Contents

Contents

Introduction — Using This Guide xiii

Chapter 1 — Getting Started 1

1.1 Logging in to License 2000 ............................................................................................... 2
1.2 The License 2000 Desktop ............................................................................................... 3
1.2.1 Toolbars ................................................................................................................ 3
1.2.2 Icons ..................................................................................................................... 4
1.3 License 2000 Navigation................................................................................................... 6
1.3.1 Hot-keys................................................................................................................ 6
1.3.2 Shortcuts............................................................................................................... 6
1.3.3 Keyboard Navigation ............................................................................................ 7
1.4 Standard Features of License 2000................................................................................ 10
1.4.1 Common Buttons and Windows ......................................................................... 10
1.4.2 Help..................................................................................................................... 10
1.4.3 Search Button ..................................................................................................... 19
1.4.4 New Button ......................................................................................................... 22
1.4.5 Remarks Button .................................................................................................. 23
1.5 Entering Information into License 2000 .......................................................................... 25
1.5.1 Date Validation ................................................................................................... 26
1.5.2 Drop-Down Lists ................................................................................................. 26
1.6 File Menu ........................................................................................................................ 27
1.6.1 Open Option ....................................................................................................... 28
1.6.2 Print Setup Option .............................................................................................. 29
1.6.3 Exit Option .......................................................................................................... 33

Chapter 2 — Mail Log Module 35

2.1 Searching for correspondence........................................................................................ 35
2.2 Logging in correspondence............................................................................................. 36
2.2.1 Editing mail log items.......................................................................................... 37
2.2.2 Deleting correspondence.................................................................................... 38
2.2.3 Recording multiple entries of similar documents ................................................ 38
2.3 Matching and unmatching mail items.............................................................................. 39
2.3.1 Matching mail items ............................................................................................ 39
2.3.2 Undoing matched mail items .............................................................................. 39

Chapter 3 — Checklist Module 41

3.1 Checklist Module Icons ................................................................................................... 42
3.2 File Menu ........................................................................................................................ 45
3.2.1 New Applications ................................................................................................ 45
3.2.2 Searching for Licensees ..................................................................................... 45

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3.2.3 Entering Applicant Information ........................................................................... 50

3.2.4 Application Information Window (for Facilities)................................................. 102
3.2.5 Additional Licenses........................................................................................... 125
3.2.6 New Archive...................................................................................................... 126
3.2.7 Reinstatement................................................................................................... 127
3.2.8 Transfer............................................................................................................. 131
3.2.9 Rescind ............................................................................................................. 133
3.2.10 Reapply ............................................................................................................ 135
3.2.11 Bulk Issuance of Licenses ............................................................................... 136
3.2.12 Delete ............................................................................................................... 138
3.3 Applicant Menu ............................................................................................................. 139
3.3.1 Edit.................................................................................................................... 139
3.3.2 Accounts ........................................................................................................... 140
3.3.3 Prerequisites ..................................................................................................... 155
3.3.4 Scheduling ........................................................................................................ 160
3.3.5 Inspection ......................................................................................................... 161
3.3.6 Background Check ........................................................................................... 173
3.3.7 Change ............................................................................................................. 188
3.3.8 Remarks............................................................................................................ 191
3.3.9 Holds/Alerts ...................................................................................................... 192
3.4 View Menu .................................................................................................................... 195
3.4.1 Details ............................................................................................................... 195
3.4.2 Public Info ......................................................................................................... 195
3.4.3 Owner History ................................................................................................... 196
3.4.4 Checklist History ............................................................................................... 197
3.5 Process Menu ............................................................................................................... 198
3.5.1 Work Flow......................................................................................................... 198
3.5.2 Checkoff............................................................................................................ 203
3.5.3 Approve............................................................................................................. 211
3.5.4 Expiration Date ................................................................................................. 219
3.5.5 Issue ................................................................................................................. 219
3.5.6 Letter of Authority ............................................................................................. 220
3.5.7 Withdrawal ........................................................................................................ 220
3.5.8 Deny.................................................................................................................. 221
3.5.9 Denial Appeal ................................................................................................... 222
3.5.10 Notification ....................................................................................................... 222
3.5.11 Verification ....................................................................................................... 225
3.5.12 Print Forms....................................................................................................... 225

