Third Party Management and Adding Contract Documents

Third Party Management enables users to link contract documents with the third-party profile as necessary.

Follow these steps to add Contract Documents to the desired Third Party:

1. Navigate to My Workspace TPM (Third-Party Management). The All Third Parties page will be displayed..
2. Click on the desired third-party organization name where contract documents need to be added. A details screen will be displayed. The user can view all the required details and update them if needed. 
3. To add a contract, click on the Contracts tab. The Contract screen will be displayed with a list of added contracts, if any.
4. Click on Add Contracts. The Add New Contract window will appear.
5. Select the desired location from the Location dropdown list. The organization name is displayed by default where the contract documents are associated. The user can also change it by selecting from the Business Associate dropdown menu.
6. Enter the desired title of the contract document in the Title field. 
7. Choose one of the desired contract document types using the Contract Type dropdown.
8. If it's an External Document, enter the document's URL in the External URL field.
9. If it's an internal document, choose one of the required radio buttons:
   • Create Document: It enables the user to create a new document using the built-in My Documents feature.
     • Click on the Create Document hyperlink, which will navigate the user to the My Documents window.

• Create the document using the toolbar option.
• Users can also add headers and footers with the desired functionality. 
• Once the required document is created, click on Save & Exit. This will save the created document and add it as a new contract document.

• Upload Document: Allows the user to select a document from the local machine. The user can also drag and drop the required document.
• The convert to PDF checkbox allows automatic conversion of the document into PDF.
• The Automatically Generate Document Number option allows for the automatic addition of the contract document number, which is also selected by default.
• To add the document number manually, the user can deselect the checkbox and enter the desired number in the Contract Number field.
• The user can also change the Version Number if needed.
• Choose the desired category of the document using the Category dropdown list.
• Choose the desired contract department using the respective drop-down field.
• Choose the desired frequency of the contract using the Frequency dropdown field.

• Set the contract’s expiration date in the Term Date field. This is the date that drives the scheduled renewal task.

• Use the Term Notice field to indicate the date by which notice must be given ahead of the Term Date to amend or end the contract. 

• Select the contract document Frequency End Date.
• The Contract Owner name is selected by default; the user can also change it by choosing the desired owner name from the drop-down window.
• Choose the desired Document Author name from the dropdown window. The user can also add other details as needed.
• Describe the PHI by listing any identifiers involved and assessing the chance of re-identification (if de-identified). Also, evaluate whether the PHI could harm the patient(s) or benefit an unauthorized person.
• The user can enter additional information under the Note area. The toolbar allows the user to format the entered content.
• The user can add the Abstract in the desired area, if available. 
• Enter the desired keywords in the Keywords field. 
• Select the Yes, an exception applies. No breach reporting required under HIPAA checkbox. This indicates that a HIPAA exception applies, and breach reporting is not required for the contract.
• Click on the Create Contract to add the entered contract document details. The added document will be displayed on the third-party contract page.
• The user can also click on Send for Approval to send the created contract document for approval before including it in the third-party profile.
• The added document will appear on the Contracts documents screen.

11. Users can also click on the contract document hyperlink to download it, and archive, view contract details or revise the contract using the More Options icon.

• Archive: Moves the contract to the archive for recordkeeping. It is no longer active but remains accessible for reference.
• Contract Details: Opens the full details of the selected contract, including key dates, terms, and related information.
• Revise: Allows editing or updating the contract information as needed.

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