Managing YNHHS Profiles: A Guide for Beatrix Users

This guide explains how a YNHHS user can manage all YNHHS-specific profile features that have been introduced in Beatrix:

• finding/editing providers

• managing YNHHS org membership, or who appears on the ynhhs.org website

• working with new Patient Care fields

• adding new YNHHS providers

YNHHS admins are granted organization-level permissions for the YNHHS org and its members:

• View and edit people who belong to the Yale New Haven Health System / Yale New Haven Hospital organization [LINK COMING] in Beatrix.

• Maintain YNHHS-specific profile fields (Affiliations, IPA, Delivery Networks, Areas of Interest, Specialties, Insurance, Accepting New Patients, etc.).

• Add new YNHHS providers via the Admin → External Profiles page.

To find a specific, existing YNHHS user and edit their attributes:

1. Navigate to People

   • Log into Beatrix go to People.

   • Optionally, filter Person Type to YNHHS Clinician. This will limit the list to only YNHHS Clinicians.

   • Use the search box to find the provider by name, email, or NPI.

2. Open the Profile

   • Click the provider’s name to open their profile.

3. Update Contact Information and Locations

   1. Contact information and Locations appear on the Overview tab, the default tab when opening a profile.

   2. Scroll down to access and edit Contact information.

   3. Locations appear just below the Contact Information.

4. Update YNHHS-Specific Fields
   Most YNHHS-specific fields are located on the Patient Care tab. Start by navigating to the Patient Care section of the profile, where you can find and edit the following fields.

5. Specialties and Subspecialties
   There are several YNHHS fields found under the Specialties and Subspecialties heading. For all of the below, simply click “Add New” and search for the appropriate specialty or specialties.

   1. Primary Subspecialties

   2. Board Certified Subspecialties

   3. Non-board Certified Subspecialties

   4. Referable Subspecialties

   5. Non-referable Subspecialties

6. Patient Interactions
   Several fields that correspond to display on YNHHS websites are found in the Patient Interactions section of Patient Care:

   1. The first several fields regarding “providing direct patient care…” and “Do you see patients by appointment” should be set automatically to the correct values for most YNHHS Clinicians, but please verify they are correct.

   2. Affiliations

      • Select all appropriate Affiliations from the list.

   3. IPA (Independent Practice Association)

      • Select the correct IPA(s) from the list.

   4. Primary IPA

      • Chosen from the IPAs selected in the IPA field.

      • IPAs must be selected before setting the Primary IPA

   5. Delivery Networks

      • Choose the correct delivery network(s) from the list.

   6. Areas of Interest

      • Start typing in the desired areas of interest and select them from the list.

   7. Insurance

      • YNHHS requires provider-specific insurance lists (unlike Yale Medicine’s uniform list).

      • Note that if you must add many insurances, and you know of another existing YNHHS Clinician using the same or similar insurances you may use the to copy insurance from another user to reduce manual work.

7. Review and Edit Other Common Fields

   Some fields are shared or imported and may require cleanup:

   • Education

     • Found in the Education section.

     • Imported data may be partial (e.g., degree/year and institution only).

   • Languages

     • Found in the Overview section.

     • When adding a new language, simply add “Minimum Professional” as the Reading, Writing, and Speaking level.

8. Saving Changes

   • Most fields save automatically after making an edit, you will see a green checkmark and/or a green banner when changes are auto-saved.

   • In some cases, generally in pop-up windows, you will have to click an “Add” or “Update” button to apply changes.

   • Expect changes to flow out to YNHHS websites via nightly feed/indexing processes.

Use this flow when you need to add or remove a provider from YNHHS. Newly created YNHHS Clinicians created in Beatrix should automatically be added to the organization, so these steps should primarily be needed for removals.

1. Go to Organizations

   • Navigate to Organizations in Beatrix.

2. Open the YNHHS Org

   • Find and open Yale New Haven Hospital / Yale New Haven Health System (Org ID as configured, e.g., 124023).

3. Manage Members and Leaders

   • On the org page, use Members and Leaders controls:

     • Add Member:

       • Search for the person by name/email.

       • Add them to the Yale New Haven Hospital org.

       • After adding, they will:

         • See YNHHS-specific patient care fields in their profile (as exposed to admins).

         • Be eligible for inclusion in YNHHS feeds.

     • Remove Member:

       • Remove the person from the org if they should no longer appear as a YNHHS provider.

Use this only when a provider does not exist in Beatrix at all (no Yale Medicine or YNHHS profile yet). This flow creates a new record and associates it with YNHHS.

1. Navigate to Admin → External Profiles

   • In Beatrix, go to Admin → External Profiles.

   • This table lists external and YNHHS profiles together.

2. Create the user

   • Click Add New.

   • In the Add External Profile modal:

     • Type:

       • Make sure YNHHS Clinician is selected (instead of generic External), it should be the default option

     • Add the NPI.

       • NPI is mandatory for YNHHS profiles and crucial for matching and deduplication.

       • If you enter an NPI that already is used for another clinician in Beatrix, an error will appear and you will not be able to add the new user.

     • Enter other required fields (first name, last name, etc.).

       • Email is optional for YNHHS profiles; populate it if you have a reliable address.

     • Set the Gender field to the appropriate value.

3. Create the Profile

   • Click Add to create the new YNHHS profile.

   • The system will store it as a YNHHS-type profile and (per configuration) typically associate it with the YNHHS org.

4. Confirm Org Membership

   • Go to Orgs → Yale New Haven Hospital.

   • Verify that the new provider appears as a member; if not:

     • Manually add them to the YNHHS org.

     • This ensures YNHHS fields are visible and the provider is included in YNHHS feeds.

• For any kind of issue, but especially for urgent problems, please contact ysm.editor@yale.edu for support. Multiple team members watch that account and your request will be routed appropriately.

• We imported the existing values that are available for some YNHHS fields like Affiliations, IPA, Insurances, etc. If a new value that is not currently selectable from the list of values is ever needed, send the request to ysm.editor@yale.edu and we’ll make sure it’s added.