Related to Product: SectyrHub 340B
Applies to: Service Providers, System Users, Covered Entity Users
Description: This article explains the workflow for the policies & procedures workscreens accessed from the Covered Entity level. The purpose of a workscreen is threefold:
- Store related documentation so everything is in one place.
- Confirm what key elements are included within each agreement to ensure all HRSA expectations are met throughout the entirety of your policies and procedures.
- Set dates to alert users to review.
Create a New Policies and Procedures Workscreen:
To create a new policies & procedures workscreen, click the "New Worksreen" button located in the top right corner of the policies & procedures listing page. This will direct you to a new workscreen where the documents can be uploaded, and information added. Note that the workscreen must have a name in order to be saved.
To save the workscreen at any time, click the blue Save button located at the bottom of the page.
Master Documents:
If master document workscreens have been made available to a covered entity for policies & procedures, the covered entity’s policies & procedures workscreen will include the option to reference a master document. If a master document applies to the requirement workscreen at hand, select the appropriate master document workscreen name from the dropdown. This will reference the included documents. This will reference the included archived and executed documents. Please note it will not reference draft documents.
The policies & procedures workscreen must have a name and the screen saved for the MSA option to populate on the screen
Users are unable to adjust the description, type, or status of the master documents within the policies & procedures workscreen.
If the master document workscreen was selected in error, select the correct master document from the drop down or select None to update the workscreen.
If there are no available documents to reference, this section will be hidden within the workscreen.
Contract Document(s):
Multiple files can be added to a workscreen. It is helpful to think of the workscreen as a "portfolio" where you can store the original policies as well as its related amendments and supplemental documentation.
To add a file, click the Select Files button and select the appropriate files from your computer.
Once a file is uploaded, add an optional description as free text, select the document type (Original, Original w/ Amendment, Amendment/ Notice, Other), and set a status (Executed, Archived, Draft). Note that it will default as type Original and status Draft.
To delete a file, click the red X located in the actions column.
Key Dates and Description:
Enter key dates in their related field boxes. Set a Next Review Date once the workscreen is fully completed. When the review date is upcoming, it will create a deficiency and alert users to perform a review of the workscreen.
If there is helpful information regarding the policy you would like to have available at a glance, it can be added as free text within the Description box located at the bottom of the workscreen. The Description box allows for formatting as well.
Requirements:
The Requirements table within the workscreen lists out the various coverage items that HRSA expects to see outlined within your polices & procedures. This list will be specific to your entity type. For instance, if you are a Ryan White Clinic without contract pharmacies, requires E, J, L and N will pull in as N/A.
Check the box in the "Satisfies" column for the requirement(s) covered within the agreement. It is possible to select one or many requirements within a single workscreen.
Please open a ticket if you have any additional questions or concerns. We're happy to help.
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