................ 685 18.7.5 Quick Inspection Entry ..................................................................................... 687 18.8 Print ............................................................................................................................... 694 18.8.1 Print Manager................................................................................................... 694 18.8.2 Collated Merge................................................................................................. 703 18.9 Vouchers ....................................................................................................................... 704 18.10 Print Invoice .................................................................................................................. 708 18.10.1 Processing Current Invoice Batches................................................................ 709 18.10.2 Processing Previously Printed Invoices ........................................................... 710 18.11 Enter CE Credit ............................................................................................................. 711 18.11.1 Enter CE Credit by Course .............................................................................. 711 18.11.2 Enter CE Credits by License............................................................................ 714 18.11.3 Waiving CE Requirements ............................................................................... 725 18.11.4 Error Messages................................................................................................ 726 18.12 Enter Exam Scores ....................................................................................................... 728 18.12.1 Entering multiple exam scores — Standard Method ....................................... 728 18.12.2 Entering multiple exam scores — Expanded Method...................................... 731 18.13 Remittance Processor................................................................................................... 736 18.13.1 Bad Check........................................................................................................ 736 18.13.2 Single Payment ................................................................................................ 736 18.13.3 Using the Remittance Processor ..................................................................... 737 18.14 Verification .................................................................................................................... 737 18.14.1 Licensee Verification Wizard............................................................................ 738 18.14.2 Printing Verification Letters .............................................................................. 753 18.15 Bulk Changes ................................................................................................................ 754 18.15.1 Name/Address Change.................................................................................... 754 18.15.2 License Corrections ......................................................................................... 759
Chapter 19 — Accounting Module
763
19.1 Batch Transactions ....................................................................................................... 764 19.1.1 View ................................................................................................................. 764 19.1.2 Verify ................................................................................................................ 769 19.1.3 Verify Adjustments ........................................................................................... 772 19.2 Cash Batches ................................................................................................................ 773 19.2.1 Viewing and printing cash batches .................................................................. 773 19.2.2 Adding cash batches........................................................................................ 774 19.2.3 Closing a batch ................................................................................................ 775 19.3 Receive Payments ........................................................................................................ 776 19.3.1 Recording payments ........................................................................................ 776 19.3.2 Accessing the user profile ................................................................................ 780
x
Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
Contents 19.4 Payment History............................................................................................................ 783 19.5 Calculate Fee ................................................................................................................ 785 19.6 Record Fee ................................................................................................................... 786 19.7 Report of Collections..................................................................................................... 788 19.8 MDA Revenue Export ................................................................................................... 792 19.8.1 Generating the MDA Revenue Export ............................................................. 793 19.8.2 Viewing the Details of the MDA Revenue Export ............................................ 799 19.9 Adjust Fee ..................................................................................................................... 801 19.10 Adjust Refund................................................................................................................ 802 19.10.1 Adjusting a Refund........................................................................................... 803 19.10.2 Canceling a Refund.......................................................................................... 804 19.11 Deposit Listing............................................................................................................... 807 19.12 Post Late Fees .............................................................................................................. 808 19.13 Treasurer ROC Number................................................................................................ 811 19.14 Process Calculated Fees .............................................................................................. 812
Chapter 20 — Time Tracking Module
817
20.1 Employee ...................................................................................................................... 818 20.1.1 Creating Timesheets ........................................................................................ 818 20.1.2 Editing Timesheets........................................................................................... 824 20.1.3 Recording Comp Time ..................................................................................... 826 20.2 Supervisor ..................................................................................................................... 826 20.2.1 Approving Employee Timesheets .................................................................... 826 20.2.2 Changing Employee Timesheets ..................................................................... 829 20.2.3 Adding Employee Comp Time ......................................................................... 829 20.3 Accounting .................................................................................................................... 829 20.3.1 Approval timesheets......................................................................................... 830
Chapter 21 — Assignments Module
833
