1 Site Administrator Portal Guide

Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

BCRS Management Information
System Solution
(BMISS)

NHSC Site Administrator Portal
User Guide

August, 2013

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

TABLE OF CONTENTS
Site Administrator Landing Page (Overview) .................................................................................................................4
My Messages .............................................................................................................................................................5
Account Settings ........................................................................................................................................................5
NHSC Approved Sites .................................................................................................................................................6
NHSC Inactive Sites ....................................................................................................................................................7
Pending Site Applications ..........................................................................................................................................8
Cancelling a Site Application or Recertification .....................................................................................................8
My Activities ..............................................................................................................................................................9
Need Assistance? .....................................................................................................................................................10
Update My Contact Information .........................................................................................................................10
Applying for a New NHSC Site .....................................................................................................................................11
NHSC Site Eligibility Questions .............................................................................................................................12
General Site Information (1/6) ............................................................................................................................13
Application Points of Contact (2/6) .....................................................................................................................13
NHSC Information (3/6) .......................................................................................................................................14
HPSA Score Suggestion (4/6) ...............................................................................................................................15
Application Supporting Documents (5/6) ............................................................................................................16
Application Site Agreement (6/6) ........................................................................................................................17
Site Information Landing Page (Overview) ..................................................................................................................18
Site Information ...........................................................................................................................................................19
Contact Information ................................................................................................................................................20
Additional Site Information .....................................................................................................................................20
Self-Service ..................................................................................................................................................................21
Recruitment Management (Manage Current Job Openings) ..................................................................................22
Create a New Position .........................................................................................................................................23
View/Edit a Position.............................................................................................................................................24
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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide
Closing a Position .................................................................................................................................................24
Clinician Roster (View Clinician Roster) ...................................................................................................................25
Manage Points of Contact (POC) .............................................................................................................................26
Removing a POC ..................................................................................................................................................26
Adding a POC .......................................................................................................................................................27
Editing a POC .......................................................................................................................................................28
Manage Site Profile..................................................................................................................................................29
Describe your site ................................................................................................................................................30
Verify points of contact .......................................................................................................................................30
Upload Brochure for your site .............................................................................................................................31
Provide Site Details ..............................................................................................................................................31
Provide Other Site Information ...........................................................................................................................32
Manage Site Profile Images .................................................................................................................................32
Site Visits..................................................................................................................................................................33
Need Assistance? (Site Information Page) ...................................................................................................................34
Viewing Requests.....................................................................................................................................................34
Site Recertification...................................................................................................................................................35
NHSC Site Eligibilty Questions .............................................................................................................................35
General Informaton (1/6) ....................................................................................................................................36
Points of Contact (2/6) ........................................................................................................................................36
NHSC Program Information (3/6) ........................................................................................................................37
HPSA Score Suggestion (4/6) ...............................................................................................................................38
Supporting Documents (5/6) ...............................................................................................................................39
Site Agreement (6/6) ...........................................................................................................................................40
Reapply ....................................................................................................................................................................41
Ask a Question .........................................................................................................................................................42

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

SITE ADMINISTRATOR LANDING PAGE (OVERVIEW)
There are six main sections to the site
administrator landing page:
1.

1

My Messages (pg. 5) & Account
Settings (pg. 5)
The site administrator can view
messages sent from BCRS and
update their account information.

2

2.

NHSC Approved Sites (pg. 6)
If the site administrator is a
recognized point of contact (POC)
at an NHSC approved site, those
sites will appear here. Clicking on
the name of a site will open that
site’s information landing page (pg.
18).

3.

NHSC Inactive Sites (pg. 7)
If the site administrator is a
recognized POC at an NHSC
inactive site, those sites will appear
here. Clicking on that name of a
site will open that site’s
information landing page (pg. 18).

3

4

5

4.

Pending Site Applications (pg. 8)
If the site administrator has either
submitted an application for a site
or is a POC at a site which has an
application pending, those
applications will appear here.
Clicking on the ID will open that
application.

5.

My Activities (pg. 9)
The site administrator can view
recent activities he/she have
completed.

6.

Need Assistance? (pg. 10)
This section contains a number of tools for the site administrator as well as support contact information
and a summary of all open requests.

6

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

MY MESSAGES
Selecting the “My Messages” link at the top of the landing page will open the site administrator’s message inbox.
The exclamation icon (

) next to the link indicates that a new message is available to view.

The inbox view includes the following information:
1.
2.
3.

Status – Indicates the status of the message, an exclamation point (
Subject – the subject of the message.
Date – The date the message was received.

) indicates a new message.

Selecting the subject of the message in the inbox opens the message for viewing.

ACCOUNT SETTINGS
The Account Settings page allows the site administrator to update security information as well as email and
password information.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

NHSC APPROVED SITES
The NHSC Approved Sites list contains all the NHSC sites that have the status of “active” that the site administrator
is a point of contact at. If the site administrator feels that a site is missing from the NHSC Approved Sites list,
please call 1-800-221-9393 for assistance. Clicking on a site’s name in the table will open that site’s specific site
information landing page (pg. 18).

The table includes the following information about approved sites:
1.
2.
3.

4.

Site Name – this is the name of the site.
Site Address – this is the physical address for the site (mailing address is stored separately).
Status – for approved sites this is “active.”
“Active” sites are sites at which NHSC clinicians may serve and receive credit towards their
service obligation.
Expiration Date – this is the date by which the site will need to recertify with the NHSC
Past the expiration date, a site will become “inactive” until a recertification for that site is
approved (see NHSC Inactive Sites for more information).

