Related to Product: SectyrHub 340B

Applies to: System Users and Covered Entity Users. 

Description: This article explains how to create and complete an audit from an existing template. By creating an audit from an audit template, users can maintain uniformity across audits- storing resources in a common place, entering in data and key dates, and tracking follow-up.

To save your work at any time, click the "Save and Continue" or “Save and Exit” button located at the bottom of the screen.  

 

Create a New Audit (from an existing template):

To start an audit from a template:

  1. Start on covered entity dashboard
  2. Scroll to the purple auditing section on the “Open Audits” tab
  3. In the bottom right of the audits section on the “Open Audits” tab, select the “Audit Type” from the dropdown
  4. Click “Start New Audit”

mceclip0.png

 

Upload Audit Data into Data Table:

  1. Start on the Audit Instructions and Data Table tab of an open audit
  2. Set the sample size
      1. The sample size will default to what was listed within the template.
      2. To update the sample count, enter the new number and click the "Change Sample Count" button.*
      3. To instead have the sample count automatically update based on the rows of data in the file, check the box for reflect the total number of rows.*
  3. Click the "Upload Excel" button and select your file. Once imported, the data will appear in the table.

*For sample sizes over 500, the displayed data table can be updated by downloading, making the appropriate changes within the file, and re-uploading. 

mceclip0.png

Tips for the Data Collection Table:

• Confirm that the column headers match exactly between the Excel spreadsheet and the table in the solution. There should be no hidden columns within the spreadsheet. 

• Confirm that the Excel spreadsheet and the table in the solution reflect the same number of samples. The column header in the Excel spreadsheet should not be included in the sample count. 

• Confirm that any cells that have the built-in Yes/No logic have one of the following answers: Yes, No, N/A, Undetermined. If the answer to a column is No or Undetermined, it will result in an invalid sample. If the answer is Yes, it will reflect as valid. An N/A answer will not impact the validity of the sample. 

• If the audit is marked as complete, the results cannot be updated. If the results must be updated, reopen the audit, make the necessary changes, and re-mark it as complete.  

• Accepted Excel formats are XLS and XLSX. 

 

Audit Details Tab: 

This section includes the "title page information" or audit details that are helpful when referencing audits. It can also be used to produce PDFs in the event of a HRSA audit. 

mceclip0.png

Description: The audit description is used to provide a high level overview of the audit and can serve as a name for the specific instance of the audit. The description is displayed on audit listings, so maintaining a consistent naming mechanism is recommended (ie CP 2020 03 Audit for a contract pharmacy audit completed for the month of March).

Type (Internal/External): The audit type indicates if the audit will be completed by internal or external resources. This will assist in tracking and reporting purposes. Select the appropriate type from the dropdown. 

Methodology: The methodology automatically pulls over with the audit template. However it can be updated within the specific audit as well. The methodology will appear in reports for internal and external purposes. 

If you are audited by HRSA, Bizzell will want to gain an understanding of the system of methods your organization used whilst conducting the audits. For instance, what types of software is used? How are reports reviewed? Is there adequate review of inventory outside of the pharmacy? Does the process align with the policies and procedures?  While it is very similar to the instructions (and may include the same information), the methodology is outward facing.

The methodology should help provide proof of oversight in the event of a HRSA audit. Utilize the tool bar at the top of the text box to add formatting if desired.

Scope of Audit: The scope also automatically pulls over with the audit template and can be edited within the specific audit as well. Similarly, the scope will appear in reports for internal and external purposes. Define a scope that would help provide proof of oversight in the event of a HRSA audit. It should provide clarification regarding the extent of the audit. Utilize the tool bar at the top of the text box to add formatting if desired.

 

Complete an Audit: 

Once the audit details and data have been entered, click the "Complete Audit" button located at the bottom of either the Audit Details tab or Audit Instructions and Data Table tab.

      1. The completion date will default to the date when the audit was marked as complete within SectyrHub but can be backdated if needed. 

Reopen a Completed Audit:

To reopen the audit once it has been completed, click the Reopen Audit button located at the bottom of either the Audit Details tab or Audit Instructions and Data Table tab. 

 

 

Please open a ticket if you have any additional questions or concerns. We're happy to help.

© 2020 Sectyr, LLC. All Rights Reserved. No part of the materials available through this site may be copied, photocopied, reproduced, translated or reduced to any electronic medium or machine-readable form, in whole or in part, without prior written consent of Sectyr, LLC. Any other reproduction in any form without the permission of Sectyr, LLC is prohibited. All materials contained on this site are protected by United States copyright law and may not be reproduced, distributed, transmitted, displayed, published or broadcast without the prior written permission of Sectyr, LLC.