HCCS COI SMART Administrator Guide V2017_redesign Admin
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COI-SMART Administrator Guide December 4th, 2017 COI-SMART Administrator Guide Table of Contents 1. INTRODUCTION.............................................................................................................................. 4 1.1 1.2 1.3 1.4 ABOUT HCCS – A HEALTHSTREAM COMPANY .......................................................................................... 4 COI-SMART.................................................................................................................................. 4 ADMINISTRATOR GUIDE ..................................................................................................................... 6 NAVIGATION................................................................................................................................... 7 2. ACCOUNT ADMINISTRATION ........................................................................................................... 8 2.1 ROLES .................................................................................................................................................. 8 2.2 DEPARTMENTS ........................................................................................................................................ 9 2.3 COST CENTER ......................................................................................................................................... 9 2.4 PERMITTED VALUES .................................................................................................................................. 9 2.5 EMAIL TEMPLATES.................................................................................................................................. 11 2.6. QUICK TEXT......................................................................................................................................... 13 2.7. SETTINGS ............................................................................................................................................ 13 2.8 JOB TITLES. .......................................................................................................................................... 24 2.9 REVIEW ACTION TYPES. ........................................................................................................................... 25 2.10 SECURITY PROFILES ............................................................................................................................... 26 2.11 USERS .............................................................................................................................................. 27 2.12 REVIEWER ASSIGNMENT ......................................................................................................................... 33 2.13 QUESTIONNAIRES ................................................................................................................................. 35 2.13.1 EDIT................................................................................................................................................ 35 2.13.2 DELETE ............................................................................................................................................ 46 2.13.3 COPY ............................................................................................................................................... 47 2.13.4 REMINDERS ....................................................................................................................................... 47 2.13.5 PUBLISH ........................................................................................................................................... 49 2.13.6 BETA TEST......................................................................................................................................... 49 2.13.7 REPORTS .......................................................................................................................................... 50 3. TROUBLESHOOTING GUIDE ........................................................................................................... 52 3.1 SUPPORTED BROWSERS ........................................................................................................................... 52 3.2 LOGGING IN / PASSWORDS ....................................................................................................................... 52 3.2.1 DIRECT URL ........................................................................................................................................ 52 3.2.2 CUSTOM URL ...................................................................................................................................... 52 3.2.3 SECURITY ......................................................................................................................................... 54 3.2.4 FORGOTTEN PASSWORD / RESET PASSWORD .......................................................................................... 57 3.3 MANUAL ENTRY AND MANUAL ENTRY (DEPARTMENT LEVEL ACCESS) .................................................................... 58 3.3.1 MANUAL ENTRY ................................................................................................................................. 58 3.3.1 MANUAL ENTRY (DEPARTMENT LEVEL ACCESS) ............................................................................................ 59 3.4 REPORTS AND DASHBOARDS...................................................................................................................... 60 Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 2 of 81 COI-SMART Administrator Guide 3.4.1 REPORTS .......................................................................................................................................... 60 3.4.2 DASHBOARDS..................................................................................................................................... 63 THIS DASHBOARD SHOWS THE PERCENTAGE OF QUESTIONNAIRES RECEIVED OUT OF THE TOTAL NUMBER OF QUESTIONNAIRES ASSIGNED AT A SPECIFIC POINT OF TIME. .......................................................... 63 ...................................................................................................................................................... 