Vendors Overview

The Vendor Module enables organizations to efficiently manage vendors, store documentation, track approval statuses, and monitor exclusion match results.

TABLE OF CONTENTS

• Creating a Vendor Profile
• Bulk Importing Vendors
• Vendor Profile Overview
• Uploading a New Agreement
• Sending a Vendor Questionnaire
• Exporting Vendor Reports
  
  

When vendors are added to the module, they appear in a comprehensive list that displays key details, including:

• Vendor Name
• Type
• Approval Status
• Location
• Exclusion Status
• Agreements
• Questionnaires
• Last Updated Date

An ellipsis button (⋮) on the right-hand side of each vendor entry provides options to:

• Edit
• Approve
• Decline
• Deactivate

Users can switch between Active and Inactive Vendors using tabs at the top. Filters can be applied to sort vendors by:

• Agreement Type
• Location
• Approval Status
• Vendor Type

To create a new vendor profile:

1. Navigate to the Vendors section.
2. Click + New Vendor.
3. Complete the required fields: Profile
   • Name – Enter the vendor's name
   • Type – Select from the dropdown
   • Web Address – Enter the vendor's website (optional)
   • NPI – Enter the NPI number if applicable
   • Address, City, State, Zip Code, Country – Enter the full vendor address
   Risk Profile
   • Agreement Level Requirements – Check all that apply: Business Associates Agreement, Confidentiality Agreement, Master Service Agreement, or Other Underlying Contract
   • Data Access Level – Select Yes or No from the dropdown
   • Specify Data Access – Check all applicable data types: Financial Data, PHI (EPHI), Employee Data, Confidential Data, PII, or Source Code
   • Business Impact – Select from the dropdown ( Low, Moderate, High, Critical)
   Vendor Point of Contact
   • First Name and Last Name
   • Email and Phone Number
   • Type – Select the contact type from the dropdown ( Administrative, Billing, Compliance/Legal, Technical, Procurement, Other)
   • Check Set as Primary if this is the primary contact
   • Use the + button to add additional contacts if needed
   Sidebar Options
   • Status – Set to Active or Inactive
   • Vendor Approval – Select from the dropdown (e.g., Approved, Under Review, Declined)
   • Owner – Search and assign the team member who will be the owner by name or email
   • Locations – Select All Locations or a specific site
4. Click Create Vendor.

Bulk Importing Vendors:

Vendors can also be added in bulk using the provided spreadsheet template.

To Download the Template:

1. Navigate to the Vendors module.
2. Select Import in the upper-right corner.
3. Click Download Template.
4. Fill in the necessary fields in the spreadsheet.

To Upload the Template:

1. Return to the Import section.
2. Click Choose Spreadsheet.
3. Upload the completed file.

Once uploaded, new vendors will appear in the Active Vendor List.

Selecting a vendor from the list opens their profile, which includes:

• Vendor Name
• Type
• Status
• Approval Status

• Profile Information
• Exclusion Matches
• Agreements
• Questionnaires
• Associated Applications (if applicable)

Uploading a New Agreement

To add a new agreement:

1. Open the vendor's profile.
2. Go to the Agreements tab.
3. Click New Agreement.
4. Enter the following details:
   • Agreement Name
   • Owner(s) – Start typing to search and select an owner
   • Type – Select from the dropdown ( BAA, NDA, NSA, Other)
   • Enacted Date – Enter in MM/DD/YYYY format
   • Status – Select the current status (Approved, Disapproved, Expired)
   • Expiration Date – Enter in MM/DD/YYYY format
   • Termination Notice Period – Select from the dropdown (e.g., 60 Days)
5. Upload the agreement document by dragging and dropping the file into the upload area, or click Browse to locate the file.
6. Click Save.

 

 

 

To send a questionnaire to a vendor:

1. Open the vendor’s profile.
2. Go to the Questionnaires tab.
3. Click Send Questionnaire.
4. Review the questionnaire, then click Send Questionnaire.

Once completed by the vendor, the questionnaire status will update to Completed. Use the ellipsis menu (⋮) next to the questionnaire to:

• View
• Download
• Delete

Vendor reports can be easily exported from the Vendor Module.

To export a report:

1. Navigate to the upper right-hand corner of the Vendor Module.
2. Select Export.
3. Choose your desired format:

• • PDF
  • CSV