Compliance Document Manager User Guide

Transcription

1 Compliance Document Manager User Guide Contents OVERVIEW... 3 SYSTEM REQUIREMENTS... 3 VENDORMATE PASSWORD REQUIREMENTS... 3 LOGIN... 4 THE HOME SCREEN... 5 BA Screening... 5 BA Oversight... 5 My Screening Reports... 5 My Oversight Reports... 5 SCREEN VENDORS... 7 Searching for Vendors... 8 MANAGE OVERSIGHT MY CALENDAR THE BA OVERSIGHT TAB Categorization BA Screening Status BA Categories To assign a BA category Contacts Document Assignments To confirm document assignments and request BA documents To send multiple BAA requests Shared Documents To review and change the status of a document returned by a vendor To load a document on a vendor s behalf Document Transfers To View the Current Document Request To Add a Note to the Current Document Request and send a reminder REPORTS Creating and Saving Reports Vendormate, a GHX Company Compliance Document Manager 1 1

2 To Create a Report by Customizing Column Headings Global Reports To view the BAs With no Contact Information Report To view the Business Associate Screening Report How to Get the Most from the Business Associate Screening Report SETTINGS Global Settings Users To add a user: To Deactivate a User Set-up Data Document Type To Customize Document Types To Edit or Delete a Document Type Compliance/BA Category To Customize BA Categories To Edit or Delete a BA Category Vendormate, a GHX Company Compliance Document Manager 2

3 OVERVIEW Compliance Document Manager enables providers to identify, organize and manage oversight of Business Associates (BA). The intuitive Compliance Document Manager interface makes it easy to identify BA relationships, manage required documents and send BA requests to vendors. Manage Business Associate vendor screening: Assign Business Associate status: Not started, Not BA, Potential BA, BA, Agent View the Dashboard for a quick glance of Business Associate status Track Business Associate screening status of all vendors Manage oversight of Business Associates: Assign unique categories to Business Associates Maintain Business Associate contacts Assign Business Associate documents Send document requests to vendors through a secured document transfer feature Request BAAs and other related regulatory documents Track the status of documents: Not Started, Completed, Verified, etc. 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 (version 8 and above) Mozilla Firefox (36, 37, 38) Google Chrome (43.xx.xx) TIP! You must enable pop-ups and you should add to your list of secure trusted sites. VENDORMATE PASSWORD REQUIREMENTS Must contain at least one letter (a-z or A-Z) Must contain at least one special character $, ^, *, (, ),_, ~.?) Must contain at least one number (0-9) Must be at least 8 characters long Cannot contain these special characters (#, &, %, <, >, [, ], {, }, \, ", +) Cannot contain spaces Vendormate, a GHX Company Compliance Document Manager 3

4 LOGIN 1. Go to 2. Type your Vendormate Username (corporate address) and Password. 3. Click Log in. 4. Once logged in, select the blue Compliance tab located at the top of the page. Vendormate, a GHX Company Compliance Document Manager 4

5 THE HOME SCREEN The Home Screen shows the status of your BA screening and oversight program at a glance. The two pie charts represent vendors in various stages of the process. BA Screening Shows the Business Associate screening status of vendors who are found in your Vendormate network. This includes vendors who have previously or are currently participating in your credentialing program and vendors added from a vendor file (when applicable). Not Started: The screening process for these vendors has not begun. Not BA: Based on your standards and policies, these vendors are not Business Associates. Potential BA: Further research is needed to determine whether or not these vendors are Business Associates. BA: Your organization has determined that these vendors are Business Associates or Agents. You can see a list of vendors that fall under each category by clicking the label or the associated color in the pie chart. To refresh the data, click the arrows icon strip to view the newly updated statistics., click Ok to acknowledge the refresh request, and then click Compliance in the blue tab BA Oversight Shows the current status of vendors who have been classified as Business Associates and points you toward the next step in the process of requesting and verifying required documents. Not Started: No document requests have been sent to these Business Associates or Agents. Unopened: Document requests have been sent to these Business Associates, but not yet opened. Opened: Document requests have been viewed by these Business Associates, but no action has been taken. WIP: Document requests are in process with these Business Associates (for example, they may have provided some of the requested documents.) Completed: These Business Associates have provided all requested documents. Verified: An authorized member of your staff has reviewed and approved all documents provided by the BA or Agent. My Screening Reports This is where you create and save reports related to the determination of BA status for vendors. You ll find additional details in the Reporting section of this guide. My Oversight Reports Use this area to create and save reports related to managing vendors that you have determined are BAs or Agents. You ll find additional details in the Reporting section of this guide. Vendormate, a GHX Company Compliance Document Manager 5

