Approved Provider Application
Approved for development
Summary
The American Association of Nurse Practitioners (AANP) manages applications for approved provider status in continuing education (CE) programs. Approved Providers are organizations or individuals who have demonstrated the ability to design, implement, and evaluate CE activities for NPs without prior review by AANP. This document outlines the business requirements for managing Approved Provider Applications within SM Apply and Salesforce Sales Cloud, ensuring a streamlined and efficient process.
I have divided tasks that should be completed in each system. Remember, we aren't looking to change the SM Apply process, just to integrate it with Salesforce where possible.
Salesforce will need to include custom objects for the three application types - Approved Provider, Individual CE, and AANP CE Accreditations. SM Apply stores the application data and should be transferred to Salesforce for tracking, reporting, and payment processing. Salesforce will include additional fields for tracking the activity of the approvaed applications, including re-accreditation dates, audit status, and compliance checks.
Requirements
External User Requirements (Approved Provider Applicants)
Application Process:
Aptify / Salesforce:
- As an internal user, I should be able to invite a company or individual to fill out an approved provider application.
SM Apply: 2. As an accreditation applicant, I should be able to access the SM Apply portal to complete and submit my application. 3. As an accreditation applicant, I should be able to view the AANP Approved Provider Policy Handbook and attest that I have reviewed it within the last 12 months. 4. As an accreditation applicant, I should be able to provide my organization’s details, including full name, email, telephone, address, and website. 5. As an accreditation applicant, I should be able to indicate if I will be responsible for application fees. 6. As an accreditation applicant, I should be able to identify the source of CE activities (self created or created jointly with another organization) if approval is granted. 7. As an accreditation applicant, I should be able to indicate if I currently jointly provide activities and complete the Joint Provider Application if applicable. 8. As an accreditation applicant, I should be able to indicate if I accept commercial support for activities. 9. As an accreditation applicant, I should be able to specify the accreditations my organization currently holds. 10. As an accreditation applicant, I should be able to upload a policy manual and specify the pages where required policies can be found. 11. As an accreditation applicant, I should be able to upload the curriculum vitae (CV) for the program administrator and NP activity planners. 12. As an accreditation applicant, I should be able to upload detailed planning tools for each CE activity, including basis for educational need, course outline, contact hours, date and site of presentation, speaker credentials, disclosures, COI resolution, NP involvement, course evaluations, funding, joint-providership arrangements, and certificates of completion. 13. As an accreditation applicant, I should be able to provide my organization’s website information, including URL, login, and password.
Account Management:
SM Apply: 14. As an accreditation applicant, I should be able to access my application status and details through the SM Apply portal. 15. As an approved provider, I should receive automated reminders for upcoming renewals and deadlines.
Payments:
Aptify / Salesforce: 16. As an accreditation applicant, I should be able to pay application fees directly via a magic link invoice from Salesforce using the email address provided in the application.
Internal User Requirements (AANP Staff)
Application Processing:
Aptify / Salesforce:
- As an internal user, I should be able to review and approve or reject approved provider applications based on predefined criteria.
- As an internal user, I should be able to create an approved provider application record when an application is approved through the SM Apply portal.
- As an internal user, I should be able to manage and update organizational details and primary contacts for approved providers.
- As an internal user, I should be able to track changes and activity history on all approved provider records.
- As an internal user, I should be able to merge duplicate approved provider records based on matching criteria.
Compliance and Reporting:
Aptify / Salesforce: 6. As an internal user, I should be able to ensure compliance with AANP policies by adding approved links to policy manuals and CVs that are uploaded to SharePoint or SM Apply to the provider record in Salesforce. 7. As an internal user, I should be able to run customized reports on approved provider application data, renewals, and other metrics.
SM Apply: 8. As an internal user, I should be able to run customized reports on approved provider application data, renewals, and other metrics. 9. As an internal user, I should be able to review joint provider activities in SM Apply and ensure they meet AANP standards.
Audit and Review:
Aptify / Salesforce: 10. As an internal user, I should be able to track the audit status of approved provider applications and maintain records of any required actions or notes.
Communication and Notifications:
SM Apply: 12. As an internal user, I should be able to send automated notifications to approved provider applicants regarding the status of their application and any required actions.
Aptify / Salesforce: 12. As an internal user, I should be able to send reminders for renewals and upcoming deadlines to approved providers.
Payments:
Aptify / Salesforce: 13. As an internal user, I should be able to link invoices to the approved provider application. 14. As an internal user, I should be able to receive an email notiication of paid provider invoices in the past week.
References
Approvals / Signoffs
| Role | Name | Signature | Date |
|---|---|---|---|
| Technical Lead | Jeff Sikes | Approved | 2024-07-10 |
| Stakeholder | Pat Frost | Approved via email | 2024-07-10 |