Order Center for Providers Using Order Center Product Guide. Product Guide

Transcription

1 Order Center for Providers Product Guide

2 Table of Contents Logging In... 1 Navigating Order Center... 2 Viewing the Exchange Status... 2 Changing General Profile Information... 3 Changing Your Password... 4 Changing Your Preferences... 5 Monitoring POs Using Quick Clicks... 6 Creating a Work List... 7 Understanding the Address Book... 9 Accessing the Address Book from the Toolbox... 9 Accessing the Address Book from a line item or PO message form... 9 Adding New Contacts to the Address Book Editing Contacts in the Address Book Deleting Contacts in the Address Book Handling POs for which the Vendor Can Send Electronic POAs Handling POs for which the Vendor Cannot Send Electronic POAs Excluding Exceptions Resolving PO or Line Exceptions Searching for a PO or Invoice Viewing PO Details Accessing Provider Scorecards Finding More Information Page ii

3 Logging In To log into Order Center: 1. Go to The Login screen appears. 2. Type your User Name. 3. Type your Organization. Note: Click the Find Your Org. button to look up your organization. 4. Type your Password. Note: If you have forgotten your password, click the Reset Password button and follow the prompts. You will receive a temporary password by Click the Login button. 6. Depending on your subscriptions, you may have access to multiple GHX My Exchange products. If necessary, click the Order Center tab to view the Order Center Home page , Global Healthcare Exchange, LLC All Rights Reserved Page 1

4 Navigating Order Center Order Center opens to the Order Center Home page. From this screen you can: Use the toolbar to run reports, change your profile and access Scorecards and Work Lists View the most recent information on the PO Status and line item exceptions in Quick Clicks Click an underlined total in Quick Clicks and view the results in the Search Results section View the latest announcements in the GHX Messages box Search for a PO or an Invoice View the Exchange Status Access online Help Log out of the application Using GHX and Order Center, you can reduce the time spent on keying and researching orders by up to 30%! Viewing the Exchange Status To view the Exchange Status: Refer to the Exchange Status icon in the upper-right corner of any screen to view the Exchange processing status. A green icon indicates transactions are flowing through the Exchange normally. A red icon indicates transactions are not flowing normally. Refer to the GHX Messages section for further information. 2010, Global Healthcare Exchange, LLC All Rights Reserved Page 2

5 Changing General Profile Information If your organization supports the Buyer ID field (by sending it to GHX in the PO submission) AND you specify the PO Buyer ID(s) in the Buyer Information section of this tab, the My POs link on the Order Center home screen is functional. To change general information: 1. Click the User Profile button. The General User Profile screen appears. 2. Add any applicable changes to the Buyer Information and Contact Information sections of the screen. 3. Once you have completed all applicable changes, click the Save button. A confirmation message appears. 4. Click the OK button. Your profile is saved and applied immediately , Global Healthcare Exchange, LLC All Rights Reserved Page 3

6 Changing Your Password To change your password: 1. Click the User Profile button. The User Profile - General screen appears. 2. Click the Password button. The Change Password screen appears. 3. Type your Old Password. 4. Type your New Password. 5. Confirm your password by typing it again in the Re-Type New Password field. 6. Click the Save button. A confirmation message appears. 7. Click the OK button , Global Healthcare Exchange, LLC All Rights Reserved Page 4

7 Changing Your Preferences To change your preferences: 1. Click the User Profile button. The User Profile - General Information screen appears. 2. Click the Preferences button. The Preferences screen appears. 3. Add any applicable changes to the General Preferences, Price Tolerance Settings, and Order Center Preferences. 4. Once you have set all desired preferences, click the Save button to save and apply your changes , Global Healthcare Exchange, LLC All Rights Reserved Page 5

8 Monitoring POs Using Quick Clicks Quick Clicks is the driver behind Order Center. Using Electronic Data Interchange (EDI), Quick Clicks updates every two minutes, providing you with real-time information about your orders. Use Quick Clicks to view the most recent information on PO status and line item exceptions. For each report, PO or line item totals appear as links. When you click on a link, a summary report displays in the Report Results section at the bottom of the screen. Quick Click orders display for today, yesterday and the last 30 days, by default. You can also use the drop-down list to display orders by the last 3, 7, 30, 60 or 90 days. Additionally, you can apply a Work List to display specific information. For more information, refer to Creating a Work List. Quick Clicks fall into four different categories: All Orders: Quickly identifies all POs submitted through the Exchange. By default, the All Orders Quick Click for Today displays in the Reports Results section. Unconfirmed POs: Quickly identifies POs for which GHX has not received an acknowledgement (POA or 855 document) from the vendor. They may require some follow-up with the vendor. Delayed Delivery POs: Quickly identifies POs that are delayed at GHX (not verified as received by the vendor). POs can be delayed because of inadequate EDI, new "Ship to" account information or vendor connectivity problems. GHX Customer Support pro-actively searches for these POs so that they can be fixed and sent on to the vendor as quickly as possible. Order Line Exceptions: Order Line Exceptions identifies the number of PO lines that have discrepancies between the information you sent on the PO and what your vendor sent on the Acknowledgement. They also include PO lines with a PO status other than Accepted or Shipped. Note: The number of exceptions in the individual rows may not add up to the total in Order Line Exception since other exceptions such as Not on PO or Deleted are not called out specifically. Order Line Exceptions include the following: o Vendor Price List: The price returned by vendor differs from what buyer submitted o Contract Price: The price returned by vendor differs from the contract price stored for that supplier o Status Alert: The status returned by vendor is backorder, partial backorder, rejected, deleted or 'accepted - schedule date pending' o Part Number: The part number (including the item number and vendor division) returned by vendor differs from what buyer submitted o Unit of Measure: The unit of measure returned by vendor differs from what buyer submitted 2010, Global Healthcare Exchange, LLC All Rights Reserved Page 6

