Konvergent Help - Users


Manage External Providers
This section focuses on the common management tasks that programs will typically need to carry out in order to add, remove and update external providers in their organization.

In Konvergent there are two ways of inserting External Providers into your database.
  • Manually enter External Providers
  • Import Providers in bulk via spreadsheet

Manually entering External Providers is similar to inserting an entry into a database one at a time.

Konvergent also has the ability to do a bulk import of External Providers via a Spreadsheet. This feature requires that providers are entered into an Excel Spreadsheet and uploaded to Konvergent.

The Import External Providers section covers the steps necessary to carry out both of these methods.



Duplicate and Edit External Provider
  1. Log in to Konvergent with a user account that has the permissions to manage External Providers.
  2. Click Users > External Providers > Manage Providers.
  3. Click the menu button (
    ) on the row of the External Provider that you would like to duplicate.
  4. In the menu click Duplicate and Edit.
  5. Click Duplicate and Edit in the modal window.



Disable/Enable External Providers
At any point in time staff with the appropriate permissions can disable/enable External Providers in their database.

If an External Provider is disabled then that External Provider will no longer show up in the database for that particular program nor in referral lists. In addition, the program can re-enable the External Provider at any point in time.

  1. Log in to Konvergent with a user account that has the permissions to manage External Providers.
  2. After logging in click Users > External Providers > Manage Providers in the navigation bar at the top of the screen.
  3. In the main table click the checkbox next to all the users you wish to disable/enable.
  4. In the toolbar above the table click Action > Disable Providers or Enable Providers



Delete External Provider
By following the instructions in this section the staff member would be deleting the the External Provider.

By deleting the External Provider will no longer be viewable in any referral lists or in the organization's database.

  1. Log in to Konvergent with a user account that has the permissions to manage External Providers.
  2. After logging in click Users > External Providers > Manage Providers in the navigation bar at the top of the screen.
  3. In the main table click the checkbox next to all the providers you wish to delete.
  4. In the toolbar above the table click Action > Delete Providers
  5. In the modal that pops up click Delete Users


External Provider Types
Konvergent currently allows three types of External Providers
  • Mental Health
  • Medical
  • Advocacy


If there are additional provider types that you would like to suggest feel free to let us know by sending us a message.



Create External Provider Update Request
An Update Request will enable External Providers to update their information and submit changes to your database.

Changes submitted by the External Provider can either be automatically merged, manually merged, or rejected. These steps outline how to create an Update Request.

  1. Log in to Konvergent with a user account that has the permissions to manage External Providers.
  2. After logging in click Users > External Providers > Manage Providers in the navigation bar at the top of the screen.
  3. Click Select All in the toolbar above the table (this will send Update Requests to ALL External Providers).
  4. In the toolbar above the table click Send Update Request
  5. In the modal that pops up enter a message that will be sent to each of the External Providers.

    The number of External Providers that will be sent a message is listed in the modal.
  6. Click Review Message
  7. Click Send Message



Respond to External Provider Update Request
After an Update Request has been created then it will be sent to the External Provider.

This section covers how to respond to the request.

  1. Click on the link that you receive in the email (or paste in the link if necessary).
  2. Modify the information in the form.
  3. Click Review.
  4. Review the information and click Submit.



Review External Provider Update Request
  1. Log in to Konvergent with a user account that has the permissions to manage External Providers.
  2. After logging in click Users > External Providers > Manage Requests in the navigation bar at the top of the screen.
  3. Select the Update Request you like to review and click the Action Button on the left side of the request and select Review.
  4. Click Accept Change on all modifications that you would like to accept.
  5. Click Review when you are done accepting all necessary changes.
  6. Click Accept Changes to merge changes to your database.


Automerge Update Requests
  1. Log in to Konvergent as a Staff Member that has Manager External Provider privileges.
  2. After logging in click your email address in the navigation bar in the upper right then select Program Settings.
  3. Click the button titled Provider Update Requests from the menu bar on the left.
  4. Click the button for Automerge Update Requests so that it is set to Enabled.


View Last Update Request Response by External Provider
When an External Provider responds to an Update Request a field is automatically populated that denotes the date of response. This field can be used to track which External Providers have responded to Update Requests. To hide or show the field follow these steps:
  1. Log in to Konvergent as a Staff Member that has Manager External Provider privileges.
  2. After logging in click your email address in the navigation bar in the upper right then select User Settings.
  3. Click the button titled Providers from the menu bar on the left.
  4. Toggle the button labeled Last Update Request Response.


View Comment
  1. Log in to Konvergent as a Staff Member.
  2. Click Users > External Providers > Manage Providers
  3. Click the menu button (
    ) on the External Provider of interest.
  4. In the menu click Comments.


Add Comment
  1. Log in to Konvergent as a Staff Member.
  2. Click Users > External Providers > Manage Providers
  3. Click the menu button (
    ) on the row of the External Provider where a comment will be added.
  4. In the menu click Comments.
  5. Click the Add Comment button at the bottom of the screen.
  6. Enter the comment in the modal window.
  7. Click the Add Comment button.


Edit Comment
  1. Log in to Konvergent as a Staff Member.
  2. Click Users > External Providers > Manage Providers
  3. Click the menu button (
    ) on the row of the External Provider where a comment will be added.
  4. In the menu click Comments.
  5. Find the comment that needs to be edited. Click the (
    ) on the comment that needs to be edited.
  6. Update the comment in the modal window.
  7. Click the Update Comment button.


Delete Comment
  1. Log in to Konvergent as a Staff Member.
  2. Click Users > External Providers > Manage Providers
  3. Click the menu button (
    ) on the row of the External Provider where a comment will be added.
  4. In the menu click Comments.
  5. Find the comment that needs to be deleted. Click the (
    ) on the comment that needs to be removed.
  6. Confirm the removal of the comment by clicking the Remove Comment button.


Print Filtered Providers
  1. Log in to your Staff account
  2. In the navigation bar at the top select Referral List > Manage Lists
  3. Modify the search criteria according to your needs using the input controls on the left side.
  4. Click the options button located in the upper-right of the column titled Providers.
  5. Click Print Filted Providers.