Chapter 4 — Licensee Module 227

4.1 Searching for Licensees................................................................................................ 229
4.2 Returning to Search Results After Exiting Record(s).................................................... 233
4.3 Processing Licensee Records ...................................................................................... 238
4.3.1 General Tab...................................................................................................... 238
4.3.2 Licenses Tab .................................................................................................... 239
4.3.3 Education Tab................................................................................................... 244
4.3.4 Employment Tab............................................................................................... 245
4.3.5 Employees Tab................................................................................................. 246
4.3.6 Corporation Tab................................................................................................ 247
4.3.7 Public Information Tab...................................................................................... 248
4.3.8 Supplemental Information Tab ......................................................................... 249

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4.4 File Menu ...................................................................................................................... 250

4.4.1 View Hold/Alert ................................................................................................. 250
4.4.2 New Hold/Alert.................................................................................................. 251
4.4.3 Release Hold .................................................................................................... 253
4.4.4 Merge Person ................................................................................................... 253
4.5 Person/Facility Menu..................................................................................................... 254
4.5.1 Aliases .............................................................................................................. 255
4.5.2 Address History ................................................................................................ 255
4.5.3 Accounts ........................................................................................................... 257
4.5.4 All Licenses....................................................................................................... 257
4.5.5 Change History ................................................................................................. 258
4.5.6 Notification ........................................................................................................ 258
4.5.7 Invoice............................................................................................................... 259
4.5.8 Invoice Coupon................................................................................................. 260
4.5.9 Previous License .............................................................................................. 261
4.6 License Menu................................................................................................................ 261
4.6.1 Inspections........................................................................................................ 262
4.6.2 Prerequisites ..................................................................................................... 262
4.6.3 Prerequisite Users ............................................................................................ 264
4.6.4 Locum Tenens .................................................................................................. 265
4.6.5 Additional Duties............................................................................................... 267
4.6.6 Microfiche ......................................................................................................... 268
4.6.7 Extension Letter................................................................................................ 270
4.6.8 Printing.............................................................................................................. 271
4.6.9 History............................................................................................................... 276
4.6.10 Expense Accounts ........................................................................................... 282
4.7 Activities Menu .............................................................................................................. 283
4.7.1 Renew License ................................................................................................. 284
4.7.2 Change Status .................................................................................................. 288
4.7.3 Change Expiration ............................................................................................ 290
4.7.4 Change License Subtype.................................................................................. 291
4.7.5 Archive .............................................................................................................. 291
4.7.6 Check Self Prerequisites .................................................................................. 294
4.7.7 License Corrections .......................................................................................... 294

Chapter 5 — Quick Lookup Module 297

5.1 Viewing Licensee Information ....................................................................................... 297
5.2 Returning to Search Results After Exiting Licensee Record(s) .................................... 300
5.2.1 Opening a Single License................................................................................. 301
5.2.2 Opening an Additional License......................................................................... 302
5.2.3 Initiating a new search ...................................................................................... 304
5.3 File Menu ...................................................................................................................... 305
5.4 Person/Facility Menu..................................................................................................... 305
5.4.1 Aliases .............................................................................................................. 306
5.4.2 Edit.................................................................................................................... 307
5.4.3 Alerts/Holds ...................................................................................................... 307
5.5 Licenses Menu .............................................................................................................. 308
5.5.1 Print................................................................................................................... 308
5.5.2 History............................................................................................................... 309
5.5.3 Summary Report............................................................................................... 310

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Chapter 6 — Candidates Module 311

6.1 Events ........................................................................................................................... 311
6.2 File Menu ...................................................................................................................... 313
6.3 Candidate Menu............................................................................................................ 314
6.3.1 New................................................................................................................... 314
6.3.2 Participant Number Restriction ......................................................................... 316
6.3.3 Additional .......................................................................................................... 316
6.3.4 Edit.................................................................................................................... 320
6.3.5 Number ............................................................................................................. 321
6.3.6 Delete................................................................................................................ 322
6.3.7 Merge................................................................................................................ 323
6.3.8 Sign-In Sheet .................................................................................................... 323
6.4 Non-Events ................................................................................................................... 324
6.5 File Menu for Non-Events ............................................................................................. 326
6.5.1 New................................................................................................................... 326
6.5.2 Additional .......................................................................................................... 327
6.5.3 Candidate ......................................................................................................... 330
6.5.4 Delete................................................................................................................ 330
6.6 Merge Menu for Non-Events ......................................................................................... 331
6.6.1 Merge Candidates ............................................................................................ 331
6.6.2 Sign-In Sheet .................................................................................................... 331