21.1 Assignments Module Overview..................................................................................... 833 21.2 Making Case Assignments — The Case Assignment Window ................................... 833 21.2.1 Making Automatic Assignments....................................................................... 837 21.3 Working with Assigned Cases — The Case Assignment Listing Window................... 839 21.3.1 Viewing/Changing Case Assignments ............................................................. 839 21.3.2 Accessing Other Modules — Licensee, Checklist, and Complaint................. 842
Appendix A — Using Templates in License 2000
A-1
Appendix B — Merge Code List
B-1
Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
xi
License 2000® User’s Guide
xii
Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
Contents Introduction — Using This Guide Chapter 1 — Getting Started
xiii 1
1.1
Logging in to License 2000 ............................................................................................... 2
1.2
The License 2000 Desktop ............................................................................................... 3 1.2.1 Toolbars ................................................................................................................ 3 1.2.2 Icons ..................................................................................................................... 4
1.3
License 2000 Navigation................................................................................................... 6 1.3.1 Hot-keys................................................................................................................ 6 1.3.2 Shortcuts............................................................................................................... 6 1.3.3 Keyboard Navigation ............................................................................................ 7
1.4
Standard Features of License 2000................................................................................ 10 1.4.1 Common Buttons and Windows ......................................................................... 10 1.4.2 Help..................................................................................................................... 10 1.4.3 Search Button ..................................................................................................... 19 1.4.4 New Button ......................................................................................................... 22 1.4.5 Remarks Button .................................................................................................. 23
1.5
Entering Information into License 2000 .......................................................................... 25 1.5.1 Date Validation ................................................................................................... 26 1.5.2 Drop-Down Lists ................................................................................................. 26
1.6
File Menu ........................................................................................................................ 27 1.6.1 Open Option ....................................................................................................... 28 1.6.2 Print Setup Option .............................................................................................. 29 1.6.3 Exit Option .......................................................................................................... 33
Chapter 2 — Mail Log Module
35
2.1
Searching for correspondence........................................................................................ 35
2.2
Logging in correspondence............................................................................................. 36 2.2.1 Editing mail log items.......................................................................................... 37 2.2.2 Deleting correspondence.................................................................................... 38 2.2.3 Recording multiple entries of similar documents ................................................ 38
2.3
Matching and unmatching mail items.............................................................................. 39 2.3.1 Matching mail items ............................................................................................ 39 2.3.2 Undoing matched mail items .............................................................................. 39
Chapter 3 — Checklist Module
41
3.1
Checklist Module Icons ................................................................................................... 42
3.2
File Menu ........................................................................................................................ 45 3.2.1 New Applications ................................................................................................ 45 3.2.2 Searching for Licensees ..................................................................................... 45
Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
iii
License 2000® User’s Guide 3.2.3 3.2.4 3.2.5 3.2.6 3.2.7 3.2.8 3.2.9 3.2.10 3.2.11 3.2.12
Entering Applicant Information ........................................................................... 50 Application Information Window (for Facilities)................................................. 102 Additional Licenses........................................................................................... 125 New Archive...................................................................................................... 126 Reinstatement................................................................................................... 127 Transfer............................................................................................................. 131 Rescind ............................................................................................................. 133 Reapply ............................................................................................................ 135 Bulk Issuance of Licenses ............................................................................... 136 Delete ............................................................................................................... 138
3.3
Applicant Menu ............................................................................................................. 139 3.3.1 Edit.................................................................................................................... 139 3.3.2 Accounts ........................................................................................................... 140 3.3.3 Prerequisites ..................................................................................................... 155 3.3.4 Scheduling ........................................................................................................ 160 3.3.5 Inspection ......................................................................................................... 161 3.3.6 Background Check ........................................................................................... 173 3.3.7 Change ............................................................................................................. 188 3.3.8 Remarks............................................................................................................ 191 3.3.9 Holds/Alerts ...................................................................................................... 192
3.4
View Menu .................................................................................................................... 195 3.4.1 Details ............................................................................................................... 195 3.4.2 Public Info ......................................................................................................... 195 3.4.3 Owner History ................................................................................................... 196 3.4.4 Checklist History ............................................................................................... 197
