# Provider Portal — User Guide > For healthcare professionals and provider administrators. > No technical knowledge required. --- ## 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. --- ## 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 --- ## 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. --- ## 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. --- ## 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. --- ## 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. --- ## 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. | --- ## 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 |