Chapter 7 — Pre-Litigation Module 333

7.1 Viewing Pre-Litigation Cases ........................................................................................ 334
7.2 Creating Pre-Litigation Case Records .......................................................................... 336
7.2.1 General Tab...................................................................................................... 338
7.2.2 Persons Tab ..................................................................................................... 340
7.2.3 Panel Tab ......................................................................................................... 348
7.3 Pre-Litigation Menu ....................................................................................................... 352
7.3.1 Attorneys........................................................................................................... 353
7.3.2 Schedule Hearing ............................................................................................. 356
7.3.3 Pre-Litigation Milestones .................................................................................. 370
7.3.4 Set Up Specialist .............................................................................................. 372
7.4 Persons Menu ............................................................................................................... 375

Chapter 8 — Complaint Module 379

8.1 Searching for Records .................................................................................................. 379
8.1.1 Searching for complaints .................................................................................. 379
8.1.2 Searching for all respondents associated with a complaint.............................. 381
8.2 File Menu ...................................................................................................................... 382
8.2.1 Creating new complaint records ....................................................................... 382
8.2.2 Merge Correspondence .................................................................................... 420
8.2.3 Print Setup ........................................................................................................ 422
8.2.4 Launch NPDB/HIPDB Website ......................................................................... 423
8.2.5 Change User..................................................................................................... 424
8.3 Complaint Menu ............................................................................................................ 425
8.3.1 Attorneys........................................................................................................... 425

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8.3.2 Occurrence ....................................................................................................... 429

8.3.3 Other Complaints.............................................................................................. 431
8.3.4 Activities Button ................................................................................................ 435
8.3.5 Status History ................................................................................................... 436
8.3.6 Responsible Person History ............................................................................. 437
8.4 Persons Menu ............................................................................................................... 438
8.4.1 Attorneys........................................................................................................... 438
8.4.2 Compliance ....................................................................................................... 440
8.4.3 Inspections........................................................................................................ 440
8.4.4 Dispositions ...................................................................................................... 441
8.4.5 Print Form ......................................................................................................... 441

Chapter 9 — Diversion Module 445

9.1 Diversionee Menu ......................................................................................................... 446
9.1.1 Change Status .................................................................................................. 447
9.1.2 Address History ................................................................................................ 447
9.1.3 Change History ................................................................................................. 448
9.1.4 Status History ................................................................................................... 448
9.1.5 Scheduling ........................................................................................................ 449
9.1.6 Hearings ........................................................................................................... 449
9.1.7 New Event and Edit Event Windows ................................................................ 450
9.1.8 Result................................................................................................................ 466
9.1.9 Licenses............................................................................................................ 467
9.1.10 Monitoring Statistics ......................................................................................... 468
9.1.11 List All Cases ................................................................................................... 469
9.1.12 Add Complaint.................................................................................................. 470
9.2 Creating Diversionee Records ...................................................................................... 471
9.2.1 General Tab...................................................................................................... 473
9.2.2 Person Tab ....................................................................................................... 474
9.2.3 Milestones Tab ................................................................................................. 475
9.2.4 Waivers Tab...................................................................................................... 476
9.2.5 Monitors Tab..................................................................................................... 480
9.2.6 Monitoring Tab.................................................................................................. 487
9.2.7 Outcome Tab .................................................................................................... 492
9.2.8 Employment Tab............................................................................................... 493

Chapter 10 — Compliance Module 495

10.1 Searching for Licensees................................................................................................ 495
10.2 Opening Compliance Records ...................................................................................... 497
10.2.1 Violations Tab .................................................................................................. 497
10.2.2 Actions Tab ...................................................................................................... 498
10.2.3 Citation Tab...................................................................................................... 501
10.2.4 Monetary Penalties Tab ................................................................................... 505
10.2.5 Restitution Tab ................................................................................................. 515
10.2.6 Limits Tab......................................................................................................... 523
10.2.7 Monitoring Tab ................................................................................................. 525
10.3 File Menu ...................................................................................................................... 529
10.3.1 Launch NPDB/HIPDB Website ........................................................................ 530
10.4 Licensee Menu.............................................................................................................. 531
10.4.1 Notifications...................................................................................................... 531

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10.4.2 Add New Complaint ......................................................................................... 531

10.4.3 Change License Status .................................................................................... 532
10.4.4 Hearings ........................................................................................................... 533
10.4.5 Holds and Alerts............................................................................................... 535
10.4.6 Print Form ........................................................................................................ 535

