Data Entry Operator Guide

DEO / Intake Coordinator Guide  

 

👤 Role: Data Entry Operator (DEO) / Intake Coordinator 

🎯 Objective: 

To intake new ECM members into the system using either manual entry (via Member Intake Form – MIF) or by uploading bulk files received from MCPs. DEOs play a critical foundational role in initializing the member journey. 

 

✔  Pre-Conditions 

  • You must have Command Center access with DEO permissions 
  • Member data must be available from: 
  • A formatted Member Information File (MIF) from the MCP 
  • Manual intake (walk-ins, referrals, phone interviews) 

 

🧭 Key Navigation Areas (in Command Center) 

Path  Function 
Manage → Member Intake Sheets  Create or edit individual member records (MIF) 
Data Management → Bulk Data Upload  Upload member data from MCP-provided files 
Manage → All Member Status  Verify intake success and program assignment 

 

🔁 Manual Member Intake (MIF) 

Step 1: Open the Intake Form 

  • Navigate to Manage → Member Intake Sheets 
  • Click + New Member or use Action → Edit to modify an existing entry 

Step 2: Enter Member Data 

Fill out the required fields: 

  • Member CIN (unique ID) 
  • First Name, Last Name 
  • Date of Birth, Gender, Race, Ethnicity 
  • Contact Info (Phone, Address) 
  • Preferred Language (Spoken and Written) 
  • Select Program = ECM from the dropdown 

✔  Click Save to complete. Member now appears in the system. 

Note: After creating a new member, you must refresh the view to see the new member reflected in the view. To do this, follow these steps: Click on ‘Advanced Filters’ in the top right corner → Click ‘Refresh’ in the expanded panel. 

 

🔁 Bulk Member Intake via File Upload 

 

Sample File is located here:  Anthem MIF File.xlsm 

(You can download the file and change the MCIN (first column, member name, etc.) 

 

Step 1: Navigate to Upload Screen 

  • Go to Command Center → Data Management → Bulk Data Upload 

Step 2: Prepare the Excel File 

  • Use the ECM-specific template from your team 
  • Complete the required fields: 
  • CIN (must be unique) – if a duplicate CIN is detected, the row will be ignored 
  • Name, DOB, Gender, Contact Info 
  • Program = ECM must be selected 

Step 3: Upload the File 

  • Choose Type of Data = Members 
  • Choose the Health Plan 
  • Choose Health Program = ECM 
  • Upload the file and click  ‘Upload’ 

✔  A success message will confirm the upload. Members will now appear in: 

  • All Member Status 
  • Member Intake Sheets 

 

🔍 Post-Intake Validation 

After successful intake: 

  • ✔  Confirm each member shows Program = ECM in All Member Status 
  • ✔  Review uploaded fields for completeness 
  • ✔  Notify the Supervising Case Manager (SCM) to initiate assignment 

You may: 

  • Use Action → Edit in Intake Sheets to make corrections 
  • Flag duplicate or bad records to Admin for cleanup 

 

🛠️ Tips for DEO Success 

✔  Do  ✘ Don’t 
Verify CINs are unique before upload  Upload outdated or misaligned templates 
Confirm Program = ECM in each entry  Attempt to assign or enroll members 
Use standard naming conventions  Skip fields marked as required 
Flag issues to Admin or SCM early  Edit completed records without approval 

 

📌 Common Intake Errors to Avoid 

  • ❗ Duplicate CIN – row will be skipped silently 
  • ❗ Program not selected – member won’t be connected to ECM 
  • ❗ Missing DOB or Contact Info – invalid entry 
  • ❗ MIFs saved in wrong format (e.g., .csv) – upload will fail 

 

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