63 REVIEW STATUS SUMMARY .............................................................................................................. 63 DISCLOSURES BY RISK AREA .............................................................................................................. 64 4. BEST PRACTICE GUIDE .................................................................................................................. 65 4.1 ROLE DESIGN ........................................................................................................................................ 65 4.2 REVIEW ACTION .................................................................................................................................... 69 APPENDIX. STANDARD REPORTS ....................................................................................................... 71 SETUP LISTINGS .......................................................................................................................................... 71 SUBMISSION REPORTS .................................................................................................................................. 74 DISCLOSURE REPORTS................................................................................................................................... 75 REVIEW ACTIONS ........................................................................................................................................ 77 SPECIAL PURPOSE REPORTS ............................................................................................................................ 78 CMS OPEN PAYMENT REPORTS ...................................................................................................................... 79 STATUS REPORTS ........................................................................................................................................ 79 SUMMARY REPORTS..................................................................................................................................... 80 HOT TIPS ............................................................................................................................................... 80 Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 3 of 81 COI-SMART Administrator Guide 1. Introduction 1.1 About HCCS – A HealthStream Company The mission of Health Care Compliance Strategies Inc. (HCCS) - A HealthStream Company, is to help hospitals and healthcare institutions survive and thrive, and to improve the quality of patient care. Our method for accomplishing that mission is to provide hospitals and healthcare institutions with interactive and engaging on-line staff learning and competency solutions, and tools to assist in the management of difficult compliance problems. These solutions enhance job performance, improve patient outcomes and promote compliance with ethical, legal and accreditation guidelines. In this way, healthcare institutions can focus on their core mission of easing discomfort, healing, and saving lives. HCCS is the leading provider of effective online compliance and competency training courses, learning management systems and database management tools to healthcare facilities. You can reach HCCS at our website, www.hccs.com, the COI-SMART website at www.coi-smart.com or by email at support@hccs.com. Our corporate offices can be reached at 516-478-4100. 1.2 COI-SMART Conflicts of interest have become a hot topic in medicine over the last several years. A number of high profile cases, along with changes to government reporting requirements by the IRS and the National Institutes of Health, have forced healthcare and research institutions to devote significant resources to managing the COI disclosure process and to managing the conflicts that are uncovered through that process. The COI-SMART system was designed to automate what was historically a manual and very labor intensive process. COI-SMART is designed to accommodate three basic categories of users: 1. "Respondents" are users who access the system to complete disclosure questionnaires. 2. "Reviewers" are users who are authorized to review and take action on the questionnaires of respondents. (A Reviewer is often also a Respondent). 3. "Administrators" are users with full administrative rights to the system. They can design and publish questionnaires, assign reviewers, modify user profiles, run reports and otherwise manage the COI-SMART system. (An Administrator is often a Respondent and can also be a Reviewer). Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 4 of 81 COI-SMART Administrator Guide The COI-SMART system can provide custom questionnaire content based on a respondent’s role (or roles) within the organization. The system can be configured to allow reviewer access to the data depending on criteria that the client establishes, such as employee role, department, and location. The COI-SMART program is designed to be user-friendly, particularly for respondents who come into contact with the program infrequently. Employees are able to access their questionnaire from anywhere on the Internet to provide initial disclosures and to revise information going forward. A user (respondent) initially accesses the system when they receive an email from the COI system. That email will include a link which will bring them to a login screen. The first time they access the system they will be asked to set a unique password. They will then be brought to a customizable announcement screen which will introduce them to the COI-SMART system. Reminder emails can also be configured to remind respondents to submit questionnaires. When answering the questionnaire, respondents proceed through a series of intuitive and easy-tonavigate screens to answer questions. When they have completed every required question, they will be asked if they want to submit their questionnaire. COI-SMART includes a module that allows an authorized individual to manually enter questionnaire responses on behalf of someone else, so that the information originally provided on paper can then be analyzed and reported electronically. If desired, a paper form can be scanned and uploaded as a supporting document. Once questionnaires are submitted, they are immediately available for review. At any time thereafter, respondents may access their submitted questionnaire to review and, if desired, revise