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

NHSC INACTIVE SITES
The NHSC Inactive Sites list contains all the NSHC sites that have the status of “inactive” and for which the site
administrator is a point of contact. If the site administrator feels that a site is missing from theNHSC Inactive Sites
list, please call 1-800-221-9393 for assistance. Clicking on a site’s name in the table will open that site’s specific site
information landing page (pg. 18).

The table includes the following information about “inactive” sites:
1.
2.
3.

4.

Site Name – this is the name of the site.
Site Address – this is the physical address for the site (mailing address is stored separately).
Status – for approved sites this is “Inactive.”
“Inactive” sites still appear in the NHSC database, but have the following restrictions.
1. NHSC Clinicians cannot receive credit for working at an “inactive” site.
2. “Inactive” sites may not post open positions to the Job Opportunities List.
Expiration Date – this is the date by which the site will need to recertify with the NHSC.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

PENDING SITE APPLICATIONS
The Pending Site Applications list contains all the NHSC applications either submitted by this site administrator or
for sites for which this site administrator is a POC. If the site administrator feels that an application is missing from
the site, please call 1-800-221-9393 for assistance. Clicking on a ID number in the table will open that application.

The table includes the following information about pending applications:
1.
2.
3.
4.
5.
6.

Request ID# – this is the unique ID number for the application.
Request Type – the type of request (e.g. Site Application or Site Recertification).
Site Name – this is the name of the site which the application is for.
Address- this is the physical address of the site.
Date Last Updated – this is the date on which the application was last modified.
Status – this is the current status of the application, the status can be as follows:
1. In Progress – the application is incomplete and has not been submitted.
2. Submitted – Pending Decision- the application has been submitted for review.

CANCELLING A SITE APPLICATION OR RECERTIFICATION
To cancel a site application or recertification, select the “Cancel” button on the row of the request to be removed.
Only requests that are “In Progress,” may be cancelled.

Upon selecting the “Cancel” button, the
system will display a confirmation message.
Selecting “Yes, Cancel” will void the request.
You will receive a portal message in “My
Messages” notifying you of the cancellation.
The request itself will be removed from the
Pending Site Applications and Recertifications
table and appear in the Inactive Sites table.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

MY ACTIVITIES
The My Activities section displays recently completed portal activities and information related to that activity in a
read only format. The site administrator may also choose to view all the activities that he/she have ever
completed by selecting “View All Activities.” If the site administrator feels that a completed activity is missing from
the list, please call 1-800-221-9393 for assistance.

The table includes the following information about the site administrator’s activities:
1.
2.
3.
4.
5.
6.

Activity Type – the type of activity completed.
Site Name – this is the name of the site which the request is associated with.
Activity Description- a short description of the activity.
Status – this is the current status of the request, available statuses vary based on the request.
Date Last Updated – this is the date on which the request was last modified.
Completed By- the name of the individual who completed the activity.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

NEED ASSISTANCE?
The Need Assistance section provides the site administrator with tools to help manage their account and sites. In
this section is also the number to call for support, common activities the site administrator can perform and a list
of all open requests for that site administrator.

Submit a New NHSC Site Application – see pg. 11
The table includes the following information about pending applications:
1.
2.
3.
4.
5.

Request ID# – this is the unique ID number for the application.
Request Type – the type of request (i.e. Site Application, Site Recertification, Question, etc…).
Site Name – This is the name of the site which the request is associated with.
Date Last Updated – this is the date on which the request was last modified.
Status – this is the current status of the request, available statuses vary based on the request.

UPDATE MY CONTACT INFORMATION
Selecting Update My Contact Information
opens the form to the right. Here the site
administrator can update the following
information about themselves:
1.
2.

3.

Phone Numbers – Daytime, Mobile
and Fax numbers.
Email and Password – are handled
through the Account Settings page (pg.
5).
Work Address – the address at which
the site administrator works.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

APPLYING FOR A NEW NHSC SITE
The site administrator portal allows site administrators to apply for new sites to become part of the NHSC. A site
administrator can begin a new application by either selecting the “Apply for a New NHSC Site” button from the
landing page, or by selecting the “Submit a New NHSC Site Application” in the Need Assistance Section. Only sites
that have never been part of the NHSC at one time should initiate a new site application.

When starting a new application, the site administrator must first select the type of site they are applying for from
a list in the drop down menu. If the type of site selected has a Site Subtype, they are also required to select the
subtype from another drop down menu list before continuing to the NHSC Site Eligibility Questions.

If the selected site type or subtype (if applicable) is auto-approved or ineligible to apply, a message informing the
site administrator will be displayed.

The Site is Ineligible to Apply:

The Site is Auto-Approved:

Due to the type of facility of your site, this
location is not an eligible service site for the
National Health Service Corps (NHSC). A listing of
eligible site types is available on the NHSC
website. If you have additional questions, please
contact your State Primary Care Office or the
NHSC Call Center at 1-800-221-9393
or [email protected]

Please Note: If your site is 1) a Federally Qualified Health
Center funded under Section 330 of the Public Health Service
Act, 2) an Indian Health Service Site funded through IHS, or 3)
a Federal Prison, you do not need to submit a site application
as your site may receive automatic approval through the
National Health Service Corps (NHSC). If you cannot see this
site in the "NHSC Approved Sites" section of the portal, please
contact us at 1-800-221-9393 or [email protected].

