Enrollment tasks and PDF documents

After you submit an enrollment request, you may need to complete tasks to move the enrollment forward. Some tasks require you to upload documentation, such as completed forms or tax documents.

Stedi is automatically notified when you complete a task, and the enrollment process continues.

Task types

Tasks fall into three categories, which are reflected in the API as tasks[].definition:

• Follow instructions (followInstructions): Complete a specific action, such as logging into a payer portal or contacting a department. The task includes instructions explaining what to do.
• Provide information (provideInformation): Supply specific information or confirmation to Stedi. The task describes what information is needed.
• Provide documentation (provideFilledPdf): Upload PDF documentation related to the enrollment.

When a task requires documentation, Stedi may ask you to:

• Complete a template: Stedi provides a PDF template for you to download, fill out, and upload back to Stedi.
• Upload supporting documentation Stedi asks you to provide a document you already have, such as a W-9 form or voided check.

Manage tasks

When there's a new task that requires the provider to take action, Stedi adds a task to the enrollment request with instructions and sets the enrollment status to Provider Action Required. The email address listed as the Person for Stedi to contact will also receive a notification that there's a new task to complete.

You can complete tasks through the Stedi portal or programmatically through the API.

UI

You can review and manage tasks at the top of the enrollment request's details page in the Stedi portal. You must have the Operator role or above to complete enrollment tasks.

If the task requires documentation, the instructions will specify what you need to provide. Some tasks include a PDF template to download, fill out, and upload to Stedi. Other tasks may ask you to upload a document you already have, such as a W-9 form.

Once you've taken the required action, check the box next to the task to mark it as complete.

API

You may want to streamline your providers' workflows by allowing them to complete required enrollment tasks within your application. You can do this by integrating with Stedi's Enrollments API.

You can manage tasks with the following endpoints:

• List Enrollments or Retrieve Enrollment to retrieve tasks associated with an enrollment request. When a new task is added, the enrollment status changes to Provider Action Required. You can poll for enrollments with this status to detect new tasks.
• Update Enrollment Task to mark tasks as complete or update task details.

Standard task workflow

For provideInformation and followInstructions tasks that don't require a document upload, call the Update Enrollment Task endpoint to mark them complete.

The following example shows a followInstructions task on an enrollment request:

To complete this task, call the Update Enrollment Task endpoint with the task ID:

PDF upload workflow

When an enrollment requires additional documentation from the provider, Stedi adds a provideFilledPdf task to the enrollment request with instructions. Managing these tasks programmatically requires additional steps.

Follow this process to complete provideFilledPdf tasks.

1

Check if Stedi provides a template.

When a task requires downloading a form and reuploading the completed PDF, Stedi provides the PDF for download on the enrollment request.

1. Call either the Retrieve Enrollment or List Enrollments endpoint to retrieve the enrollment request details.

2. Check the tasks[].definition.provideFilledPdf.documentDownloadUrl property.

3. Do one of the following:

   • If documentDownloadUrl is present, retrieve it to use in the next step.
   • Otherwise, check the instructions property for details about what supporting documentation (such as the provider's W-9 form) is required. Then, skip to step 4 to upload that documentation.

2

Get the enrollment PDF template from Stedi.

Skip this step if uploading supporting documentation.

To retrieve the enrollment PDF template from Stedi:

1. Make an authenticated GET request to the documentDownloadUrl. This is the API URL for the Download Enrollment Document endpoint, prefilled with the proper document ID. Stedi returns a pre-signed URL in the downloadUrl property.

   The URL expires after 24 hours. If the URL expires before you download the PDF, call the endpoint again to get a new one.

2. Make a GET request to the downloadUrl to retrieve the PDF.

3

Complete the PDF template.

Skip this step if uploading supporting documentation.

The provider should complete the PDF template according to the instructions provided in the provideFilledPdf task and the form itself.

4

Upload PDF to Stedi.

Upload the required PDF documentation to the enrollment request. This is either a completed enrollment PDF template or supporting documentation (such as a W-9) that Stedi requested.

1. Call the Upload Enrollment Document endpoint with the enrollment ID.

   Stedi returns a pre-signed URL in the uploadUrl property you can use to upload the completed PDF to the enrollment request. The URL expires after 24 hours. If it expires, call the endpoint again to get a new one.

   You should also save the documentId returned in the response. You'll use it later to poll for the document's status and when completing the task.

2. Make a PUT request to the uploadUrl to upload the completed PDF to Stedi. The request must include the Content-Type: application/pdf header.

5

Poll for document status.

You must wait for the document's status to change from PENDING to UPLOADED before marking the associated task as complete. This typically takes less than 10 seconds.

You can poll the Retrieve Enrollment endpoint to check the status of the uploaded document. When the status is UPLOADED, the document has been successfully received and processed by Stedi.

Our TypeScript example shows how you might poll.

6

Mark the task as complete.

Once the document status is UPLOADED, call the Update Enrollment Task endpoint to mark the provideFilledPdf task as complete.

Review and download documents

You can upload documents through tasks Stedi assigns on the enrollment request. Stedi may also upload documentation throughout the enrollment process. You can review, download, or delete these documents as needed. Documents associated with an enrollment may include:

• Completed enrollment forms
• W-9 tax forms
• Voided checks
• Other documentation that Stedi completes and submits to the payer

UI

To review, download, or delete documents associated with an enrollment request:

1. Go to the Enrollments page and click the enrollment request.
2. Scroll to the Documents section at the bottom of the page.

In the Documents section, click any document to view it in your web browser. You can also click ... (ellipses) to the right of the document to:

• Download the original PDF file.
• Copy a secure link to view the file, which you can share with any member of your Stedi account.
• Delete the file, if necessary.

API

You can use the following API endpoints to manage documents on an enrollment request programmatically:

• Upload Enrollment Document: Get a pre-signed URL to upload a PDF document related to a task. This endpoint requires a taskId - you can only use it as part of the PDF upload workflow for provideFilledPdf tasks.
• Download Enrollment Document: Get a pre-signed URL to download a specific PDF document related to an enrollment request.
• Delete Enrollment Document: Delete a specific PDF document related to an enrollment request.