Chapter 11 — Regulation Tracking Module 537

11.1 Entering regulations ...................................................................................................... 537
11.2 Editing regulations......................................................................................................... 539
11.3 Deleting regulations ...................................................................................................... 540
11.4 Tracking regulation activities......................................................................................... 541
11.5 Deleting regulation activities ......................................................................................... 543

Chapter 12 — Reports Module 545

12.1 Reports Overview.......................................................................................................... 545
12.1.1 Print Only Reports............................................................................................ 545
12.1.2 View with Print Option ...................................................................................... 545
12.2 Generating Reports....................................................................................................... 546
12.3 Report Selection Criteria ............................................................................................... 549
12.4 Sorting Reports ............................................................................................................. 550
12.5 Saving Reports.............................................................................................................. 551

Chapter 13 — Audit Tables Module 553

13.1 Process ......................................................................................................................... 553
13.1.1 Create Audit Table ........................................................................................... 554
13.1.2 Create AT Index ............................................................................................... 555
13.1.3 Suspend AT Process ....................................................................................... 562
13.1.4 Restart.............................................................................................................. 563
13.1.5 Drop AT Process.............................................................................................. 564
13.2 Query............................................................................................................................. 565
13.2.1 Opening audit tables ........................................................................................ 565
13.2.2 New Queries .................................................................................................... 567
13.2.3 Running Queries .............................................................................................. 567
13.2.4 Sorting Queries ................................................................................................ 568
13.2.5 Filtering Data.................................................................................................... 568
13.2.6 Print Setup ....................................................................................................... 568
13.2.7 Printing Query Results ..................................................................................... 568

Chapter 14 — Actual User Closeout Module 569

Chapter 15 — User Detail Listing Module 571

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Chapter 16 — CFS Module 573

16.1 New CFS Filings ........................................................................................................... 573
16.2 Buttons on the CFS Filing Window ............................................................................... 575
16.2.1 New Button....................................................................................................... 575
16.2.2 Edit Button........................................................................................................ 577
16.2.3 Terminate Button.............................................................................................. 578
16.2.4 Remarks Button ............................................................................................... 579
16.3 Tabs on the CFS Filing Window ................................................................................... 579
16.3.1 Debtor Tab ....................................................................................................... 579
16.3.2 Secured Party Tab ........................................................................................... 580
16.3.3 Collateral Tab................................................................................................... 580
16.3.4 Assignee Tab ................................................................................................... 582
16.4 Approving CFS Filings .................................................................................................. 585
16.5 Renewing CFS Filings................................................................................................... 586
16.6 Terminating CFS Filings................................................................................................ 586
16.7 Recording Fees............................................................................................................. 587
16.8 Allocating Payments...................................................................................................... 588

Chapter 17 — E-Mail Log Module 593

Chapter 18 — Bulk Module 595

18.1 Pre-Renewal Notices .................................................................................................... 595
18.2 Renewal Processing ..................................................................................................... 596
18.2.1 Generate .......................................................................................................... 597
18.2.2 Generating the Master License Renewal Process........................................... 599
18.2.3 Renew .............................................................................................................. 602
18.2.4 Lock Box Processing window .......................................................................... 608
18.2.5 Express Renewal ............................................................................................. 614
18.2.6 CE Auditing ...................................................................................................... 617
18.2.7 Process Lock Box ............................................................................................ 624
18.2.8 View Lockbox Log ............................................................................................ 633
18.3 Check CE ...................................................................................................................... 634
18.3.1 Printing Reports ............................................................................................... 635
18.3.2 Waiving CE requirements ................................................................................ 636
18.3.3 Changing license status ................................................................................... 637
18.4 Archive .......................................................................................................................... 637
18.5 Import ............................................................................................................................ 640
18.5.1 Zip Code Table................................................................................................. 641
18.5.2 MBOS............................................................................................................... 642
18.5.3 License ............................................................................................................. 644
18.5.4 Complaint ......................................................................................................... 645
18.5.5 Import Wizard................................................................................................... 646
18.5.6 Exam Score...................................................................................................... 654
18.5.7 MDBON (Import) .............................................................................................. 655
18.6 Export/Print ................................................................................................................... 660
18.6.1 Labels/Listing ................................................................................................... 660

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18.6.2 IVR ................................................................................................................... 666