**If your site is an auto-approved site type, please contact the NHSC indicating your interest in joining.**
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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

NHSC SITE ELIGIBILITY QUESTIONS
After selecting a Site Type and Site Subtype (if applicable), the site administrator must answer the NHSC Site
Eligibility Questions to ensure their facility is eligible to participate in the National Health Service Corps (NHSC).

The “Continue” button will not be enabled until each question is answered. Upon selecting “Continue,” the
General Information Page will be displayed or the Site Administrator will be notified the site is ineligible to apply
based on the previous answers (Image located below).

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

GENERAL SITE INFORMATION (1/6)
The first page of the site application
captures the contact information for the
site applying to become part of the NHSC.
The site administrator completes the fields
on the form. All fields marked with an
asterisk (*) are required fields. Move mouse
over tooltip icons ( ) to view additional
information about the field.
Important Notes:
1.

2.

3.

4.

Practice Site Name and Location –
this is the physical address of the
site. There are separate fields for
mailing address.
Also Known as/Doing Business as –
this is an alternate name the
facility may be referenced as. The
name entered in the Site Name
field is how the record will appear
in the system.
Check the box under “Mailing
Address” to indicate that the
physical address and the mailing
address for the site are the same.
Upon completion of this page, the
appropriate State PCO Member is
notified that the site has initiated
an application.

The site administrator may select to “Save for Later” to save the information and return to the landing page only
when all the required fields have been entered. Selecting “Home” in the navigation banner located at the top of
every page, will return the site administrator to the landing page without saving the information. Only selecting
“Continue” or “Save for Later” will save the information that has been entered on the page.

APPLICATION POINTS OF CONTACT (2/6)
This section of the application has identical functionality to the Manage Points of Contact tool discussed as part of
Site Self Service (pg. 26).
NOTE: All sites except those classified as Solo Private Non-Profit or Solo Private For Profit are required to list a
minimum of 2 points of contact.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

NHSC INFORMATION (3/6)
The third page of the site application
captures the NHSC Program information
for the site applying to become part of
the NHSC.
All fields marked with an asterisk (*) are
required fields. Move mouse over tooltip
icons ( ) to view additional information
about the field.
Important Notes:
1.

2.

3.

The Site Administrator is
required to select at least one
service that is provided at the
site.
The Site Administrator is
required to enter the
corresponding insurance
number if selecting “Yes” to the
Medicaid, Medicare or State
Children’s Health Insurance
questions. If “No” is selected for
any of those questions, the Site
Administrator is required to
enter a reason for not accepting
that particular program.
The Site Administrator has the
ability to enter any additional
information that may be useful in the review of the application.

When the site administrator has finished entering the required NHSC Program Information, selecting “Continue”
will navigate to the next page of the application.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

HPSA SCORE SUGGESTION (4/6)
The HPSA Score Suggestion page allows
the Site Administrator to suggest HPSAs
appropriate for the site using the HPSA
Find Tool. HPSA suggestion is not required
to submit an application. Only HPSAs that
match the primary care services (Primary
Medical, Primary Dental, or Primary
Behavioral Health Care) selected on the
NHSC Program Information page may be
suggested.
Steps for Suggesting a HPSA:
1.

2.
3.

Select the link for the “HPSA Find
Tool” to search for valid HPSAs
(external web page)*.
Enter the HPSA ID and select
“Add.”
When finished entering HPSAs for
the site, select “Continue.”

HPSA Rules:
1.
2.
3.

An active site must be assigned at
least one (1) HPSA.
A site may not be assigned more
than six (6) HPSAs.
A site may not be assigned more
than one (1) HPSA of each type
(e.g. Primary Medical Care,
Dental, and Mental Health),
unless one of the HPSAs is an Auto-HPSA.

*The HPSA Find Tool is an online tool furnished by the Health Resources and Services Administration (HRSA)
that allows the user to search for HPSAs by address. For information on using the HPSA find tool, refer to
documentation on the tool site.
The HPSAs Suggested by the Site table displays the following information:
1.
2.
3.
4.
5.
6.

HPSA ID – the ID assigned to the HPSA.
Name- the name of the HPSA.
Auto HPSA- Yes/No indication if the HPSA is auto-approved
Score- the current score of the HPSA.
HPSA Discipline- the discipline of the HPSA. Options include Primary Care, Mental Health, or Dental.
Status- the current status of the HPSA.

The site administrator may remove HPSAs that have been suggested by selecting “Delete” on the row of the HPSA
to be deleted.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

APPLICATION SUPPORTING DOCUMENTS (5/6)
The fifth page of the site application
allows the site administrator to digitally
upload supporting documents required
to prove NHSC eligibility.
The documents that appear in the
Selected Document Types table are
required. Instructions, site agreement
requirements, and other information
regarding each type of document listed
can be found by expanding the
Document Instructions accordion.
Comments are optional, unless “Other
Documentation Requested by NHSC or
State Primary Care Office” is selected.
When the site administrator is finished
uploading documents, selecting
“Continue” will navigate to the next page
of the application.

Uploading a Document (File Size Limit: 5
MB)
1.

2.
3.