3.5
Process Menu ............................................................................................................... 198 3.5.1 Work Flow......................................................................................................... 198 3.5.2 Checkoff............................................................................................................ 203 3.5.3 Approve............................................................................................................. 211 3.5.4 Expiration Date ................................................................................................. 219 3.5.5 Issue ................................................................................................................. 219 3.5.6 Letter of Authority ............................................................................................. 220 3.5.7 Withdrawal ........................................................................................................ 220 3.5.8 Deny.................................................................................................................. 221 3.5.9 Denial Appeal ................................................................................................... 222 3.5.10 Notification ....................................................................................................... 222 3.5.11 Verification ....................................................................................................... 225 3.5.12 Print Forms....................................................................................................... 225
Chapter 4 — Licensee Module
iv
227
4.1
Searching for Licensees................................................................................................ 229
4.2
Returning to Search Results After Exiting Record(s).................................................... 233
4.3
Processing Licensee Records ...................................................................................... 238 4.3.1 General Tab...................................................................................................... 238 4.3.2 Licenses Tab .................................................................................................... 239 4.3.3 Education Tab................................................................................................... 244 4.3.4 Employment Tab............................................................................................... 245 4.3.5 Employees Tab................................................................................................. 246 4.3.6 Corporation Tab................................................................................................ 247 4.3.7 Public Information Tab...................................................................................... 248 4.3.8 Supplemental Information Tab ......................................................................... 249
Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
Contents 4.4
File Menu ...................................................................................................................... 250 4.4.1 View Hold/Alert ................................................................................................. 250 4.4.2 New Hold/Alert.................................................................................................. 251 4.4.3 Release Hold .................................................................................................... 253 4.4.4 Merge Person ................................................................................................... 253
4.5
Person/Facility Menu..................................................................................................... 254 4.5.1 Aliases .............................................................................................................. 255 4.5.2 Address History ................................................................................................ 255 4.5.3 Accounts ........................................................................................................... 257 4.5.4 All Licenses....................................................................................................... 257 4.5.5 Change History ................................................................................................. 258 4.5.6 Notification ........................................................................................................ 258 4.5.7 Invoice............................................................................................................... 259 4.5.8 Invoice Coupon................................................................................................. 260 4.5.9 Previous License .............................................................................................. 261
4.6
License Menu................................................................................................................ 261 4.6.1 Inspections........................................................................................................ 262 4.6.2 Prerequisites ..................................................................................................... 262 4.6.3 Prerequisite Users ............................................................................................ 264 4.6.4 Locum Tenens .................................................................................................. 265 4.6.5 Additional Duties............................................................................................... 267 4.6.6 Microfiche ......................................................................................................... 268 4.6.7 Extension Letter................................................................................................ 270 4.6.8 Printing.............................................................................................................. 271 4.6.9 History............................................................................................................... 276 4.6.10 Expense Accounts ........................................................................................... 282
4.7
Activities Menu .............................................................................................................. 283 4.7.1 Renew License ................................................................................................. 284 4.7.2 Change Status .................................................................................................. 288 4.7.3 Change Expiration ............................................................................................ 290 4.7.4 Change License Subtype.................................................................................. 291 4.7.5 Archive .............................................................................................................. 291 4.7.6 Check Self Prerequisites .................................................................................. 294 4.7.7 License Corrections .......................................................................................... 294
Chapter 5 — Quick Lookup Module
297
5.1
Viewing Licensee Information ....................................................................................... 297
5.2
Returning to Search Results After Exiting Licensee Record(s) .................................... 300 5.2.1 Opening a Single License................................................................................. 301 5.2.2 Opening an Additional License......................................................................... 302 5.2.3 Initiating a new search ...................................................................................... 304