6 Image of the Home Screen Vendormate, a GHX Company Compliance Document Manager 6

7 SCREEN VENDORS Screen Vendors is found on the Compliance > Business Associate drop-down menu and brings up a list of vendors whose BA status has not been determined. If you already know the action you would like to take with a specific vendor or vendors: 1. Select the vendor(s) using the checkbox to the left of the Vendor Name column. 2. Click on the Actions drop-down menu to select the desired action to be taken with the selected vendor(s): Classify as Not a BA Classify as a Potential BA Classify as a BA Classify as an Agent Assign Category - BA Categories are products or services that a vendor provides which typically require access to PHI and, therefore, result in a business associate relationship.for more information, see the section on BA Categories. Invite the vendor(s) to join your network 3. If you are unsure of the action to take with a particular vendor, see the section of this guide entitled The BA Oversight Tab. Simply click on the vendor s name, then use the subtabs under BA Oversight to move vendors through the screening process. Vendormate, a GHX Company Compliance Document Manager 7

8 Searching for Vendors You will be presented with a list of vendors arranged under specific columns, much like a spreadsheet. The top row of each column provides a space for you to customize which data are displayed in that column, by applying filters. In each case, you can either enter a value, or select from a drop-down menu to explore the data from your vendor list. For example: 1. If you enter Vendormate into the Vendor Name column, and then press Enter, all vendors with that name will be shown. 2. Selecting Not Started, Unopened, Opened, WIP, Verified or Completed from the BA Oversight Status column displays only vendors who meet that criteria. 3. You can select additional columns to use or eliminate columns you do not wish to use by clicking the Customize Columns button. 4. Select column headings and using the arrows (> <) to move the column headings you wish to use from the Available box on the left to the Used box. Within the Used box you may drag and drop column headers to reorder the report s columns. Note: single arrows (> <) move selected items, double arrows (>> <<) move all items. 5. Click Save As Report to save your selections as a report. Any filters you ve applied will be saved with the report. Vendormate, a GHX Company Compliance Document Manager 8

9 6. Once you create a Name and Description, your current configuration will be saved in either the My Screening Reports or My Oversight Reports area near the bottom of the Home Screen (return to the Home Screen by clicking the Compliance tab) and under My Reports on the Reports drop-down menu. If you have Administrator rights, you may decide whether or not to share the report with others at your organization. Vendormate, a GHX Company Compliance Document Manager 9

10 MANAGE OVERSIGHT Manage Oversight is found on the Compliance > Business Associate drop-down menu. This section provides a list of vendors you have previously classified as BAs or Agents. If you already know the action you would like to take with a specific vendor or vendors: 1. Select the vendor(s) using the checkbox to the left of the Vendor Name column. 2. Click on the Actions drop-down menu to select the desired action to be taken with the selected vendor(s): Request Document: Request a previously assigned document or documents Log Activity: create notes about activities with specific vendor(s). These notes can be found on the Notes tab of the BA Oversight section of the vendor s profile Invite: Invite the vendor(s) to join your network Vendormate, a GHX Company Compliance Document Manager 10

11 MY CALENDAR My Calendar displays your Tasks and Trackers from other Vendormate modules that you have access to. Compliance Document Manager does not use tasks or trackers. Vendormate, a GHX Company Compliance Document Manager 11

12 THE BA OVERSIGHT TAB The BA Oversight tab simplifies the process of determining if a vendor is a BA, assigning a BA category, requesting necessary documents and finalizing vendor status. Use the subtabs under BA Oversight to move vendors through the screening process. The subtabs are arranged in the order they are most often used. Key steps in the process, such as requesting required documents, can be automated and performed with multiple vendors simultaneously. To access the BA Oversight tab: 1. Select Screen Vendors from the Compliance > Business Associate drop-down menu to bring up a list of vendors whose BA status has not been determined. 2. Click on the Name of the vendor you wish to screen. Categorization BA Screening Status The vendor s BA status is at the heart of the screening process. Once you determine whether a vendor is a BA, is not a BA or could potentially be a BA, use these steps to assign the appropriate status: 1. Select BA Oversight > Categorization. 2. To change the current status, click Edit. Vendormate, a GHX Company Compliance Document Manager 12