18.6.3 MDBON (Export) .............................................................................................. 667
18.6.4 Export Setup Wizard ........................................................................................ 670
18.6.5 Export Processing ............................................................................................ 674
18.7 Inspections .................................................................................................................... 675
18.7.1 Assign Inspection ............................................................................................. 675
18.7.2 Generate Inspections ....................................................................................... 678
18.7.3 Inspection Log.................................................................................................. 682
18.7.4 Investigations/Inspections ................................................................................ 685
18.7.5 Quick Inspection Entry ..................................................................................... 687
18.8 Print ............................................................................................................................... 694
18.8.1 Print Manager................................................................................................... 694
18.8.2 Collated Merge................................................................................................. 703
18.9 Vouchers ....................................................................................................................... 704
18.10 Print Invoice .................................................................................................................. 708
18.10.1 Processing Current Invoice Batches................................................................ 709
18.10.2 Processing Previously Printed Invoices ........................................................... 710
18.11 Enter CE Credit ............................................................................................................. 711
18.11.1 Enter CE Credit by Course .............................................................................. 711
18.11.2 Enter CE Credits by License............................................................................ 714
18.11.3 Waiving CE Requirements ............................................................................... 725
18.11.4 Error Messages................................................................................................ 726
18.12 Enter Exam Scores ....................................................................................................... 728
18.12.1 Entering multiple exam scores — Standard Method ....................................... 728
18.12.2 Entering multiple exam scores — Expanded Method...................................... 731
18.13 Remittance Processor................................................................................................... 736
18.13.1 Bad Check........................................................................................................ 736
18.13.2 Single Payment ................................................................................................ 736
18.13.3 Using the Remittance Processor ..................................................................... 737
18.14 Verification .................................................................................................................... 737
18.14.1 Licensee Verification Wizard............................................................................ 738
18.14.2 Printing Verification Letters .............................................................................. 753
18.15 Bulk Changes ................................................................................................................ 754
18.15.1 Name/Address Change.................................................................................... 754
18.15.2 License Corrections ......................................................................................... 759

Chapter 19 — Accounting Module 763

19.1 Batch Transactions ....................................................................................................... 764
19.1.1 View ................................................................................................................. 764
19.1.2 Verify ................................................................................................................ 769
19.1.3 Verify Adjustments ........................................................................................... 772
19.2 Cash Batches ................................................................................................................ 773
19.2.1 Viewing and printing cash batches .................................................................. 773
19.2.2 Adding cash batches........................................................................................ 774
19.2.3 Closing a batch ................................................................................................ 775
19.3 Receive Payments ........................................................................................................ 776
19.3.1 Recording payments ........................................................................................ 776
19.3.2 Accessing the user profile ................................................................................ 780

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19.4 Payment History............................................................................................................ 783

19.5 Calculate Fee ................................................................................................................ 785
19.6 Record Fee ................................................................................................................... 786
19.7 Report of Collections..................................................................................................... 788
19.8 MDA Revenue Export ................................................................................................... 792
19.8.1 Generating the MDA Revenue Export ............................................................. 793
19.8.2 Viewing the Details of the MDA Revenue Export ............................................ 799
19.9 Adjust Fee ..................................................................................................................... 801
19.10 Adjust Refund................................................................................................................ 802
19.10.1 Adjusting a Refund........................................................................................... 803
19.10.2 Canceling a Refund.......................................................................................... 804
19.11 Deposit Listing............................................................................................................... 807
19.12 Post Late Fees .............................................................................................................. 808
19.13 Treasurer ROC Number................................................................................................ 811
19.14 Process Calculated Fees .............................................................................................. 812

Chapter 20 — Time Tracking Module 817

20.1 Employee ...................................................................................................................... 818
20.1.1 Creating Timesheets ........................................................................................ 818
20.1.2 Editing Timesheets........................................................................................... 824
20.1.3 Recording Comp Time ..................................................................................... 826
20.2 Supervisor ..................................................................................................................... 826
20.2.1 Approving Employee Timesheets .................................................................... 826
20.2.2 Changing Employee Timesheets ..................................................................... 829
20.2.3 Adding Employee Comp Time ......................................................................... 829
20.3 Accounting .................................................................................................................... 829
20.3.1 Approval timesheets......................................................................................... 830

Chapter 21 — Assignments Module 833

21.1 Assignments Module Overview..................................................................................... 833
21.2 Making Case Assignments — The Case Assignment Window ................................... 833
21.2.1 Making Automatic Assignments....................................................................... 837
21.3 Working with Assigned Cases — The Case Assignment Listing Window................... 839
21.3.1 Viewing/Changing Case Assignments ............................................................. 839
21.3.2 Accessing Other Modules — Licensee, Checklist, and Complaint................. 842

Appendix A — Using Templates in License 2000 A-1

Appendix B — Merge Code List B-1

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