Compliance Document Manager User Guide

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1 Compliance Document Manager User Guide CONTENTS Overview...2 System Requirements...2 Log In...3 Navigation...4 Navigating Compliance Manager...4 Screen Vendors...5 Manage Oversight...6 My Calendar...6 Vendor Overview...7 Compliance Documents...7 Company Documents...7 Shared Documents...8 Document Transfer...10 Document Assignment...11 Request Document...12 Classification...13 Business Associate Category...13 Settings...14 Document Type...14 Business Associate (BA) Category

2 Overview Compliance Document Manager is an application for providers to identify, organize and manage oversight of their business associates. Through using Compliance Document Manager, users have the ability to classify vendors on BA risk and manage classifications with ability to send notes and requests to the vendors. Benefits Business associate vendor screening management Ability to assign business associate status not started, not BA, potential BA, BA, agent Dashboard for quick glance on business associate status Track business associate screening status of all vendors Track verification status of all vendors identified as probable business associates Managing oversight of business associates, BAAs and other related regulatory documents Assign business associate documents Send document requests to vendor through secured document transfer feature Track status of documents Not Started, Completed, Verified, etc. Assign unique categories to business associates Maintain business associate contacts Add notes and tasks This guide offers step-by-step processes for classifying vendors according to their Business Associate status and managing oversight of the entire process. SYSTEM REQUIREMENTS Vendormate Compliance Document Manager is compatible with the following browsers: Windows Internet Explorer (v8 and above) Mozilla Firefox (v6 and above) Google Chrome (v16 and above) TIP! You must enable pop-ups and should add vcm.vendormate.com to your list of secure trusted sites. 2

3 LOGIN To Log In: 1. Go to 2. Type Username (corporate address) and Vendormate Password. 3. Click Log in to enter Vendormate. 4. Once logged in, select the blue Compliance tab located at the top of the page. 3

4 NAVIGATION Navigating Compliance Document Manager BA Screening Provides representation. of how your active vendors have been classified in regards to being business associates or not BA Oversight Links to oversight status reports of the vendors in which you ve classified as business associates KEY BA Screening Not Started: The screening process for these. vendors has not started. Not BA: These vendors are not business associates, per your organization s policy. Potential BA: It is undecided whether or not these vendors are business associates; further research. is needed. BA: These vendors are business associates or. agents, per your organization s policy. BA Oversight Not Started: No document requests have begun. on these business associates or agents. Unopened: Document requests have been sent. to these business associates, but not yet opened. Opened: Document requests have been opened. by the business associates. WIP: Document requests are in process with these business associates. Completed: These business associates have. provided all requested documents. Verified: An individual has reviewed what the BA provided and accepts all documents. 4

5 SCREEN VENDORS Screen Vendors is available from the Compliance / Business Associate drop-down menu. This page allows you to classify active vendors based on whether or not they are Business Associates as well as assign categories to those that are likely business associates. Screen Vendors links to To Screen: your active vendors report. 1. Select the vendor(s) that you would like to classify to the left side of the Vendor Name column. Actions enables you to classify your vendors according to their BA Status. 2. Click on the Actions drop-down menu to select the business associate status that you would like to classify the vendor(s) as. 3. Click Submit when the dialog box appears. Taking the oversight process a step further is categorizing your BAs and Potential BAs to further state what type of business associate the vendor is. To categorize vendors in bulk, go through the following steps: 4. Select the vendor(s) that you would like to categorize to the left of the Vendor Name column. 5. Click on the Actions drop-down menu to select the Assign Category option 6. Move the appropriate categories from the left box to the right box. 7. Click Continue. 5

6 MANAGE OVERSIGHT Manage Oversight links to a list of anyone classified as BA or Agent. Actions enables you to request alreadyassigned documents and/or log activity. Using the options under Actions is great for when you want to send document requests or log activity for more than one vendor at once. MY CALENDAR My Calendar displays your Tasks and Trackers from all Vendormate modules that you have access to. 6

7 VENDOR OVERVIEW Vendor Name links to Vendor Overview. VENDOR OVERVIEW COMPLIANCE DOCUMENTS Company Documents Company Documents displays company-level documents loaded by a representative from that company during registration with your health system. To View a Company Document: 1. Select the name of a document. 2. The document will open in read-only format. 7