9 1. To view a category of orders or order exceptions, click the numbered link from the applicable column. The orders or order exceptions display in the Report Results. 2. Review the information displayed, or click the document number link to view more information. 3. Click the Go to the top of the page button to return to the top of the page. 4. Creating a Work List Create a Work List to set up a custom display of Quick Clicks. This helps you streamline and manage your work effectively by isolating your work on the Order Center Home screen. For example, an office supply buyer might set up a Work List to display only office supplies that are backordered. You can define Work Lists by buyer ID, exception type, PO Status and vendor Account Number/Ship-to ID. To create a new Work List: 1. Point to the Toolbox menu. 2. Click the Work Lists list item. The Work List Administration page appears. 2010, Global Healthcare Exchange, LLC All Rights Reserved Page 7

10 3. Type a Work List Name that will appear in the Work List drop-down menu. 4. Select the desired options for the Work List. 5. After you have selected all the desired options, click the Save Work List button. A confirmation window appears. 6. Click the OK button. The Work List is saved and visible in the Work List drop-down menu on the Order Center Home page , Global Healthcare Exchange, LLC All Rights Reserved Page 8

11 Understanding the Address Book The Address Book feature allows you to store and quickly access your contacts. There are two ways to access the Address Book: The Toolbox menu The PO screen Accessing the Address Book from the Toolbox To access the Address Book from the Toolbox: 1. Point to the Toolbox menu. 2. Click the Address Book list item. The address book appears where you can review, add, edit and delete contacts. 3. Accessing the Address Book from a line item or PO message form To access the Address Book from a line item or PO message form: 1. Click a link in the Quick Clicks box. 2. Select a line item in the Report Results section. 3. Click the icon on the Report Results toolbar. The address book screen appears. 4. Click the Address Book icon. The Address Book appears. Here you can review, add, edit and delete contacts. See Understanding the Address Book for more information on this feature , Global Healthcare Exchange, LLC All Rights Reserved Page 9

12 Adding New Contacts to the Address Book To add contacts to the Address Book: 1. Point to the Toolbox menu. 2. Click the Address Book list item. The address book appears. 3. Click the Add button. 4. Type the contact information in the Add Contact box. 5. Click the OK button to add the contact to the Address Book. The Address Book updates with the new contact information. 6. When you have completed the Address Book updates, click the Close button , Global Healthcare Exchange, LLC All Rights Reserved Page 10

13 Editing Contacts in the Address Book To edit contacts in the Address Book: 1. Point to the Toolbox menu. 2. Click the Address Book list item. The Address Book appears. 3. Select the desired address to edit. 4. Click the Edit button. 5. Edit the contact information as desired. 6. When you have completed the edits, click the OK button. 7. Click the Close button , Global Healthcare Exchange, LLC All Rights Reserved Page 11

14 Deleting Contacts in the Address Book To delete contacts from the Address Book: 1. Point to the Toolbox menu. 2. Click the Address Book list item. The address book appears. 3. Select the applicable contact from the Address Book list. 4. Click the Delete button. 5. Click the Yes button to confirm the action. The address book refreshes. 6. When you have completed the Address Book updates, click the Close button , Global Healthcare Exchange, LLC All Rights Reserved Page 12

15 Handling POs for which the Vendor Can Send Electronic POAs The POs you send to these vendors are converted from EDI to Fax or and then sent to the supplier. The supplier then logs on and responds electronically to your PO. These orders can be recognized in the Report Results section by the following: The Confirmation # field will populate once GHX has received the POA from the vendor The Order Status field will display Fax or Order until GHX has received the POA from the vendor, at which time the actual status will display The Latest Response field will populate with the date / time of the most recent POA sent by the vendor 2010, Global Healthcare Exchange, LLC All Rights Reserved Page 13

