Bulletin #3 (12/3/14)

Avatar Transition Bulletin #3

Updated Wednesday, December 3, 2014

(Originally posted November 7)


Go-Live scheduled for February

Go-Live is now tentatively scheduled for February 2, 2015, following adjustments based on a number of factors. We are awaiting further development to be completed by Netsmart, and internal testing is scheduled to be completed in advance of the revised Go-Live date.


Training to begin in early January

Comprehensive training for providers is tentatively scheduled to begin in early January. The schedule is not yet confirmed, but you are asked to maintain some flexibility to accommodate scheduling once we are able to confirm. A definitive training schedule will be released later this month. Please note that the ongoing User Acceptance (UA) testing mentioned in previous bulletins is not to be confused with Avatar training. UA testing is simply an introduction – for a small, representative sample of users – to the Avatar platform and its basic functions. All providers will receive training on Avatar and ProviderConnect, regardless of their participation in UA testing.


User Acceptance testing groups

Four groups were identified for UA testing: CARS (internal); Access Points; Care Management; and Providers. The first three groups have already participated in UA testing. Testing for the Providers group is postponed until further notice.


Super Users – Action requested

Agencies participating in UA testing are asked to identify one or two staff members to serve as Super Users, or internal champions who are willing to provide guidance and support to their colleagues in the transition to Avatar and ProviderConnect. Super Users may also be identified in other agencies (i.e. those not involved in UA testing) when the Avatar transition enters the training phase. We will be in contact soon to gather information on the Super User(s) your agency identifies.


Login information – Action requested

BHD-CARS staff has contacted most agencies to verify complete staff rosters in order to set up login credentials for access to Avatar and ProviderConnect. Thank you to those who have responded promptly to those information requests. If you received that request (sent November 19) but have not yet responded, please do so as soon as possible. Contact David Johnson with any questions.


NPI Information – Action requested

BHD-CARS needs to collect NPI information for every provider entity with which it has contracts or agreements. Along with the request for staff roster information, you should have also received a request to verify your agency's NPI number (as well as individual provider NPI numbers, if applicable). Please respond to that request promptly, or contact David Johnson if your agency did not receive the request (sent November 19). If your agency does not have an NPI number, we ask that you apply for one at:


The application process takes about 20 minutes. Please inform us upon completion of that application.

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