Provider Portal — User Guide

For healthcare professionals and provider administrators.
No technical knowledge required.

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1) What is the Provider Portal?

The Provider Portal is your organisation's connection to the PDHC request platform. When a healthcare professional creates a ServiceRequest (a care plan with instructions for your organisation), it appears automatically in your portal.

Your job is to:

1. Review incoming requests
2. Accept them
3. Complete the work described in the care plan
4. Submit a report with your findings

The portal handles all the secure data exchange with the requesting organisation — you focus on the clinical work.

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2) Getting started

2.1 Logging in

Open the portal in your browser. You will see a login page asking for an API key.

Your administrator provides this key. It is a long string of letters and numbers — paste it into the field and click Log in.

Keep your API key private. It is equivalent to a password. Do not share it via email or messaging. If you suspect it has been compromised, ask your administrator to rotate it immediately.

2.2 The dashboard

After login you see the dashboard with:

• Total tasks — all requests assigned to your organisation
• Pending — new requests awaiting your attention
• Completed — requests you have finished
• Sync status — whether the portal is connected to the request platform

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3) Working with tasks

3.1 Viewing your tasks

Click Tasks in the navigation. You see a list of all incoming requests, newest first. Each task shows:

Column	Meaning
Patient	The patient the request concerns
Care Plan	Title of the care plan to follow
Priority	Routine or urgent
Status	Where the task is in its lifecycle
Received	When the request arrived

Use the status filter to show only pending, acknowledged, or completed tasks.

3.2 Task lifecycle

Every task follows these steps:

Pending  →  Acknowledged  →  In Progress  →  Completed

• Pending (dispatched): The request has arrived but you haven't acknowledged it yet.
• Acknowledged: You have accepted the request and committed to working on it.
• In Progress: You are actively working on the task.
• Completed: You have submitted your report.

3.3 Viewing a task

Click a task to see its full detail:

• Patient information — name, identifier
• Care plan — the goals and activities described by the requesting professional
• Request details — priority, dates, requesting organisation
• Audit trail — a log of everything that has happened with this task

3.4 Accepting a task

On the task detail page, click Accept. You can optionally add notes (e.g. "Scheduled for Tuesday").

Once accepted, the requesting organisation is notified that you are working on it.

3.5 Submitting a report

When you have completed the work, click Submit Report on the task detail page.

You will see a form where you can:

1. Enter your findings as structured observations (if the care plan specifies what to measure)
2. Or enter free-text notes describing what was done
3. Add a summary message

Click Submit. The report is sent securely to the requesting organisation using an encrypted authorization key. You will see a confirmation receipt.

You cannot edit a submitted report. Double-check your entries before submitting. If you need to correct something, contact the requesting organisation.

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4) Understanding the care plan

Each task comes with a care plan that describes what the requesting professional needs from you. A care plan contains:

4.1 Goals

What the professional wants to achieve. For example:
- "Assess patient's mobility"
- "Monitor blood pressure over 2 weeks"

4.2 Activities

Specific things to do. Each activity may include:
- What to measure — e.g., blood pressure, range of motion
- How to respond — numeric value, categorical choice, or free text
- Whether it is required — some measurements are mandatory, others optional

4.3 Guided vs. manual responses

If the care plan includes structured activities with defined measurements, the portal shows a guided form with fields for each measurement. The portal validates your entries before submission.

If the care plan is general, you can submit a manual report with free-text notes.

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5) Receipts and audit trail

5.1 Receipts

Every time you submit a report, a receipt is created. View all receipts from the Receipts page. Each receipt shows:

• When the report was submitted
• A confirmation that it was delivered
• A hash of the payload (for integrity verification)

5.2 Audit log

The Audit page shows a chronological log of all actions on your tasks:

• When requests were received (sync)
• When you acknowledged a task
• When you submitted a report

This audit trail is tamper-proof and may be required for regulatory compliance.

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6) Data synchronisation

The portal automatically checks for new requests from the PDHC platform. This happens in the background — you do not need to do anything.

On the dashboard, the Sync status section shows:

• Last sync — when the portal last checked for new requests
• Requests synced — total number of requests received since setup
• Errors — if something went wrong with the connection

If sync appears stuck, click Sync Now on the dashboard to trigger a manual check.

Privacy note: When the portal checks for new requests, it first receives only a summary (no patient data). Patient data is only downloaded when a specific request is opened. This protects patient privacy in transit.

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7) Troubleshooting

Problem	What to do
Cannot log in	Check that your API key is correct. Ask your administrator for a new key if needed.
No tasks appearing	Check the sync status on the dashboard. Click "Sync Now". If errors persist, contact your administrator.
"Task not found" error	The task may have been reassigned or cancelled. Check with the requesting organisation.
Report submission failed	Check your internet connection. The portal will not lose your data — try again.
Sync error	Usually a temporary network issue. The portal will retry automatically. If it persists for more than an hour, contact your administrator.

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8) Glossary

Term	Meaning
ServiceRequest	A formal request from a healthcare professional to your organisation, containing a care plan and instructions
Care plan	The clinical goals and activities that describe what work needs to be done
Task	Your local working copy of a ServiceRequest — what you see in the portal
Receipt	Proof that your report was submitted and delivered
API key	Your authentication credential for the portal
Sync	The automatic process of checking for new requests from the platform
Grant token	A security key (handled automatically) that authorises data exchange for a specific request