8 VENDOR OVERVIEW COMPLIANCE DOCUMENTS (cont d) Shared Documents Shared Documents lists shared documents the vendor is being asked to provide or has provided. To Add a Shared Document: 1. If you see the Add link next to a document, select it. 2. If prompted, enter the Effective and. Expiration Dates. 3. Click Upload and locate shared. document on your computer. 4. Assign the proper Verification Status to the document. 5. Click Save. To View a Shared Document: 1. If you see the View link next to a document, select it. 2. A pop-up window will appear with the document name. Select the file name. and the document will open in. read-only format. 8

9 VENDOR OVERVIEW COMPLIANCE DOCUMENTS (cont d) Shared Documents (cont d) To Edit a Shared Document: 1. Click the blue hyperlinked document name under the Document Type column. 2. Click the Edit tab. 3. Make your desired changes. 4. Click Save. 9

10 VENDOR OVERVIEW COMPLIANCE DOCUMENTS (cont d) Document Transfers Document Transfers displays record of all current and past Document Requests. To View the Current Document Request: 1. Select the View Current Document Request button (if there is a current one,. the button will be orange and clickable;. if there is not a current one, it will be. grayed out). To Add a Note to the Current Document Request for Vendor to Read: 1. Select the View Current Document Request button (if there is not a current. document, the button will be grayed out). 2. A pop-up window will appear with details. for that current request. 3. Scroll to the bottom of the window and. enter your Note. 4. Click Submit. 10

11 VENDOR OVERVIEW COMPLIANCE DOCUMENTS (cont d) Document Assignment Document Assignment displays documents that are being required of the vendor based on their business associate category assignment. You can edit the assignment here if needed. To Edit Available or Assigned Document Types: 1. Move the desired required documents. from the left box to the right box. 2. Move the documents that you don t want required of the vendor from the. right box to the left box. 3. Click Save. 11

12 VENDOR OVERVIEW COMPLIANCE DOCUMENTS (cont d) Request Document Users can send document requests to vendors whenever at least one Shared Document has been required. To Send a Document Request: 1. First, make sure you have at least one. contact listed under the Contacts tab so. that you can send a request. 2. Click the Request Document button. from anywhere within the Compliance Documents tab. 3. You will see a confirmation page, click Continue. 4. You will then have the opportunity to write. a Note. 5. Click Submit when ready to send to. the vendor contacts. 12

13 VENDOR OVERVIEW CLASSIFICATION BA Category Part of managing oversight of your business associates is understanding their role and categorizing them properly. You will have the ability in the Settings section to establish compliance document requirements for each unique BA Category. To Assign BA Categories to a Vendor: 1. Navigate to the Classification tab, then the BA Category sub-tab. 2. Move the appropriate category from the left box to the right box. 3. Click Save. TIP! If you don t see the Category you are looking for, make sure it s set up via the Settings/ Compliance/BA Category section first. 13

14 SETTINGS The Settings section is found at the top, right-hand side of the screen in the blue bar and is available from any page that an administrator is on. Only Administrators will have access to the Settings section. There are several options under the Settings menu. Access will be based on which Vendormate solutions your organization is using. For Compliance Document Manager, you will see at least the following choices: Global and Compliance. Settings/Global/Document Type Vendormate provides you with the standard list of documents that you can choose from. It s then up to you to decide which ones you could potentially want to use and require of your vendors. To Customize Document Types: 1. Choose Settings / Global / Document Type. 2. Select Add Document. 3. The documents you are currently using. will be in the Used box. 4. Move any others that you desire to use during your Oversight process from the. left box to the right box. 5. Click Save. 14

15 SETTINGS (cont d) Settings/Global/Document Type (cont d) To Edit or Delete a Document Type: 1. From the Document Type tab, select the blue hyperlinked document name. 2. Click the Edit tab. 3. You can edit Description, Instruction, and Reference Template as desired. 4. Click Save or Delete. 15

16 SETTINGS (cont d) Settings/Compliance/BA Category Vendormate provides you with the standard list of categories that you can choose from. It s then up to you to decide which ones you could potentially want to use and assign to your vendors. To Customize BA Categories: 1. Choose Settings / Global / BA Category. 2. Select Add Category. 3. The categories you are currently using will be in the Used box. 4. Move any others that you desire to use during your Oversight process from the left box to the right box. 5. Click Save. 16

17 SETTINGS (cont d) Settings/Compliance/BA Category (cont d) To Edit or Delete a BA Category: 1. From the BA Categories tab, select the blue hyperlinked category name. 2. Click the Edit tab. 3. You can edit Description and Required Document Type. 4. Click Save or Delete. Vendormate is a registered trademark of Vendormate, Inc. All rights reserved. H PCM

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