Managing YNHHS Profiles: A Guide for Beatrix Users

Managing YNHHS Profiles in Beatrix

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

1. Access of a YNHHS Admin

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 organization 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.

2. Locating and Editing a YNHHS Provider Profile

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. Edit Name and Suffixes

   1. Here it’s possible to toggle the Middle name on or off for website display

   2. “Display Name” can be modified if here if the person prefers a different name, but these fields are mainly intended from the users who are imported from university HR systems and their “original” names can’t be modified. If you need to fix someone’s name, it’s better to do that from the User Roles page (same page used to add new profiles).

   3. Suffixes can be added or modified here too.

      1. For most Beatrix profiles, supporting “Education” information is required for adding Academic Suffixes. But we’ve implemented an exception for YNHHS Clinician profiles so you can add the suffixes without supporting info. Please note this will not be possible for any users who have data being pulled from Yale University systems.

4. Update Locations and Phone Numbers

   1. Locations and Phone Numbers can be updated on the Overview tab, the default tab when opening a profile.

   2. Importantly, the ynhhs.org website does not make use of the “Contact Info” fields, so do not bother adding phone numbers here.
      
      

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      The “Contact Info” fields, not used on ynhhs.org so do not update these
      
      

   3. Scroll down to Locations to update both the addresses and phone numbers associated with each clinician. The “Appointments” number associated with the first location in the list will appear as the primary phone number for that clinician in YNHHS Find a Doctor search.

      1. Click the pencil icon or the location details to edit the location and related phone numbers

      2. You can sort the locations by dragging and dropping on the grid icon.
         
         

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         The Locations section, where YNHHS clinician addresses and phone numbers are updated
         
         

5. 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.

6. 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

7. 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.

8. Biographies

   • There are biography fields within each individual profile, but for YNHHS clinicians who are not part of YM, these are not the biographies used on the YNHHS website.

   • To edit Biographies, see step 4 of the Managing YNHHS Organization Membership instructions below.

9. 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.

10. 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.

3. Managing YNHHS Organization Membership

Use this flow when you need to add or remove a provider from YNHHS. New YNHHS Clinicians manually created in Beatrix will automatically be added to the organization, so these steps won’t be needed when creating a profile from scratch. But, if a person is an existing YM clinician or YNHH Staff Affiliate who is already in Beatrix, you will need to follow these steps to add them to the YNHHS organization.

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 organization membership (ID 124178).

3. Manage Members and Leaders

   • From the organization Overview page, access the Members & Leaders controls:

     • Add Member:

       • Click the “Add New” link below the membership list.
         
         

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         The “Add New” link for organization membership

       • Search for the person by Name.

       • Add a bio, if necessary, then click the “Add” button to 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.

4. Edit Biographies

   • Find the person whose biography you want to add/update in the membership list by searching or navigating through the paged results.

   • Click on the person, and a modal will appear

   • Fill in/edit the “Bio for Yale New Haven Health System” field. This biography will be used on https://ynhhs.org.

     • The “Title for Yale New Haven Health System” value will not be used on the ynhhs.org website

   • Click Save
     
     

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     The “Bio…” field in the Edit Organization Member pop-up

4. Creating a New YNHHS Provider (via External Profiles)

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.

5. Troubleshooting and Support

• 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.