13 3. Select the appropriate Status from the drop-down menu. 4. A note explaining your choice is required. This is vital to ensuring you are prepared for a future audit. 5. When your selection is complete, click Save Changes. Vendormate, a GHX Company Compliance Document Manager 13

14 BA Categories BA Categories are products or services that a vendor provides which typically require access to PHI and, therefore, result in a Business Associate relationship. Once you select the appropriate BA Category, the system will automatically assign the document requirements to the vendor. To assign a BA category 1. Select the desired category from the Available BA Category column. 2. Use the arrow keys to move the selection to the Assigned BA Category column. 3. After making your selections, Click Save. Note: Single arrows (> <) move selected items. Double arrows (>> <<) move all items. Use Ctrl-Click to select multiple items. Note: If you don t see the category you are looking for, make sure it is set up using Settings > Compliance > BA Category. Users with Administrator rights can make this change. Vendormate, a GHX Company Compliance Document Manager 14

15 Contacts When you request BA documents from a vendor, the system will send messages to any BA contacts you have listed. If there are no BA contacts, s will be sent to all vendor contacts. By default, the Contacts subtab under the BA Oversight tab shows only BA contacts. To view BA contacts: 1. Select the Contacts subtab under the BA Oversight tab. 2. If no contacts are listed, there are no BA contacts for this vendor. Uncheck Display Only BA Contacts to view all contacts for this vendor. 3. To add a vendor contact, click Add Vendor Contact. 1. Enter the contact information as shown. First Name, Last Name and are required. 2. Highlight the desired Contact Type in the Available column and move it to the Used column using the arrows. 3. Note: Single arrows (> <) move selected items. Double arrows (>> <<) move all items. Use Ctrl (on your keyboard)- Click to select multiple contact types. 4. When you are finished, click Save or Cancel. Vendormate, a GHX Company Compliance Document Manager 15

16 Document Assignments Once you have selected a BA screening status and a BA category for a vendor, BA documentation will be required. After you confirm that the documents have been assigned, you need to request them from the vendor. To confirm document assignments and request BA documents 1. Select the Document Assignments subtab under BA Oversight. 2. Confirm that the desired requirements are listed in the column on the right. If not, select the required document type from the Available Document Type column, use the arrow (>) to move it to the Assigned Document Type column and press Save. Note: Program Administrators can select which document requirements apply to each vendor category as a default. If you are an administrator, see To Edit or Delete a BA Category for instructions on how to assign a document requirement to a particular vendor category. 3. Select the Request Document button. The Request Document screen will appear. 1. If you wish, you may edit the BA Document Request Name. 2. If you prefer to make the request via direct mail, check the box in the Requesting Through Direct Mail column. You will have to prepare and mail the communication manually. 3. To request the document(s) via the system, click Continue. Vendormate, a GHX Company Compliance Document Manager 16

17 On the next screen, you have an opportunity to: 1. Confirm the documents that are being requested. 2. Optional: write a note for the vendor contact(s) to see when they log in to the vendor portal. 3. Press the Submit button to send the request. Unless you selected the Direct Mail option, the vendor contact(s) will receive an with instructions on how to log in to the portal and upload the requested document(s). Vendormate, a GHX Company Compliance Document Manager 17

18 To send multiple BAA requests If you have designated several vendors as BAs and assigned categories to them, but have not requested BA documentation, you can send multiple BAA requests simultaneously. 1. From the Home Screen (return to the Home Screen by clicking the Compliance tab), select the Not Started link in the BA Oversight section. 2. Use the check box to the left of the Vendor Name header to select all vendors in the list. Remember: this list is already filtered to vendors your organization has identified as Business Associates but has not started to collect documentation from, so there is no need to select individual vendors. 3. Select the Request Document option from the Actions drop-down menu. 4. Select Continue to send requests to the vendors shown. Note: in this case (X), there are no contacts for one of the vendors, so the request cannot be sent. If you have a contact available for this vendor, add it to the contacts page of the BA Oversight tab (see Add Vendor Contact,) then you may request documents via the system. Vendormate, a GHX Company Compliance Document Manager 18

19 Shared Documents The Shared Documents tab lists documents the vendor has been asked to provide or has provided. Use this tab to review documents the vendor sent through the portal, upload documents on a vendor s behalf, send an example document and instructions, or change the status of a document. To review and change the status of a document returned by a vendor 1. To identify vendors who have returned requested documents through the portal, return to the Home Screen by clicking the Compliance tab. If you initiated the document request, you will receive an at the time the vendor provides the requested documents. 2. Click the Completed link under BA Oversight. You will see a list of vendors who have provided the documents that were requested of them. 3. Select the name of the vendor who provided the BAA or other documents you wish to review. Vendormate, a GHX Company Compliance Document Manager 19