Select one or more document
types for the document. A single document may contain several document types (e.g. a single PDF file
may have a Discounted Sliding Fee Schedule and NHSC Site Data Tables in one document).
Select “Choose File” and browse and select the appropriate file.
Select “Upload Document.”

Deleting a Document – In the Uploaded Documents table, select “Delete” in the row of the particular document to
remove it.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

APPLICATION SITE AGREEMENT (6/6)
The final page of the site application is
where the site administrator agrees to
the NHSC Site Agreement.
Agreement and Submission
1.
2.

3.

4.

5.

Read the NHSC Site
Agreement.
Check the box certifying that
the site meets and will
continue to meet NHSC site
requirements.
Check the box certifying you
are an official representative
of the site.
Digitally sign the application
by entering the site
administrator’s password.
Select “Submit.”

What Happens Now?
Upon submission, the application is sent to the appropriate analyst at the Division of Regional Operations (DRO)
for review as well as the appropriate State Primary Care Office (PCO) staff member for additional comments and a
recommendation. When a final decision has been made on the application, the site administrator will be notified
of the decision via a portal message and the information for the site will be updated in the system accordingly.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

SITE INFORMATION LANDING PAGE (OVERVIEW)
The Site Information Page provides, at a
glance, all the tools the site
administrator needs to manage their
site. The Site Information Page is broken
into three sections:
1.

2.
3.

2
1

Site Information (pg. 19)
3
This section includes all the
information about the site. The
sections are expandable and
include the contact information
for a site, additional NHSC site
information and the site’s
main/administrative site’s basic information (if available).
Self-Service (pg. 21)
This section provides tools for managing the site.
Need Assistance? (pg. 34)
Additional tools and functionality for helping the site administrator solve problems.

Each of these sections is examined in more detail below.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

SITE INFORMATION
At a glance, the Site Information section of the Site Information page displays
the site’s name, status, expiration date and BCRS ID. This section also
includes the following tools to help the site administrator:
1.

Contact Information (pg. 20)
This tool allows the site administrator to view and update the
site’s information.

2.

Additional Site Information (pg. 20)
This tool allows the site administrator to view additional NHSC
information for the site.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

CONTACT INFORMATION
At a glance, the Contact Information section displays the site’s name, address, email, and phone and fax numbers
for the site. Selecting “Update your Site Information” has identical functionality to the Manage Site Profile tool
discussed as part of Site Self Service (pg. 29).
The Contact Information section displays the following
information:
1.
2.
3.
4.
5.

Site Name – this is the name of the site.
Site Address – this is the physical address for the site
(mailing address is stored separately).
Site Email Address- the email address of the site.
Site Phone Number- the phone number of the site.
Site Fax Number- the fax number of the site.

ADDITIONAL SITE INFORMATION
The Additional Site Information section displays NHSC information for the site in a read only format.
The Additional Site Information section displays the
following information:
1.

2.
3.
4.

Site Geography – the type of geography
associated with the site (e.g. Rural, Frontier, or
Urban).
Site Classification- the classification of the site.
Type of Site- the site type of the facility.
(Type of HPSA) HPSA Score- the type and
current score of the HPSA(s) assigned to the site.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

SELF-SERVICE
The Self-Service section of the Site Information Page includes
the following tools to help the site administrator:
1.

Manage Current Job Openings (pg. 22)
This tool allows the site administrator to create
new job postings that will appear on the Job
Opportunities List (JOL).

2.

View Clinician Roster (pg. 25) (only available for sites with clinicians in service)
This tool allows the site administrator to view all the clinicians currently serving obligations at the
site.

3.

Manage Points of Contact (pg. 26)
This tool allows the site administrator to update the points of contact (POCs) for this site.

4.

Manage Site Profile (pg. 29)
This tool allows the site administrator to update basic contact information as well as the site profile
for the site.

5.

Site Visits (p. 33)
This tool allows the site administrator to view past and upcoming site visits.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

RECRUITMENT MANAGEMENT (MANAGE CURRENT JOB OPENINGS)
This tool allows the site administrator to manage the positions posted to the Job Opportunities List (JOL). Here the
site administrator can create new open job postings, update current job postings and close non-valid job postings.
A complete Site Profile is required before creating or updating existing positions

The Open Positions table shows all the current job postings for that site. The table displays the following
information:
1.
2.
3.
4.
5.
6.
7.

ID – the unique ID number for the positions.
Discipline – the discipline associated with the position.
Specialty – the specialty associated with the discipline.
Allocation – either “Full-Time” or “Part-Time.”
Eligible For – the NHSC participant program that this position is eligible for, either “Loan Repayment
Program” or “Loan Repayment or Scholar Program.”
Posting Expiration – when the job posting will stop posting on the JOL (extendable by the site
administrator).
Last Updated – the date the position was last edited.

From this page the site administrator can:
1.
2.
3.

Create a New Position.
View/Edit Existing Open Positions.
View a History of Positions.

**The History of Positions will display a list of all vacancies that closed or expired after September 7, 2011.**

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

CREATE A NEW POSITION
The Create New Position screen allows
the site administrator to create a new
open job posting for the Job
Opportunities List (JOL). The screen will
only allow the site administrator to create
position postings that correspond to the
Health Professional Shortage Areas
(HPSAs) designated to the site. The
paragraph at the top of the page
indicates which HPSA types are
designated for the site (Primary Care,
Dental and/or Mental Health).
When creating a new position posting,
the site administrator enters the
following information (all fields are required):
1.
2.