5.3
File Menu ...................................................................................................................... 305
5.4
Person/Facility Menu..................................................................................................... 305 5.4.1 Aliases .............................................................................................................. 306 5.4.2 Edit.................................................................................................................... 307 5.4.3 Alerts/Holds ...................................................................................................... 307
5.5
Licenses Menu .............................................................................................................. 308 5.5.1 Print................................................................................................................... 308 5.5.2 History............................................................................................................... 309 5.5.3 Summary Report............................................................................................... 310
Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
v
License 2000® User’s Guide
Chapter 6 — Candidates Module 6.1
Events ........................................................................................................................... 311
6.2
File Menu ...................................................................................................................... 313
6.3
Candidate Menu............................................................................................................ 314 6.3.1 New................................................................................................................... 314 6.3.2 Participant Number Restriction ......................................................................... 316 6.3.3 Additional .......................................................................................................... 316 6.3.4 Edit.................................................................................................................... 320 6.3.5 Number ............................................................................................................. 321 6.3.6 Delete................................................................................................................ 322 6.3.7 Merge................................................................................................................ 323 6.3.8 Sign-In Sheet .................................................................................................... 323
6.4
Non-Events ................................................................................................................... 324
6.5
File Menu for Non-Events ............................................................................................. 326 6.5.1 New................................................................................................................... 326 6.5.2 Additional .......................................................................................................... 327 6.5.3 Candidate ......................................................................................................... 330 6.5.4 Delete................................................................................................................ 330
6.6
Merge Menu for Non-Events ......................................................................................... 331 6.6.1 Merge Candidates ............................................................................................ 331 6.6.2 Sign-In Sheet .................................................................................................... 331
Chapter 7 — Pre-Litigation Module
333
7.1
Viewing Pre-Litigation Cases ........................................................................................ 334
7.2
Creating Pre-Litigation Case Records .......................................................................... 336 7.2.1 General Tab...................................................................................................... 338 7.2.2 Persons Tab ..................................................................................................... 340 7.2.3 Panel Tab ......................................................................................................... 348
7.3
Pre-Litigation Menu ....................................................................................................... 352 7.3.1 Attorneys........................................................................................................... 353 7.3.2 Schedule Hearing ............................................................................................. 356 7.3.3 Pre-Litigation Milestones .................................................................................. 370 7.3.4 Set Up Specialist .............................................................................................. 372
7.4
Persons Menu ............................................................................................................... 375
Chapter 8 — Complaint Module
vi
311
379
8.1
Searching for Records .................................................................................................. 379 8.1.1 Searching for complaints .................................................................................. 379 8.1.2 Searching for all respondents associated with a complaint.............................. 381
8.2
File Menu ...................................................................................................................... 382 8.2.1 Creating new complaint records ....................................................................... 382 8.2.2 Merge Correspondence .................................................................................... 420 8.2.3 Print Setup ........................................................................................................ 422 8.2.4 Launch NPDB/HIPDB Website ......................................................................... 423 8.2.5 Change User..................................................................................................... 424
8.3
Complaint Menu ............................................................................................................ 425 8.3.1 Attorneys........................................................................................................... 425 Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
Contents 8.3.2 8.3.3 8.3.4 8.3.5 8.3.6 8.4
Occurrence ....................................................................................................... 429 Other Complaints.............................................................................................. 431 Activities Button ................................................................................................ 435 Status History ................................................................................................... 436 Responsible Person History ............................................................................. 437
Persons Menu ............................................................................................................... 438 8.4.1 Attorneys........................................................................................................... 438 8.4.2 Compliance ....................................................................................................... 440 8.4.3 Inspections........................................................................................................ 440 8.4.4 Dispositions ...................................................................................................... 441 8.4.5 Print Form ......................................................................................................... 441
