You can update a provider's status in Provider Manager to reflect whether they are actively delivering services or are temporarily or permanently inactive. Keeping provider statuses up to date ensures your records are accurate and your team has a clear view of operational activity.
⚠️ Important: You'll need Administrator or Manager permissions to change a provider's status.
Provider status types
There are three status types available in Provider Manager.
Status | Description |
Active | The provider is operational and visible in system searches. |
Inactive | The provider has stopped operating and is hidden from most user views. |
Suspended | The provider is temporarily prevented from operating, often due to compliance or safety concerns. |
Who can change a provider's status
The following roles have permission to update a provider's status.
Role | Permission |
Administrator | Can change status. |
Manager | Can change status depending on your organisation's configuration. |
Standard user | Cannot change status. |
Viewer | Cannot change status. |
📌 Note: Contact your Administrator if you need your permissions updated.
Change a provider's status
You can update a provider's status from their provider record in Access Provider Manager (APM).
In the Provider Directory, click the provider you want to update.
Click Settings, then click Manage Provider.
Select Change Status.
Select the new status from the list: Active, Inactive, or Suspended.
Click Save to confirm the change.
⚠️ Important: Status changes take effect immediately and are visible to all users. Make sure you have selected the correct status before saving.
Good vs poor practice
Good practice:
Review provider statuses regularly to ensure records are accurate and up to date.
Use Suspended status for providers under investigation rather than setting them to Inactive, so the reason for their status is clear.
Document the reason for a status change in the provider's internal notes.
Poor practice:
Leaving a provider as Active after they have stopped operating.
Using Inactive status for a provider who is temporarily suspended, as this can cause confusion for other users.
Changing a provider's status without confirming the reason with your team.
Summary
Keeping provider statuses accurate ensures your team always has a clear and reliable view of which providers are operational. Use the correct status type for each situation and document any changes in the provider's internal notes.