BHSDSTAR Workbooks Provider User GuideVersion 1.1

User Guide-SYNAR CoordinatorVersion 1.1Updated 9/15/17

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BHSDSTAR Workbooks Provider User GuideVersion 1.1

Table of Contents

1. Purpose and Introduction...................................................................................................................32. Log In, Navigation, and Account Settings............................................................................................3

2.1 To Log in:.....................................................................................................................................32.2 To edit Profile Settings:...............................................................................................................42.3 To edit Password:........................................................................................................................42.4 To contact Support via Email:......................................................................................................52.5 To Logout:................................................................................................................................... 5

3. Data File Uploads................................................................................................................................63.1 Navigation................................................................................................................................... 63.2 Synar Merchant File Specifications.............................................................................................63.3 Synar Person File Specifications..................................................................................................73.4 Synar Visit File Specifications......................................................................................................8

4. Manage Merchants.............................................................................................................................84.1 Search for / Edit / Delete an existing Merchant..........................................................................84.2 Add a new Merchant...................................................................................................................9

5. Manage People................................................................................................................................. 105.1 Search for / Edit an existing Person...........................................................................................105.2 Add a new Person..................................................................................................................... 11

6. Assign Visits.......................................................................................................................................116.1 Search for / Un-assign an Existing Visit.....................................................................................116.2 Assign a new Visit......................................................................................................................12

7. Visit History.......................................................................................................................................137.1 View a Completed Visit.............................................................................................................137.2 Reset a Conducted Visit............................................................................................................ 14

8. Questions.......................................................................................................................................... 14

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1. Purpose and Introduction

This document describes the basics of navigating through the BHSDSTAR Synar Coordinator module including log in, managing Merchants/Adults/Youths, assigning visits and running reports.

2. Log In, Navigation, and Account Settings

2.1 To Log in:

1. From the desktop double-click your internet browser to launch. (For best results we recommend Goggle Chrome but other browsers can also be used.)

2. Enter https://star.bhsdstar.org/in the browser window and press the Enter key.

3. Click in the Username field and enter user name.4. Press the tab key or click in the Password field and enter user password.5. Click the Login button.

6. Depending on permissions, a Welcome Screen will be displayed with a list of accessible Providers and/or Programs. If users have access to a single Provider and/or Program, the Welcome Screen will be skipped and users are taken straight to the Synar Tracking page.

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Tip: Items requiring action are displayed with an Icon listing the # of items for each Tracking Item. The buttons below these icons will allow you to take action.

2.2 To edit Profile Settings:

1. Click on your logged in Name in the upper right corner.2. Click Update Profile.

3. Click the field you want to edit and enter new information.4. Click Update.

2.3 To edit Password:

1. Click on your logged in Name in the upper right corner.

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2. Click Change Password.3. Enter current password.4. Enter a new password.5. Re-enter the new password.6. Click Update.

2.4 To contact Support via Email:

1. Click on your logged in Name in the upper right corner.2. Click Contact Support.

Tip: Never send a client’s name in the free text section of the email-refer to them by their ID number.

2.5 To Logout:

1. Click on your logged in Name in the upper right corner.2. Click Logout.

3. Data File Uploads

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3.1 Navigation

1. Click the Take Action button underneath the Data File Uploads icon2. Select a File Type: Synar Merchant, Synar Person or Synar Visit3. Click the Choose File button and select a document to upload4. Click Submit File

3.2 Synar Merchant File Specifications

Field Name Description Required Validation

1 Outlet ID ID of the merchant outlet; this ID is self-assigned

Yes

2 Merchant Name The name of the merchant

Yes

3 Name of Owner The owner of the outlet Yes4 Address The address of the outlet Yes5 City The city of the outlet. Yes6 State Code The abbreviated state of

the outletYes

7 Zip Code The zip code of the outlet Yes8 Phone Number The phone number of the

outletYes

9 County The county of the outlet Yes10 Merchant Type Yes Must be one of the following values:

OTC – Over the Counter OTC – Cigars Only OTC – Single Cigarette OTC – Lounge/Bar OTC – Vapors

11 Geographic Area Yes Must be one of the following values: Frontier Indian Territory Rural Urban

12 Stratum Yes Stratum 1 – Stratum 1213 Latitude Yes Must be between -90 and 9014 Longitude Yes Must be between -180 and 180

3.3 Synar Person File Specifications

Field Name Description Required Validation

1 Person Type Adult or Youth Yes Must be one of the BHSD User Guide Page 6 of 14

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following values: Adult Youth