Chapter 9 — Diversion Module
445
9.1
Diversionee Menu ......................................................................................................... 446 9.1.1 Change Status .................................................................................................. 447 9.1.2 Address History ................................................................................................ 447 9.1.3 Change History ................................................................................................. 448 9.1.4 Status History ................................................................................................... 448 9.1.5 Scheduling ........................................................................................................ 449 9.1.6 Hearings ........................................................................................................... 449 9.1.7 New Event and Edit Event Windows ................................................................ 450 9.1.8 Result................................................................................................................ 466 9.1.9 Licenses............................................................................................................ 467 9.1.10 Monitoring Statistics ......................................................................................... 468 9.1.11 List All Cases ................................................................................................... 469 9.1.12 Add Complaint.................................................................................................. 470
9.2
Creating Diversionee Records ...................................................................................... 471 9.2.1 General Tab...................................................................................................... 473 9.2.2 Person Tab ....................................................................................................... 474 9.2.3 Milestones Tab ................................................................................................. 475 9.2.4 Waivers Tab...................................................................................................... 476 9.2.5 Monitors Tab..................................................................................................... 480 9.2.6 Monitoring Tab.................................................................................................. 487 9.2.7 Outcome Tab .................................................................................................... 492 9.2.8 Employment Tab............................................................................................... 493
Chapter 10 — Compliance Module
495
10.1 Searching for Licensees................................................................................................ 495 10.2 Opening Compliance Records ...................................................................................... 497 10.2.1 Violations Tab .................................................................................................. 497 10.2.2 Actions Tab ...................................................................................................... 498 10.2.3 Citation Tab...................................................................................................... 501 10.2.4 Monetary Penalties Tab ................................................................................... 505 10.2.5 Restitution Tab ................................................................................................. 515 10.2.6 Limits Tab......................................................................................................... 523 10.2.7 Monitoring Tab ................................................................................................. 525 10.3 File Menu ...................................................................................................................... 529 10.3.1 Launch NPDB/HIPDB Website ........................................................................ 530 10.4 Licensee Menu.............................................................................................................. 531 10.4.1 Notifications...................................................................................................... 531
Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
vii
License 2000® User’s Guide 10.4.2 10.4.3 10.4.4 10.4.5 10.4.6
Add New Complaint ......................................................................................... 531 Change License Status .................................................................................... 532 Hearings ........................................................................................................... 533 Holds and Alerts............................................................................................... 535 Print Form ........................................................................................................ 535
Chapter 11 — Regulation Tracking Module
537
11.1 Entering regulations ...................................................................................................... 537 11.2 Editing regulations......................................................................................................... 539 11.3 Deleting regulations ...................................................................................................... 540 11.4 Tracking regulation activities......................................................................................... 541 11.5 Deleting regulation activities ......................................................................................... 543
Chapter 12 — Reports Module
545
12.1 Reports Overview.......................................................................................................... 545 12.1.1 Print Only Reports............................................................................................ 545 12.1.2 View with Print Option ...................................................................................... 545 12.2 Generating Reports....................................................................................................... 546 12.3 Report Selection Criteria ............................................................................................... 549 12.4 Sorting Reports ............................................................................................................. 550 12.5 Saving Reports.............................................................................................................. 551
Chapter 13 — Audit Tables Module
553
13.1 Process ......................................................................................................................... 553 13.1.1 Create Audit Table ........................................................................................... 554 13.1.2 Create AT Index ............................................................................................... 555 13.1.3 Suspend AT Process ....................................................................................... 562 13.1.4 Restart.............................................................................................................. 563 13.1.5 Drop AT Process.............................................................................................. 564 13.2 Query............................................................................................................................. 565 13.2.1 Opening audit tables ........................................................................................ 565 13.2.2 New Queries .................................................................................................... 567 13.2.3 Running Queries .............................................................................................. 567 13.2.4 Sorting Queries ................................................................................................ 568 13.2.5 Filtering Data.................................................................................................... 568 13.2.6 Print Setup ....................................................................................................... 568 13.2.7 Printing Query Results ..................................................................................... 568
