TABLE OF CONTENTS
Contents |
Applications - Logging In
|
Checking Dashboard
|
Viewing Applications
|
Managing Applications – Ready for Review
|
Manage Applications – Review & Approve
|
Managing Applications - Review & Need Further Information
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Manage Applications – Review & Deny a Program
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Application Management – Common User Issues -Incognito mode -Activating & Deactivating
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Viewing and Managing CE Provider Listing
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Printing receipts |
Requesting refunds |
Adding files to Dynamics |
Applications - Logging In
Login to Altai MS AMS
Ensure you are in the ACEP Application Management dashboard
Checking Dashboard
On the Dashboard, scroll down and check to see if any new organizations have submitted to be a new provider:
Click down on Organizations Submitted and choose Pending
If there are new organizations, click on organization name, then check to see if they requested Nonprofit provider category and verify they submitted proof of nonprofit. If nonprofit, before approving select NFP approval date
Finally, change provider status to active to approve
To view providers, click on accounts on the left sidebar. You can scroll through alphabetically
Viewing Applications
To view applications under an organization, click on the organization name, click on the provider tab, then scroll down to view applications
To view the status of applications, click on applications on the left side bar. If you haven’t already been in one application that day the applications option won’t show until you have clicked on an actual application already. See above to get into an application.
You can click on not submitted to view applications currently in process with providers.
Managing Applications – Ready for Review
Click ready for review and view the applications that are ready for review.
Check to see if the program is requesting expedited review. If it is expedited, we guarantee review and decision within 1-2 weeks.
Click on “name” to view the program. Change the application status from “in process” to “under review”
Manage Applications – Review & Approve
Check applications again approval guidelines: https://www.ahima.org/certification-careers/certifications-overview/for-employers/continuing-education-provider-program-q3-2021/
If an application has met the Guidelines for Approval – change the program dates to one year after the program start date (approval letter will mark it 9/21/2022). Then change the application status to “approved”. Click on save & close. The program contact will receive an approval letter via email with the approval information. Click on “Account” to see the letter was sent
Email confirmation will show here
Confirmation
Managing Applications - Review & Need Further Information
If the review needs revisions, reach out to the contact and request further information. Sample email can be found here https://ahimaorg-my.sharepoint.com/:u:/g/personal/charlene_rocha_ahima_org/EfcfPHAOiDBPuxI9fzG2pKoBQ8zuhQ05CCHsPCQvvn28_Q?e=CeiLnA
Add this information to the comments section of the application:
Manage Applications – Review & Deny a Program
If a program does not meet guidelines for approval, you can deny the program. To deny a program. Change “application status” to denied. Then add denial information specific to approval guidelines that are not met in the “Denied Reason Details”, then select save & close. Provider contact will receive a denial letter via email.
Application Management – Common User Issues
Currently the third party AMS is not integrated with the membership side which is still residing within Aptify. This should be merged in 2022/2023 (IT timeline). To try and impersonate someone you can log into Aptify and capture their userid and login. It may not always work depending on whether their password is current.
Trouble logging in
A customer may be using a different email/password combination login. To verify:
Go to Aptify and search for the person who is trying to login.
Visit MyAHIMA.org and login using their credentials from the “Web User” button in Aptify (you may have to enter the login information twice).
If it works and you are able to access the Continuing Education Provider Portal you can direct the customer to which email/password combination you are using to gain access. Sometimes this happens for assistants who are submitting applications on behalf of their supervisors. Sometimes this happens when they have two email accounts (one personal, one business) and they are using the wrong email/password combo to try and gain access to the portal.
Activating/Deactivating
Sometimes if an individual is having trouble accessing their portal you can go to their account and click on activate and that may fix the problem:
Go to provider contacts and click the left side next to the contact name, a check box will appear, then click on “activate”
Viewing and Managing CE Provider Listing
Provider listing can be found here: https://www.ahima.org/ams/certified-education-providers/search-provider#/webform/acep-featuredproviders/779B4937-590A-EC11-B6E6-0022480A2917
Featured Providers pay an annual subscription fee of $500.00 to be listed as AHIMA recognized CEU Providers. Their logo is shown on the front part of the provider listing and contact information.
All other providers can be found under the “View Provider Directory” link at the top right of the page. Providers are listed alphabetically by State first
If you click on the Provider name, you will see their approved program titles, program start & end date.
If you click on a program title, you will see the core educational content, teaching method, and credit hours
Printing Receipts
Find the provider who is requesting the receipt and locate the program
Click on the program for which the receipt is being requested and click on the Invoices tab. Then double-click on the invoice number.
Click on the program underneath the Payments section at the bottom and make sure the program is checked off. Then click on Run report, then receipt
Click on Selected Records, then Run report
A receipt will print. You will be able to save it and email it to the Customer
Requesting refunds
Send an email to ARInfo requesting a refund. See below
From: Charlene Rocha <Charlene.Rocha@ahima.org>
Sent: Thursday, February 24, 2022 12:41 PM
To: AR Info <ARInfo@AHIMA.org>
Subject: Refund Request
Hello,
I would like to request a refund out of the new AMS/Altai for the Prior approval (ACEP) program. Please refund the customer from the invoice found below:
INV-01725-P3W6D9 -$495 total;
(https://ahima.crm.dynamics.com/main.aspx?appid=8b94f3a8-57af-eb11-8236-00224806b338&pagetype=entityrecord&etn=invoice&id=ac6f91a2-598f-ec11-b400-000d3a5d30f9&formid=0b9537a5-da27-4240-b83b-27cbd4bcecac)
Please let me know if you need any other information from me to process. Thanks!
How to add documents to an application in Dynamics
Upload your document to Sharepoint
Click on document to create shareable link
Change share settings
Copy link
Go to Application Activities Files and Uploads and click on new AHIMA File on the right
Add the link in the shareable link URL and title the document
Click Save and go back to your application and the document will be in the application
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