Sometimes you will find that an existing Individual does have an affiliation with an organization. In these cases, please link the individual to the organization using the below process.
Note: Verify the individual doesn’t have any duplicate records. If not, proceed.
***Make sure email address is current before linking so that they will receive the auto “welcome” email. See pages 4 & 5 on how to update email.
If they have duplicate records, email the Member Experience Team to merge records. Note which individual record to keep. ***Verify that the organization is in netForum. If not, follow SOP for adding an organization.
Go to the Relations tab.
Click on the + to the far right of the Organization tab.
Type in the name of the organization that you want to link the individual to
Select the correct record [if there are many records with the same name, look for the org#]
Select relationship type from the drop-down menu
Check the primary? box [if this is their primary organization/practice]. You can add “owner” and give admin access here, too. Click SAVE
- Go to the Contact Info tab
- Click on the + to the far left of the Addresses tab [highlighted in yellow]
- In the select contact to link field, select the appropriate organization from the drop-down menu [there may be multiples]
- In the select address to link field, select the appropriate address [There may be multiple addresses, such as, business, invoice, shipping, subscription]
- In the address linking method field, select linking
- In the address type field, select the appropriate type [business, invoice, mailing, subscription...]
- If the address is primary, check the primary? box.
- If the address is also the billing address, check the billing? box.
- Click SAVE
NOTE: There cannot be two business addresses in netFORUM. Either remove the OLD one or change one of them to shipping address.
- To remove an address, click on the pencil next to the address that you want to remove.
- Click the Delete button. If you get an error message, click on the Update box to hide/disable record?
- Click Save
Email – verify correct or add
To update the email address, go to the Contact Info tab.
Click on the pencil in the E-Mail Address tab.
Update email address and click SAVE.
To Add an email address, click on the + to the left of the E-Mail Addresses tab [highlighted in yellow]
Select the e-mail type from the drop-down menu, add the email address, check the primary box, click SAVE.
Phone and Fax Numbers
- To add the organization’s phone and fax number, click on the + to the left of the Telephone Numbers and Fax Numbers tab in Contact Info tab.
- In the select contact to link field, select the organization from the drop-down menu
- In the select # to link field, select the correct phone number [will default to the org’s ph#]
- In the linking method, select linking from the drop-down menu
- In the phone type, select the appropriate type from the drop-down menu
- Check the primary? box if this is the primary phone number
- Click Save
NOTE: Remove any old phone numbers by clicking on the pencil next to the phone number you want to delete and click on the Delete button.
If you get an error message when you click Delete, click on the pencil and check the hide/disable and click Save
Mark an individual as an Owner and a Medical Director:
Go to the Individual’s record.
Go to the Relations tab.
Click on the + to the far right of the Organization tab.
Enter the org name (start typing and click on the appropriate one)
For Relationship Type, choose Medical Director
Click on the box for Primary
If you have any feedback on this article, we would greatly appreciate it if you could send it to liana.jensen@aaha.com.