Chapter 14 — Actual User Closeout Module
569
Chapter 15 — User Detail Listing Module
571
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Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
Contents
Chapter 16 — CFS Module
573
16.1 New CFS Filings ........................................................................................................... 573 16.2 Buttons on the CFS Filing Window ............................................................................... 575 16.2.1 New Button....................................................................................................... 575 16.2.2 Edit Button........................................................................................................ 577 16.2.3 Terminate Button.............................................................................................. 578 16.2.4 Remarks Button ............................................................................................... 579 16.3 Tabs on the CFS Filing Window ................................................................................... 579 16.3.1 Debtor Tab ....................................................................................................... 579 16.3.2 Secured Party Tab ........................................................................................... 580 16.3.3 Collateral Tab................................................................................................... 580 16.3.4 Assignee Tab ................................................................................................... 582 16.4 Approving CFS Filings .................................................................................................. 585 16.5 Renewing CFS Filings................................................................................................... 586 16.6 Terminating CFS Filings................................................................................................ 586 16.7 Recording Fees............................................................................................................. 587 16.8 Allocating Payments...................................................................................................... 588
Chapter 17 — E-Mail Log Module
593
Chapter 18 — Bulk Module
595
18.1 Pre-Renewal Notices .................................................................................................... 595 18.2 Renewal Processing ..................................................................................................... 596 18.2.1 Generate .......................................................................................................... 597 18.2.2 Generating the Master License Renewal Process........................................... 599 18.2.3 Renew .............................................................................................................. 602 18.2.4 Lock Box Processing window .......................................................................... 608 18.2.5 Express Renewal ............................................................................................. 614 18.2.6 CE Auditing ...................................................................................................... 617 18.2.7 Process Lock Box ............................................................................................ 624 18.2.8 View Lockbox Log ............................................................................................ 633 18.3 Check CE ...................................................................................................................... 634 18.3.1 Printing Reports ............................................................................................... 635 18.3.2 Waiving CE requirements ................................................................................ 636 18.3.3 Changing license status ................................................................................... 637 18.4 Archive .......................................................................................................................... 637 18.5 Import ............................................................................................................................ 640 18.5.1 Zip Code Table................................................................................................. 641 18.5.2 MBOS............................................................................................................... 642 18.5.3 License ............................................................................................................. 644 18.5.4 Complaint ......................................................................................................... 645 18.5.5 Import Wizard................................................................................................... 646 18.5.6 Exam Score...................................................................................................... 654 18.5.7 MDBON (Import) .............................................................................................. 655 18.6 Export/Print ................................................................................................................... 660 18.6.1 Labels/Listing ................................................................................................... 660
Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
ix
License 2000® User’s Guide 18.6.2 18.6.3 18.6.4 18.6.5
IVR ................................................................................................................... 666 MDBON (Export) .............................................................................................. 667 Export Setup Wizard ........................................................................................ 670 Export Processing ............................................................................................ 674
18.7 Inspections .................................................................................................................... 675 18.7.1 Assign Inspection ............................................................................................. 675 18.7.2 Generate Inspections ....................................................................................... 678 18.7.3 Inspection Log.................................................................................................. 682 18.7.4 Investigations/Inspections ................................................................................ 685 18.7.5 Quick Inspection Entry ..................................................................................... 687 18.8 Print ............................................................................................................................... 694 18.8.1 Print Manager................................................................................................... 694 18.8.2 Collated Merge................................................................................................. 703 18.9 Vouchers ....................................................................................................................... 704 18.10 Print Invoice .................................................................................................................. 