2 First Name The first name of the person

Yes

3 Last Name The last name of the person

Yes

4 Date of Birth The date of birth of the person

Yes for Youth

5 Gender Female or Male Yes Must be one of the following values: Female Male

6 Effective Begin Date The begin date for the person

Yes

7 Effective End Date The end date for the person

Yes End Date must come before Youth’s 18th birthday

To deactivate an Adult, set End Date before the current date

8 Location NPI The NPI of the Provider Location, as defined in BHSDSTAR

Yes

3.4 Synar Visit File Specifications

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Field Name Description Required Validation

1 Outlet ID ID of the merchant outlet, as defined in the Manage Merchants section

Yes

2 Visit Type ID Education, Compliance or Enforcement Visit

Yes Must be one of the following values: Education Enforcement Compliance

3 NPI The NPI of the Provider Location, as defined in BHSDSTAR

Yes

4 Fiscal Year The corresponding fiscal year of the visit

Yes YYYY

4. Manage Merchants

4.1 Search for / Edit / Delete an existing Merchant

From the Synar Tracking page:

1. Click on the Take Action button underneath the Manage Merchants icon.2. Enter an Outlet ID.3. Enter a Merchant Name.4. Enter an Address.5. Enter a City.6. Click Search.

Tip: None of the Merchant fields are mandatory when searching for existing Merchants. Clicking ‘Search’ without input in any of the search fields will display all existing Merchants.

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7. A list of Merchants is displayed. 8. Click the teal Edit button to edit the information for that Merchant.9. Click the teal Delete button to delete the Merchant.

4.2 Add a new Merchant

1. Click on the Take Action button underneath the Manage Merchants icon.2. Click the Add Merchant button.3. Enter an Outlet Id.4. Enter the Merchant Name.5. Enter the Merchant Owner Name.6. Enter the Address.7. Enter the City.8. Select the State from the drop-down list.9. Enter the Zip Code.10. Enter the County.11. Enter the Phone Number.12. Select a Geographic Area from the drop-down list.13. Enter the Latitude.14. Enter the Longitude.15. Select the Merchant Type from the drop-down list.

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16. Select the Stratum from the drop-down list.

5. Manage People

5.1 Search for / Edit an existing Person

From the Synar Tracking page:

1. Click on the Take Action button underneath the Manage People icon.2. Enter a Person ID.3. Select a Person Type from the drop-down list.4. Enter a Name.5. Select a Provider Location from the drop-down list.6. Select an Active status from the drop-down list.

Tip: None of the Person fields are mandatory when searching for existing People. Clicking ‘Search’ without input in any of the search fields will display all existing People.

7. A list of People is displayed. 8. Click the teal Edit button to edit the information for that Person.

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5.2 Add a new Person

1. Click on the Take Action button underneath the Manage People icon.2. Click the Add Person button.3. Select Person Type from the drop-down list.4. Enter the First Name.5. Enter the Last Name.6. Enter the Date of Birth.7. Select the Gender from the drop-down list.8. Select the Provider Location from the drop-down list.9. Select the Active status from the drop-down list.10. Select the Begin Date from the calendar-picker.

6. Assign Visits

6.1 Search for / Un-assign an Existing Visit

From the Synar Tracking page:

1. Click on the Take Action button underneath the Assign Visits icon.2. Enter an Outlet ID.3. Enter a Merchant Name.4. Enter a Vendor Name.5. Select a Visit Type from the drop-down list.6. Select a Fiscal Year from the drop-down list.

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Tip: None of the Visit fields are mandatory when searching for existing Visits. Clicking ‘Search’ without input in any of the search fields will display all existing Visits.

7. A list of Visits is displayed. 8. Click the teal Un-Assign button to remove that assignment.

6.2 Assign a new Visit

1. Click on the Take Action button underneath the Assign Visits icon.2. Click the Assign Visit button.3. Select Merchant from the drop-down list.4. Select Vendor from the drop-down list.5. Select Visit Type from the drop-down list.6. Select Fiscal Year from the drop-down list.

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7. Visit History

7.1 View a Completed Visit

1. Click on the View button underneath the Visit History icon.2. A list of all visits marked as ‘conducted’ or ‘not conducted’ is displayed.

3. Click the teal View Result link to see the results of the visit in hard copy format.

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7.2 Reset a Conducted Visit

1. Click on the View button underneath the Visit History icon.2. A list of all visits marked as ‘conducted’ or ‘not conducted’ is displayed. 3. Click the teal Reset Visit link.4. The visit will reappear in the “Assigned Visits” section for Synar Providers.

8. Questions

For any questions email to support@bhsdstar.org.

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