16 Handling POs for which the Vendor Cannot Send Electronic POAs The POs you send to these vendors are automatically tallied in the Delayed Delivery and Unconfirmed PO Quick Clicks, unless you opt to omit them by indicating this in your User Profile. These orders can be recognized in the Report Results section by the following: The Confirmation # field will display No Confirmation Expected The Order Status field will display Order or FAX Order The Time PO Sent field will display the time the fax or was sent out by GHX Latest Response field will be blank Excluding Exceptions There may be a time when you want to exclude an exception from appearing in the Quick Clicks. For example, you repeatedly receive a contract price exception for an item and you know there is no issue with the price because you have confirmed it with the vendor. You can exclude that exception and never receive it again. Note: Only users with the Buyer Order Center Manager role have access to this functionality. To exclude an Exception(s): 1. Select the applicable Click Clicks report that contains the exception(s) you want to exclude. 2. In the Report Results, check the box to the left of the exception(s) you want to exclude. 2010, Global Healthcare Exchange, LLC All Rights Reserved Page 14

17 3. Click the Exclude the Exceptions icon. Note: Only Vendor Price, Contract Price, Part Number and UOM exception types can be excluded. If you choose another type, you will receive an error message. Click OK. 4. Type any applicable comments in the Comments field. 5. Click the Submit button. The exception(s) is removed from the Report Results and decreases the Quick Click tally. You can still view the line item from the Excluded Exceptions Report (refer to Using the General Reports for more information). 6. Resolving PO or Line Exceptions As you work through your POs for the day, you can check off those POs and/or line items that you have reviewed and confirmed. To take ownership of or resolve POs or Line Exceptions: 1. Select the applicable Click Clicks report that contains the PO(s) or line item(s) you want to resolve. 2010, Global Healthcare Exchange, LLC All Rights Reserved Page 15

18 2. Use the checkbox at the top of the column to select all POs or line item exceptions, or select individual POs or items through the checkboxes to the left of each line item. 3. Click the Set to Take Ownership icon. 4. Type any applicable comments. If you indicated that you ve taken ownership of an exception, the yellow flag will appear above the check box. If you indicated that the exception is resolved, it will be removed from the Quick Click tallies and report results during the next refresh (except for on the All Orders Quick Click where all POs display regardless). Note: If you want POs or item exceptions you ve resolved to display on the Quick Clicks, uncheck the option in your User Profile (refer to Changing Your User Profile). 5. Click the Submit button. The ownership flag appears on the item , Global Healthcare Exchange, LLC All Rights Reserved Page 16

19 Searching for a PO or Invoice It's helpful to be able to quickly locate POs. You can apply a filter from the Report Results to look for a particular PO or you can use the Search in the upper-right corner of the screen to look for a particular PO or Invoice. To find a PO using the search feature: 1. Type the PO number in the PO or Invoice Num search field. 2. Click the SEARCH button. The item appears. Note: If the system finds more than one PO with the same PO Number, select the correct PO from the list based on additional information, such as Vendor, Facility Name and Date/Time PO Submitted. 3. Viewing PO Details Viewing PO Detail The PO View screen displays additional PO information, including things such as: Bill To and Ship To information PO line items PO Acknowledgement (POA) and Advanced Ship Notice information Invoice information, if applicable Calculated Contract Prices, if applicable All Exceptions (black text that is crossed out indicates information from the PO; red, bold text indicates information from the POA) regardless of price tolerance settings made in your User Profile To view PO details: 1. Select the Quick Click report you want to view. The PO View screen displays in a new window. 2. On the Report Results screen, click the underlined PO # for the PO you want to view in detail. The PO View screen appears. 2010, Global Healthcare Exchange, LLC All Rights Reserved Page 17

20 3. Use the arrow icons to expand and collapse the line information history for all line items. 4. Click the arrow in the individual lines to collapse and expand line item history. The line item history appears. 5. Accessing Provider Scorecards Provider Scorecards use key performance metrics to track your organization s vendor connections, purchase order and invoice lines and dollars, exception rates and the top 10 vendors with which you transact on the Exchange. From the scorecards, you will find links to a more detailed explanation of the data. You must have at least two quarters worth of data going through the Exchange to have access to scorecards. To access Provider Scorecards: 1. Point to the Toolbox menu. 2. Point to the Scorecard menu. 2010, Global Healthcare Exchange, LLC All Rights Reserved Page 18

21 3. Click the desired quarter list item. 4. Click Open to view the scorecard or Save to save a copy to your computer. For a more in-depth look at scorecards, contact your GHX Account Manager. Note: Scorecard data will be available within two weeks of the end of a quarter. 5. Finding More Information If you need help or additional information: Online Help and the GHX Customer Center are available through the Help link at the top of every screen To schedule and attend a training webcast, contact your GHX Account Manager. For customer support, call YOUR.GHX ( ) Monday to Friday, 5:00 A.M. through 6:00 P.M. MST or send to support@ghx.com. 2010, Global Healthcare Exchange, LLC All Rights Reserved Page 19