For Users – You will see ‘Assigned Tasks,’ ‘Important Documents’ and a field where you may ‘Report Incidents.’ For purposes of attesting to policies and procedures created by your Employer, please utilize the ‘Important Documents’ section and consult your Administrator with any further inquiries.
Business Associate and Vendor Management
A ‘regular’ Vendor who is not a Business Associate is someone who you pay money to for a specific task but that task does not involve working with PHI. However, they may see or hear it indirectly. The best example is a member of a Janitorial crew. They are not part of your direct Staff and will require a Confidentiality Agreement (please note that each individual who enters your facility will need to sign this agreement, as opposed to the Company they work for).
Any ‘regular’ Vendor who is not a Business Associate should be entered into The Guard as well. The only minor difference when entering these Vendors from a Business Associate is that for a regular Vendor you would not type BA as a pre-fix before populating their information and selecting ‘Create New Partner.’
Document, Employee and Training Management
With the Vendor information now showing up top, you will want to click on the tab found mid-screen that is labeled ‘Contracts.’ After selecting ‘Contracts,’ click ‘Upload New Document’ (it shows green in color) and a yellow window will show. From the ‘Local File’ field you’d click ‘Choose File’ to find where the Agreement is on your computer. The ‘Enactment Date’ is the day the agreement was signed off on. The ‘Review Date’ would be one year following. Within ‘Description’ you’d type a pre-fix of BA ahead of the name of the Organization and click ‘Upload Document.’ Last, be sure to click ‘Update Vendor’ to save this new information you have inserted into The Guard.
Auditing, Assessments and Remediation
Now, you will need to read each individual policy throughly. You may come across sections which you find confusing, want clarification on, or have concerns which you’d like addressed. For sections such as these please highlight them red so that they can be explained to you, or clarified further.
Sign at the bottom along with your Job Title. Last, remove the directions beneath ‘Authorized By,’ since they are just instructions. Keep the files on your computer for the time being. Do not attempt to upload them back into The Guard just yet.
Utilities and Miscellaneous
For Billing, please feel free to E-mail Ron@CompliancyGroup.com.
Whatever your concern is we will be happy to address it for you!
52 Broadway Unit 210
Greenlawn, NY 11740