708 18.10.1 Processing Current Invoice Batches................................................................ 709 18.10.2 Processing Previously Printed Invoices ........................................................... 710 18.11 Enter CE Credit ............................................................................................................. 711 18.11.1 Enter CE Credit by Course .............................................................................. 711 18.11.2 Enter CE Credits by License............................................................................ 714 18.11.3 Waiving CE Requirements ............................................................................... 725 18.11.4 Error Messages................................................................................................ 726 18.12 Enter Exam Scores ....................................................................................................... 728 18.12.1 Entering multiple exam scores — Standard Method ....................................... 728 18.12.2 Entering multiple exam scores — Expanded Method...................................... 731 18.13 Remittance Processor................................................................................................... 736 18.13.1 Bad Check........................................................................................................ 736 18.13.2 Single Payment ................................................................................................ 736 18.13.3 Using the Remittance Processor ..................................................................... 737 18.14 Verification .................................................................................................................... 737 18.14.1 Licensee Verification Wizard............................................................................ 738 18.14.2 Printing Verification Letters .............................................................................. 753 18.15 Bulk Changes ................................................................................................................ 754 18.15.1 Name/Address Change.................................................................................... 754 18.15.2 License Corrections ......................................................................................... 759
Chapter 19 — Accounting Module
763
19.1 Batch Transactions ....................................................................................................... 764 19.1.1 View ................................................................................................................. 764 19.1.2 Verify ................................................................................................................ 769 19.1.3 Verify Adjustments ........................................................................................... 772 19.2 Cash Batches ................................................................................................................ 773 19.2.1 Viewing and printing cash batches .................................................................. 773 19.2.2 Adding cash batches........................................................................................ 774 19.2.3 Closing a batch ................................................................................................ 775 19.3 Receive Payments ........................................................................................................ 776 19.3.1 Recording payments ........................................................................................ 776 19.3.2 Accessing the user profile ................................................................................ 780
x
Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
Contents 19.4 Payment History............................................................................................................ 783 19.5 Calculate Fee ................................................................................................................ 785 19.6 Record Fee ................................................................................................................... 786 19.7 Report of Collections..................................................................................................... 788 19.8 MDA Revenue Export ................................................................................................... 792 19.8.1 Generating the MDA Revenue Export ............................................................. 793 19.8.2 Viewing the Details of the MDA Revenue Export ............................................ 799 19.9 Adjust Fee ..................................................................................................................... 801 19.10 Adjust Refund................................................................................................................ 802 19.10.1 Adjusting a Refund........................................................................................... 803 19.10.2 Canceling a Refund.......................................................................................... 804 19.11 Deposit Listing............................................................................................................... 807 19.12 Post Late Fees .............................................................................................................. 808 19.13 Treasurer ROC Number................................................................................................ 811 19.14 Process Calculated Fees .............................................................................................. 812
Chapter 20 — Time Tracking Module
817
20.1 Employee ...................................................................................................................... 818 20.1.1 Creating Timesheets ........................................................................................ 818 20.1.2 Editing Timesheets........................................................................................... 824 20.1.3 Recording Comp Time ..................................................................................... 826 20.2 Supervisor ..................................................................................................................... 826 20.2.1 Approving Employee Timesheets .................................................................... 826 20.2.2 Changing Employee Timesheets ..................................................................... 829 20.2.3 Adding Employee Comp Time ......................................................................... 829 20.3 Accounting .................................................................................................................... 829 20.3.1 Approval timesheets......................................................................................... 830
Chapter 21 — Assignments Module
833
21.1 Assignments Module Overview..................................................................................... 833 21.2 Making Case Assignments — The Case Assignment Window ................................... 833 21.2.1 Making Automatic Assignments....................................................................... 837 21.3 Working with Assigned Cases — The Case Assignment Listing Window................... 839 21.3.1 Viewing/Changing Case Assignments ............................................................. 839 21.3.2 Accessing Other Modules — Licensee, Checklist, and Complaint................. 842
Appendix A — Using Templates in License 2000
A-1
Appendix B — Merge Code List
B-1
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xi
License 2000® User’s Guide
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Copyright © 1997-2003 System Automation Corporation. All rights reserved. Unauthorized duplication prohibited.