Discipline – The discipline for the position; filtered by the HPSAs designated for the site.
Specialty – The specialty for the position; filtered by the Discipline selected.

**Each position is assigned to a HPSA based on the Discipline and Specialty combination selected.**
3.

4.
5.
6.
7.

Eligible For – The NHSC participant program for which service credit can be gained.
This field is filtered by the score of the HPSA assigned to the position from the discipline and
specialty combination and the currently enforced program limits as defined in the Federal
Register (http://nhsc.hrsa.gov/communities/apply.htm).
Allocations – The full-time or part-time designation for the position.
Estimated Hours – The number of hours per week the position is to fill.
Projected Hire – The date by which the site administrator is targeting the position to be filled.
Position Description – A brief description of the position outlining the important functions of the position.

Each position must have a Posting Start Date and Posting Expiration Date.
Posting Start Date – The date on which the position posting should first appear on the JOL (new positions
may take up to 24 hours from creation to appear on the JOL); cannot be before the current date.
Posting Expiration Date – The date on which the position posting should be removed from the JOL if not
filled or closed beforehand. Posting Expiration Date can initially be a maximum of 90 days past the
posting start date. The Set Maximum Expiration Button (
) can be used to
automatically calculate and enter the maximum expiration date for the position posting.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

VIEW/EDIT A POSITION
The View/Edit Position Screen for open
positions allows the site administrator to
edit the attributes of the position.
All the same rules for the fields apply as
when creating the position. For a
description of the fields and rules, please
refer to the Create New Position Section
(pg. 23).
Adjusting Posting Expiration Date - the
site administrator can change the posting
expiration date. The new date can be set
to a maximum of 90 days past the current
date or 90 days past the Posting Start Date
(only if the Posting Start Date is in the
future).

CLOSING A POSITION
To close an open postion, on the View/Edit Position Screen, select the “Close Position” (
) button. A
confirmation screen will appear. The site administrator must provide a reason for closing the vacancy. The current
available reasons are:



Position is Filled – the position has been filled outside the NHSC (when an NHSC position is matched to an
open position at a site the status of the position will update automatically).
No Longer an Open Position – the position is not being offered any longer.

Only after a reason for closure has been entered can the position be closed.

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CLINICIAN ROSTER (VIEW CLINICIAN ROSTER)
The site administrator has the ability to view a list of NHSC clinicians currently serving a service obligation at their
site. If a site has one or more NHSC clinicians in service, the “View Clinician Roster” tool will be available under
“Self-Service” on the Site Information Page.

The Clinician Roster includes the following information:
1.
2.
3.
4.
5.
6.
7.

Clinician – the name of the clinician in service.
Discipline – the discipline of the clinician.
Specialty – the specialty of the clinician.
Program – the NHSC program for the clinician; either Loan Repayment or Scholar Program.
Allocation – full-time or part-time.
Start Date – the initial date the clinician began fulfilling service obligation at the site.
Obligation End Date – the current date the clinician will fulfill their service obligation.

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MANAGE POINTS OF CONTACT (POC)
The Site Point of Contacts (POC) table shows, at a glance, all the POCs currently associated with the site.

The Site Points of Contact table provides the following information:

1. Name – the name of the POC.
If the name is in blue, then the POC is confirmed for that site and is editable by the site administrator,
if the name is gray, then the POC is unconfirmed and is not editable by the site administrator.
For more information on confirming POCs, see the Adding Points of Contact Section (pg. 27).

2. Type of Contact – the type of POC.
A minimum of one Recruitment Contact is required for each site; this is the POC that is sent to the
Opportunities List with open position postings.

3. Address – the work address of the POC.
4. Phone – the primary phone number for the POC.
5. Email – the primary email address for the POC.
From this screen the site administrator can:
1.
2.
3.

Remove a POC.
Add a POC.
Edit a POC.

REMOVING A POC
To remove a POC from the site, select the “Remove” link on the row of the POC to be removed. If the remove
option is gray, then the POC cannot be removed.
A POC may not be removed in the following conditions:
1.
2.

The POC is the site administrator currently viewing the table.
The POC is the only Recruitment Contact for the site.
To remove a POC designated as the only Recruitment Contact for a site, you must assign another
POC listed the Recruitment Contact role. The first POC is now removable.

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ADDING A POC
When adding a new POC to the site, the system provides three separate ways to locate and add a POC. Each
method must be performed in the order listed.
1.

Adding a POC from Within the Site’s Network

The first method for adding a new POC is
using the in-network dropdown menu.
An “in-network” POC is an individual who
serves as a POC as another site that is
affiliated with the current site and the
affiliation is on file with the NHSC. If the
site has no other in-network sites or innetwork POCs on record, the system will
skip this method.
To add a POC from within the site network, select the POC from the dropdown and select “Add”. POCs added
using this method are automatically confirmed and their information is automatically editable in the Site POC
Table.
If the desired POC is not listed, check the box next to “I do not see my POC listed” and select “Search NHSC
Database” to continue to the next search method.
2.