20 4. Navigate to the Shared Documents subtab under BA Oversight. Click the document name in the Document Type column. 5. A pop-up window will open. Select the file name to open the document in read-only format. 6. After reviewing the document, click the Edit tab. 7. Change the document s status using the drop-down. Vendormate, a GHX Company Compliance Document Manager 20

21 8. Click Save. If you reject the document, follow these steps to inform the vendor and request revisions: 1. Click Request Document in the upper right corner of the Shared Documents subtab. 2. On the Request Document screen, click Continue to send an Write a Note explaining why the document was rejected and what action should be taken. Note: The request will include all documents, so be sure to clearly explain which document requires additional action. 4. Click Submit. Vendormate, a GHX Company Compliance Document Manager 21

22 To load a document on a vendor s behalf If a vendor responds to your document request by sending the document directly to you, rather than through the portal, you can easily upload the document on their behalf. 1. Click Add under the Action column. 2. Optional: Enter an Effective Date for the document. 3. Click Upload and locate the file on your computer. 4. To ensure the vendor s status is correctly reported, change the document s Verification Status. 5. Click Save to upload the document and save your changes. Vendormate, a GHX Company Compliance Document Manager 22

23 Document Transfers The Document Transfers tab displays records of all current and past Document Requests. You can view the most current request and send an note to the contact as a reminder that you await their documentation. To View the Current Document Request 1. Select View Current Document Request. If there is not a current request, the button will be grayed out. To Add a Note to the Current Document Request and send a reminder 1. Select the View Current Document Request button (see above). 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 the Submit button to send your follow-up message. Vendormate, a GHX Company Compliance Document Manager 23

24 REPORTS Compliance Document Manager offers several methods by which you can create and save reports. In addition, two global reports have been created to help screen your existing vendors and begin the oversight process with BAs. A key reporting feature is the ability to save any search you do using customized column headings as a report. Reports are divided into Screening and Oversight categories, based on whether or not you have designated a vendor as a BA. Creating and Saving Reports Whether you are screening vendors to determine if they are BAs, or performing oversight on vendors who either are or may be BAs, you can customize column headings to explore the available data, and then save the settings as a report for future use. To Create a Report by Customizing Column Headings Begin a Screening Report by: 1. Clicking Create Report near the My Screening Reports heading on the Home Screen (return to the Home Screen by clicking the Compliance tab), or 2. Selecting Screen Vendors under Business Associate from the Compliance drop-down menu. Begin an Oversight Report by: 1. Clicking Create Report near the My Oversight Reports heading on the Home Screen (return to the Home Screen by clicking the Compliance tab), or 2. Selecting Manage Oversight from the Compliance drop-down menu under Business Associate. Screening Reports include all vendors in your network. Oversight reports are pre-filtered to include only vendors your organization has identified as a Business Associate. Vendormate, a GHX Company Compliance Document Manager 24

25 You will be presented with a list of vendors arranged under specific columns, much like a spreadsheet. The top row of each column provides a space for you to customize what data is displayed in that column, by applying filters. In each case, you can either enter a value, or select from a drop-down menu to explore the data from your vendor list. For example, if you enter Vendormate into the Vendor Name column, and then press Enter, all vendors with that name will be shown (1). If you select Not Started, Unopened, Opened, WIP, Verified or Completed from the BA Oversight Status column only vendors who meet that criteria will be shown (2). You can select additional columns to use or eliminate columns you do not wish to use by clicking the Customize Columns button (3 above). Then, select column headings you wish move them from the Available box on the left to the Used box (4) using the arrows (> <). Within the Used box you may drag and drop column headers to re-order the report s columns. Note: single arrows (> <) move selected items, double arrows (>> <<) move all items. Vendormate, a GHX Company Compliance Document Manager 25

26 To save your selections as a report, click Save As Report (5). Once you create a Name and Description (6), your current configuration will be saved in either the My Screening Reports or My Oversight Reports area near the bottom of the Home Screen (return to the Home Screen by clicking the Compliance tab) and under My Reports on the Reports drop-down menu. If you have Administrator rights, you may decide whether or not to share the report with others at your organization. Vendormate, a GHX Company Compliance Document Manager 26

