Warning: Clinician Not Active for Date of Service

 Problem

When creating service-based clinical documentation (e.g. progress notes), a staff person receives the below error after selecting a Date of Service:

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This is caused by a date conflict with the Date of Service and the registration and/or effective date in the staff’s practitioner account, usually because the service date chosen is before the registration/effective date.

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 Solution

This is usually easy to resolve, but note this is a program-level responsibility.

1. Check with the program admin staff that creates/maintains practitioner accounts in Avatar.

2. They should check the Practitioner Enrollment form and verify the dates in the fields mentioned, and make any changes from there.

   1. The Registration Date should = the staff member’s start date (or as close as can be determined)

   2. The Effective Date should match the Registration Date for new staff; however, if staff have multiple entries in Categories/Taxonomy, then the Effective Date should then be whenever the current record took effect (i.e. if the staff has a new degree or licensure, it should be whatever date that became official)

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