Searching the NHSC Database

The second method for adding a POC is
searching for an existing POC in the
NHSC database.
To search for a POC enter any criteria in
the search fields and select “Search”.
The POCs listed are POCs at other
existing NHSC sites and are outside the
current site’s network. In the list of search results, select a POC. Only POCs at other sites are displayed through
this search method. If the desired POC is also an NHSC clinician, please contact the NHSC for assistance.
When adding a POC using this method, the POC will be added as “unconfirmed” and will not be editable from the
Site POC table. An email confirmation is sent to the newly added POC asking them to confirm the association.
Once the POC confirms via the email, they will become editable in the Site POC Table.
If the desired POC is not found via search, check the box next to “No, my POC is not listed in these matches” and
select “Enter New POC”.
NOTE: Only Points of Contact are displayed through this search method. If the desired POC is an NHSC clinician,
please contact the NHSC for assistance.

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3.

Entering New POC Information

The third and final option for adding a new POC to a
site is to manually enter the POC information. All
required fields are marked with an asterisk (*).
When entering an email address, use the work email
address of the POC, not a personal email address.
The email address must be unique for each POC
across the NHSC.
Upon saving the information the system will search
for potential matches in the system. If matches are
located, the site administrator will be prompted to
either select a match or save the newly entered
information.
POCs created using this method are automatically
confirmed for the site and are immediately editable in the Site POC Table.

EDITING A POC
Selecting an editable POC in the Site POC
Table opens the Edit POC Information
screen.
Here the site administrator can update the
POC information as appropriate and select
“Save”. All required fields are marked with
an asterisk (*).
Updating Your Own Information
When site administrators update their own
records, they cannot update their name or
email address from this page. In order to change their name, site administrators need to contact BCRS. To change
their email address, site administrators need to use the Account Settings tool (pg. 5).
Updating Other POCs Information
Site administrators have the ability to update the information for other POCs at their site(s). If the POC the site
administrator wishes to edit has registered a portal account, the site administrator will not be able to change their
name or email address. If the POC the site administrator wishes to edit has not registered a portal account, the
site administrator will be able to edit all fields.
Whenever POC information is changed, the POC whose record was changed will receive an email notifying them of
the change.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

MANAGE SITE PROFILE
The first page displayed for the Site Administrator upon selecting “Manage Site Profile” from the Self Service
section or selecting “Update your Site Information” from the Contact Information section is the Manage Site
Profile Page. The information that the site administrator can update directly on the portal is limited to information
that does not affect NHSC eligibility or Health Professional Shortage Area (HPSA) designation. This information will
be displayed on the site’s profile on the Jobs Center. Fields marked with (*) are required fields.

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To update the information, the site administer enters the new information into the appropriate field, selects the
checkbox agreeing to the terms and conditions and selects “Save and Continue”. Selecting “Save &View Profile”
will display how the information will appear on the Jobs Center. The information that a site administrator can
update is as follows:
1.
2.
3.
4.
5.
6.

Step 1: Describe your site (pg. 30) - a description of the site.
Step 2: Verify Points of Contact (pg. 30) – the point(s) of contact for the site. Please refer to p.23
(Manage Points of Contacts) for more information.
Step 3: Upload a Brochure for your Site (pg.31) – the ability for the site to upload their brochure.
Step 4: Provide Site Details (pg. 31) – a list of options such services the site provides, languages spoken,
any other benefits the site may choose.
Step 5: Provide Other Site Information (pg. 32) – other information the site provides.
Step 6: Manage Site Profile Images (pg. 32) - images the site may upload to be displayed on the Jobs
Center.

If the site administrator needs to update any other information about the site (i.e. site name, address, site type,
etc…), please contact NHSC using the “Contact Us” link at the top of the page as this information may affect NHSC
eligibility.

DESCRIBE YOUR SITE
When describing the site, the system allows the site administrator to enter the site’s headline as well as a short
description.

1.
2.

Site Headline- a concise overview of the site’s mission.
Site Description- a detailed description of the site.

VERIFY POINTS OF CONTACT
This section of the application has identical functionality to the Manage Points of Contact tool discussed as part of
Site Self Service (pg. 26).

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NHSC Site Administrator Portal User Guide

UPLOAD BROCHURE FOR YOUR SITE
This section allows the site administrator to upload a brochure to promote the site.

Uploading a Document (File Size Limit: 5 MB)
1.
2.

Select a document to upload.
Select “Choose File” and browse and select the appropriate file.

PROVIDE SITE DETAILS
This section allows the site administrator to select details about the site. If the site administrator cannot find the
specific item that is listed, they may add the item by entering it in the data field located below that specific section
and selecting “Add It!”

1.
2.
3.
4.

Languages Spoken By Patients- allows the site administrator to select the various languages spoken by
patients of the site.
Services Provided- allows the site administrator to select the various services that are provided at the
site.
Specialty Services Provided- allows the site administrator to select the various specialty services that are
provided at the site.
Other Benefits Provided- allows the site administrator to select other benefits that the site provides.

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PROVIDE OTHER SITE INFORMATION
This section allows the site administrator to provide further details about the site as well as update the site’s
contact information.

1.
2.
3.
4.
5.

Number of patients served annually- this is the number of patients the site treats in a calendar year.
Days/Hours of Operation- the days of operation and the business hours of the site.
Facility Size- the total number of exam rooms/examination chairs the site has.
Relevant Links- additional links the site has added.
Site Contact Information- the contact information and DUNS Number associated with the site.