27 Global Reports Compliance Document Manager includes two Global Reports designed to assist you in screening vendors and performing BA oversight. The report entitled BAs with No Contact Information shows vendors you have identified as BAs for which you do not have any contacts. The Business Associate Screening Report includes vendors from your current database with whom you have not yet begun the process of BA screening. To view the BAs With no Contact Information Report Use this report to identify vendors for which you need to add contacts so the oversight process can be managed through the system using document request. Select Compliance > Business Associate > Manage Oversight. Select Global Reports > BAs with No Contact Information. To view the Business Associate Screening Report Select Business Associate > Screen Vendors. Select Global Reports > Business Associate Screening Report. Vendormate, a GHX Company Compliance Document Manager 27

28 How to Get the Most from the Business Associate Screening Report The Business Associate Screening Report is designed to provide a simple and effective way to view the current status of your vendors and determine whether they should be designated as Business Associates. Many health systems use this report to begin the BA screening process of their existing vendors after Compliance Document Manager has been implemented. In short, the report includes vendors from your current vendor file with whom you have not yet begun the process of BA screening. In addition, it provides useful information from Vendormate s network that will help you determine their BA status. To get the most from the report, it is important to understand the data the report provides and how it was obtained. Sources include the Vendormate network database, your vendor file and information provided by other health systems in the Vendormate network. Below is a list of the column headings from the report, a brief explanation of the data each provides and the source. Vendor Name Each Vendor Name is a link to detailed information about the company and their representatives. Source: Your vendor file and vendors credentialed in your Credential Manager program. BA Screening Status In this report, the status of all vendors is Not Started. Vendor Program Credentials? Tells you if the vendor is registered with your credentialing program; if yes, then a great deal of additional information is available for your review in the Vendor Profile. To access the Vendor Profile, click on the Vendor Name, go to the Details tab and then click on the Vendormate network symbol (Orange). Source: Vendormate network. BA Categories These categories apply to vendors who are typically designated as BAs. While this designation does not mean the vendor is definitely a BA, it makes it far more likely. Source: Your health system specific designations. Financial Credentials? If populated as Yes, Vendormate has financial information available for this vendor. Reviewing this data may help with the BA designation. View by clicking on the Vendor Name, go to the Details tab and then click on the financial symbol (Green). Source: Vendormate network. Has Contract? If populated as Yes, the vendor has at least one contract on file with your health system. Reviewing the contract(s) may help determine BA status. To view, click on the Vendor Name and go to the Contracting tab. Note: You must have Vendormate s Contract Manager system to store and view contracts. Source: Your health system specific designations. PHI/Security Question #1 If populated as Yes, the vendor has answered yes to your first PHI question asked during the company registration process. To view this question, click on the Vendor name and scroll to the bottom of the Categorization tab; you ll find both PHI questions under the Acknowledgments section. No indicates that the vendor has either answered no to the question or they have not answered the question. PHI/Security Question #2 If populated as Yes, the vendor has answered yes to your second PHI question asked during the company registration process. To view this question, click on the Vendor name and scroll to the bottom of the Categorization tab; you ll find both PHI questions under the Acknowledgments section. No indicates that the vendor has either answered no to the question or they have not answered the question. Attested to PHI Access If populated as Yes, the vendor has stated they have access to protected health information at a health system within Vendormate s network. An attestation of yes does not necessarily mean that the vendor has access to PHI within your organization. Their relationship with your health system may not involve PHI. Source: Vendormate network. Classified as IT vendor A Yes identifies this vendor as providing IT goods or services. IT vendors may be designated as BAs if they have access to Protected Health Information. Source: Vendormate network. Classified as Med Device vendor A Yes identifies this vendor as providing Medical Devices. Medical Device vendors may be designated as BAs. Source: Vendormate network. Vendormate, a GHX Company Compliance Document Manager 28

29 Classified as Home Health vendor -- A Yes identifies this vendor as a Home Health vendor. Home Health vendors may be designated as BAs. Source: Vendormate network. Attested to Patient Contact If populated as Yes, the vendor has stated that their representatives have contact with patients at one or more health systems in the Vendormate network. Source: Vendormate network. Attested to Visiting Patient Areas If populated as Yes, the vendor has stated that their representatives visit patient areas at one or more health systems in the Vendormate network. Source: Vendormate network. Has BAA in Network A Yes indicates that the vendor has a BAA on file with at least one health system within the Vendormate network. Source: Vendormate network. Classified as BA in Network A Yes indicates that the vendor is classified as a BA by at least one health system in the Vendormate network. Source: Vendormate network. Groups These designations are created by your health system. They are often used to group vendors for efficient classification or to split up screening responsibilities. Subgroups Similar to Groups, these designations are created by your health system. They are often used to group vendors for efficient classification or to split up screening responsibilities. Tags Similar to Groups and Subgroups, these designations are created by your health system. They are often used to group vendors for efficient classification or to split up screening responsibilities. Has Any Contact? A Yes indicates that there is at least one contact for this vendor. This means you can request documents. If there is a BA contact, the request will go to them. If not, the request will be sent to all contacts listed for that vendor. Source: Your vendor file and the Vendormate network. Vendor Contact Click on Show All to view the contacts at this vendor. Where available, you will see the Name, , Phone, Title and Contact Type for each. Source: Your vendor file and the Vendormate network. Vendormate, a GHX Company Compliance Document Manager 29

30 SETTINGS Found in the top right corner of the screen, the Settings section is available to Administrators only. In Compliance Document Manager, there are two settings options available: Global and Compliance. If you use other Vendormate products, you may see setting categories related to those, as well. Global settings affect many areas of the system, from users to set-up data, legal entities and document types. Compliance settings control the categories your organization uses to classify BAs in your system. You may access the settings from the drop-down menu. Click either Global or Compliance to access their settings pages. Or, you may select specific settings directly from the drop-down. Vendormate, a GHX Company Compliance Document Manager 30

31 Global Settings Users From this screen, you can add, edit or deactivate users. Users are never deleted, leaving you a record of all previous users. To add a user: 1. Click on the Add User button. 2. Enter as much detailed information about the user as possible. Entries with an asterisk (*) and outlined in orange are required. 3. Click Continue. 4. Enter important details about the user including their level of access (Administrator, Editor, Viewer). Note: Although they have no bearing in Compliance Document Manager, settings you make here to legal entities, groups and subgroups will affect which contracts users have access to in Contract Manager, if you are also using that Vendormate module. (image on next page) 5. Press the Save button. Vendormate, a GHX Company Compliance Document Manager 31

32 To Deactivate a User Click on the user s Name. Click the DeActivate button at the bottom of the User Details screen. Note: The DeActivate button only appears on the Details screen for existing users. Vendormate, a GHX Company Compliance Document Manager 32

33 Set-up Data Use this drop-down to select values that may be used in relation to vendors. Note: You should check with users of other Vendormate solutions prior to making changes to groups or subgroups. Changes made to those designations here will affect them across all modules. Document Type Vendormate provides you with a standard list of documents that you can choose from. You decide which ones you wish to require of your vendors. To Customize Document Types 1. Choose Settings / Global / Document Type. 2. Select Add Document. Vendormate, a GHX Company Compliance Document Manager 33

34 3. The documents you are currently using will be in the Used box. 4. Arrange the lists so the documents you desire to use during your oversight process are in the Used box with the arrows. Note: single arrows (> <) move selected items, double arrows (>> <<) move all items. Use Ctrl -Click to select multiple items. 5. Click Save. To Edit or Delete a Document Type 1. From the Document Type tab, select the document Name. 2. Click the Edit tab. 3. You can edit Description and Instruction as desired. Entries in orange boxes are required. 4. To add a Reference Template, click Upload and locate the file on your computer. To enhance clarity, be sure your instructions reference the template. 5. Click Save to save changes or Delete to delete the document. Vendormate, a GHX Company Compliance Document Manager 34

35 Compliance/BA Category Vendormate provides you with a standard list of BA categories to choose from. You decide which ones to use to categorize your vendors. To Customize BA Categories 1. Choose Settings > Compliance > 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 Available box to the Used box using the arrows. Single arrows (> <) move selected items. Double arrows (>> <<) move all items. Use Ctrl-Click to select multiple items. 5. Click Save. Vendormate, a GHX Company Compliance Document Manager 35

36 To Edit or Delete a BA Category In addition to aligning BAs into categories, Compliance Document Manager enables you to determine which documents are required for vendors who fit a certain category. 1. From the BA Categories tab, select the category Name. 2. Click the Edit tab. 3. You can edit the Description. 4. Determine which documents are required for vendors who fit into this category and use the arrows to move them from Available Document Type to Required Document Type. Note: Single arrows (> <) move selected items, double arrows (>> <<) move all items. Use Ctrl-Click to select multiple items. When you assign this category to a vendor, the system will automatically identify the documents that are required. 5. Click Save or Delete. Vendormate, a GHX Company Compliance Document Manager 36