MANAGE SITE PROFILE IMAGES
Upon selecting “Save and Continue” on the Manage Site Profile page, the site administrator is navigated to the
Manage Site Profile Images page. On this page, the site administrator has the ability enter a description and
upload images that will be displayed on the site’s profile on the Jobs Center as well as manage existing images.

Uploading an Image (File Size Limit: 5 MB)
1.
2.

Select “Choose File” and browse and select the appropriate file.
Select “Upload Image.”

When the Site Administrator has finished uploading images, selecting “Save and finish” will save the information
that has been entered and return the site administrator to the Site Information Landing page.
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Bureau of Clinician Recruitment and Service
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SITE VISITS
The Site Visit table displays all pending site visits as well as site visits that have already been performed.

The Pending Visits table and the Past Visits table provide the following information:

1. Type – the type of visit scheduled.
2. Scheduled Date – the date and time the visit is scheduled for.
3. Status- the current status of the visit.

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NEED ASSISTANCE? (SITE INFORMATION PAGE)
The Need Assistance section of the Site
Information Page allows the site
administrator to perform four actions:
1.

2.

3.

4.

View Submitted Requests (pg.
34)
Recent requests submitted for
the site will appear in the table
with older requests in the “View
All Requests” link.
Recertify (pg. 35)
Submit a recertification for the
site when it is about to expire.
Reapply (pg. 41) (not pictured)
Resubmit an application after
the previous attempt was rejected.
Ask a Question (pg. 42)
Ask BCRS a question using the inquiry feature.

VIEWING REQUESTS
The “All Requests” table on the Site Information page includes requests with action in the past 30 days. To view
older requests, the “View All Requests” link will display tables for all “open” requests and a history of all “closed”
requests for the site. Selecting a request from either of the tables will open a page with the request details and
any actions the site administrator can perform. The information in the tables includes:
1.
2.
3.
4.

Request Type – identifies the type of request.
Date Submitted – the date the request was first submitted.
Date Last Updated – the date the request was last modified or action was taken.
Status – status of the request, either “Submitted”, “Open” or “Closed” for an inquiry or “SubmittedPending Decision”, “Canceled”, “Rejected”, “Pending Site Visit” or “Approved” for an application.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

SITE RECERTIFICATION
The “Recertify” link will appear when a site is able to recertify. NHSC sites are required to recertify every three (3)
years in order to maintain eligibility. A portal message containing instructions will be sent to the site administrator
when the recertification cycle opens notifying him/her that their site needs to submit a recertification. In order to
initiate a recertification the site must:







Have an approved site application on file.
Not have an existing site recertification in progress.
Not have an existing site recertification pending a site visit.
Not be in “Terminated” status.
Not receive funding through the Bureau of Primary Health Care (BPHC) (recertification not required).
Not be a “federal” site (IHS, ICE, Federal BOP, etc…) (recertification not required).

The recertification follows the same process as the site application, but is prepopulated with the current site
information found in the system.

NHSC SITE ELIGIBILTY QUESTIONS
The first page of the site
recertification is the NHSC Site
Eligibility Page. The Site
Administrator must correctly
answer the eligibility questions
to recertify.

The “Continue” button will not
be enabled until each question is
answered. Upon selecting
“Continue,” the General
Information Page will be
displayed or the Site
Administrator will be notified
the site is ineligible to apply
based on the previous answers.
(Image located below)

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GENERAL INFORMATON (1/6)
The first page of the site recertification is the
General Information page. The entire site’s
contact information is included on this page.
The site’s address information on this page is
read only. If the Site Administrator needs to
make changes to the address information, they
should select the checkbox indicating the
current information is not correct. On review, a
DRO Analyst will be alerted that the current
information is not correct and contact the site.
Fields which are editable:
1.
2.
3.
4.
5.
6.
7.

Also Known as/Doing Business as Alias
Site Phone Number
Site Fax Number
Site E-mail Address
Site Web Address
Site Classification
Mailing Address

All fields marked with an asterisk (*) are required fields. Move mouse over tooltip icons (
information about the field.

) to view additional

At any time during the recertification process, the Site Administrator can select “Save for Later” to save the
information and complete the recertification later. Selecting “Home” in the navigation banner located at the top
of every page, will return the site administrator to the landing page without saving the information. Only selecting
“Continue” or “Save for Later” will save the information that has been entered on the page. Upon completion of
this page, the appropriate State PCO Member is notified that the site has initiated a recertification.
NOTE: If the site has changed names or addresses, please contact your DRO state lead or the BCRS Customer Care
Center at 1-800-221-9393.

POINTS OF CONTACT (2/6)
This section of the application has identical functionality to the Manage Points of Contact tool discussed as part of
Site Self Service (pg. 26).
NOTE: All sites except those classified as Solo Private Non-Profit or Solo Private For Profit are required to list a
minimum of 2 points of contact.

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NHSC PROGRAM INFORMATION (3/6)
The third page of the site recertification displays the NHSC Program information for the site. All fields are
prepopulated and editable.
All fields marked with an asterisk (*) are
required fields. Move mouse over tooltip
icons ( ) to view additional information
about the field.
Important Notes:
1.

2.

3.

The Site Administrator is
required to select at least one
service that is provided at the
site.
The Site Administrator is
required to enter the
corresponding insurance
number if selecting “Yes” to the
Medicaid, Medicare or State
Children’s Health Insurance
questions. If “No” is selected for
any of those questions, the Site
Administrator is required to
enter a reason for not accepting
that particular program.
The Site Administrator has the
ability to enter any additional
information that may be useful
in the review of the application.

When the site administrator has finished entering the required NHSC Program Information, selecting “Continue”
will navigate to the next page of the recertification.

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HPSA SCORE SUGGESTION (4/6)
The HPSA Score Suggestion page allows
the Site Administrator to suggest HPSAs
appropriate for the site using the HPSA
Find Tool. HPSA suggestion is not required
to submit a recertification. Only HPSAs
that match the primary care services
(Primary Medical, Primary Dental, or
Primary Behavioral Health Care) selected
on the NHSC Program Information page
may be suggested. HPSAs that are
currently assigned to the site will also be
displayed.
Steps for Suggesting a HPSA:
1.

2.
3.

Select the link for the “HPSA Find
Tool” to search for valid HPSAs
(external web page)*.
Enter the HPSA ID and select
“Add.”
When finished entering HPSAs for
the site, select “Continue.”

HPSA Rules:
1.
2.
3.

An active site must be assigned at least one (1) HPSA.
A site may not be assigned more than six (6) HPSAs.
A site may not be assigned more than one (1) HPSA of each type (e.g. Primary Medical Care, Dental, and
Mental Health), unless one of the HPSAs is an Auto-HPSA.

*The HPSA Find Tool is an online tool furnished by the Health Resources and Services Administration (HRSA)
that allows the user to search for HPSAs by address. For information on using the HPSA find tool, refer to
documentation on the tool site.
The HPSAs Suggested by the Site table and the Assigned HPSAs displays the following information:
1.
2.
3.
4.
5.
6.

HPSA ID – the ID assigned to the HPSA.
Name- the name of the HPSA.
Auto HPSA- Yes/No indication if the HPSA is auto-approved
Score- the current score of the HPSA.
HPSA Discipline- the discipline of the HPSA. Options include Primary Care, Mental Health, or Dental.
Status- the current status of the HPSA.

The site administrator may remove HPSAs that have been suggested by selecting “Delete” on the row of the HPSA
to be deleted.

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SUPPORTING DOCUMENTS (5/6)
The fifth page of the site recertification
allows the site administrator to digitally
upload supporting documents required
for recertification. Documents which
were uploaded with the initial approved
site application will also be listed and
eligible to be opened to view.
The documents that appear in the
Selected Document Type(s) table are
required. Instructions, requirements, and
other information can be found by
expanding the Document Instructions
accordion. Comments are optional,
unless “Other Documentation Requested
by NHSC or State Primary Care Office” is
selected.
When the site administrator is finished
uploading documents, selecting
“Continue” will navigate to the next page
of the recertification.

Uploading a Document (File Size Limit: 5 MB)
4.
5.
6.

Select one or more document types for the document. A single document may contain several document
types (e.g. a single PDF file may have a Sliding Fee Schedule and Proof of Practice in one document).
Select “Choose File” and browse and select the appropriate file.
Select “Upload Document.”

Deleting a Document – In the uploaded documents table, select “Delete” in the row of the document to remove
that document.

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Bureau of Clinician Recruitment and Service
NHSC Site Administrator Portal User Guide

SITE AGREEMENT (6/6)
The final page of the site recertification
is where the site administrator agrees
to the NHSC Site Agreement.
Agreement and Submission
1.
2.

3.

4.

5.

Read the NHSC Site
Agreement.
Check the box certifying that
the site meets and will
continue to meet NHSC site
requirements.
Check the box certifying you
are an official representative
of the site.
Digitally sign the
recertification by entering the
site administrator’s password.
Select “Submit.”

What Happens Now?
Upon submission, the recertification is sent to the appropriate analyst at the Division of Regional Operations (DRO)
for review as well as the appropriate State Primary Care Office (PCO) Member for additional comments and
recommendations. When a final decision has been made on the recertification, the site administrator will be
notified of the decision via portal message and the information for the site will be updated in the system
accordingly.

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REAPPLY
The “Reapply” link will appear when a site application has been rejected. A reapplication follows the same process
as the initial site application, but is populated with the previously entered site information until the user reaches
the NHSC Program Information page. All data fields are editable.

In order to reapply the site must:







Have a rejected site application on file.
Not have an existing application in progress.
Not have an existing approved application.
Not have an existing application that is pending a site visit.
Not receive funding through the Bureau of Primary Health Care (BPHC) (recertification not required).
Not be a “federal” site (IHS, ICE, Federal BOP, etc…) (recertification not required).

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ASK A QUESTION
The Ask a Question tool allows a site
administrator to ask a question to BCRS.
The Ask a Question page provides a section for
the site administrator to enter a message and a
place to upload any documents to help BCRS
understand the issue.
Contact Us – enter a message for BCRS in the
space provided. The message can be a question,
comment or correction that needs to be made.
Upload Document (File Size Limit: 5MB) – the site
administrator may upload any documents to help BCRS understand the issue. Any uploaded documents can be
viewed in the Your Uploaded Documents section.
To upload a document:
1.
2.
3.

Select “Choose File” – browse for and select a file
Enter a Description – a brief description of the file being uploaded; this is required
Select “Upload Document”

What Happens Now?
After the site administrator selects “Send” the message is sent a BCRS intake team who will begin to work on
answering the question or correcting the issue. BCRS may contact the site administrator with follow up messages
as appropriate.

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