their answers. The system retains both the original and the revised answer. The system includes a document library where the client can make their policies, procedures, forms, etc. available for access by respondents and reviewers. Questions can be designed so that any particular response will trigger an additional question asking for more detail. Policies can be built into the question structure. For example, a client may decide that a gift of less than $50 does not require additional follow up. The system can track this item but not require that it be reviewed. Or it can be sent to a reviewer who can then simply click on a Review Action saying “No Further Action Required”. Specific questions can be directed to specific reviewers. Research Reviewers can be notified about submissions from researchers, and can correspond directly with respondents to obtain further clarification on their responses. Reviews can be completed immediately upon submission by the respondents. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 5 of 81 COI-SMART Administrator Guide The COI-SMART system was designed to do more than simply manage the collection of COI Disclosures. The system is designed to manage conflicts that are uncovered through the disclosure process. The COI-SMART review process distinguishes this program from others on the market. The COI-SMART review process enables and tracks detailed communication between reviewers and respondents. Correspondence may include attachments, which can be uploaded by reviewer or respondent. A reviewer can conduct either a Simple or an Advanced Search to filter respondents for follow-up by department, role, completion status, disclosure status, etc. Members of a review committee may be assigned as reviewers, or a single reviewer can forward disclosure information to committee members if desired. Worksheets can be created as templates that can then be uploaded or emailed to Committee Members. There may be multiple levels of review, so that items can be escalated and the process may be iterative if desired. The system has a robust reporting engine. There are a series of standard reports that can be exported to PDF, Excel, CSV or MS Word. Clients also have the ability to design custom reports, which can be programmed and added to the list of available reports. 1.3 Administrator Guide The purpose of this document is to describe the tools available to administrators of COI-SMART. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 6 of 81 COI-SMART Administrator Guide 1.4 Navigation COI-SMART web pages are divided into sections. Title Bar. This is where the client logo and the user name are displayed. The client logo should be 170px x 60px. A. "Breadcrumbs". This is a link that displays the current selection off the menu. Breadcrumbs offer users quick navigation links to prior screens. Menu. This is where available functions are displayed and selected. Access to the items on the menu is assigned by the Administrator under ‘Security Profiles’. Logged In User Menu. This is where the logged in user can access their profile settings, their message center and the support and help contact information. Content Pane. This is where the content of the menu selection is displayed. All transactions are performed in this section. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 7 of 81 COI-SMART Administrator Guide Footer. This is where links to the client’s privacy policy, contact information, and “About Us” page are displayed. COI-SMART version and release number are also indicated here. 2. Account Administration On the left navigation menu, click on Account Admin. The following sub-menu displays: 2.1 Roles Roles are assigned to respondents to determine the questions and/or questionnaires they will receive. Roles are also assigned to questions to determine their associated respondents. Roles are also used for searching, reporting, and reviewer assignment. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 8 of 81 COI-SMART Administrator Guide 2.2 Departments Departments are assigned to respondents, and may be used to determine who will review their disclosures. Similarly, reviewers are assigned to departments to determine the respondents whose disclosures they will review. Departments are also used for searching and reporting. 2.3 Cost Center A Cost Center may be a Facility, Business Unit or Tax Entity on the organization’s accounting ledger. When desired, Cost Centers, along with roles and departments, may be used to assign reviewers. Cost Centers are also used to determine review assignments. 2.4 Permitted Values Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 9 of 81 COI-SMART Administrator Guide Permitted Values are predefined lists which are shared across all questionnaires. Permitted Value Lists can be used within questions to create "drop-down" lists, or "type ahead" lists (similar to what is used in Google) to simplify and standardize responses. For example, if a question asks the respondent to identify a relationship, a drop down list can offer choices of spouse, sibling, parent, child etc. Alternatively, a list of the top ten Pharmaceutical companies might be used so a respondent can choose "Pfizer" instead of incorrectly typing "Phizer" in a text box. This way data is much cleaner and the database is a more valuable tool for "mining" and reporting data. There are two types of Permitted Value lists – expandable and non-expandable. Non-expandable Permitted Value Lists: Once this list type is created and used in a questionnaire (published or unpublished) it cannot be updated – items cannot be added, renamed or deleted. This ensures the integrity of the Permitted Value list in any current or previously used questionnaire(s) Expandable Permitted Value Lists: With this list type COI-SMART Administrators have the ability to create Permitted Values lists that can grow over time (by adding values), even after the questionnaire is published. This is useful for certain types of Permitted Values lists like vendor lists and lists of ongoing research projects, as new vendors and projects can be added over time. To create a list, enter the List Name and, for each item in the list, click “+” to add. For Nonexpandable Permitted Value lists, uncheck the “Allow This List to Grow” checkbox. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 10 of 81 COI-SMART Administrator Guide Important Note: A non-expandable Permitted Values list cannot be converted to an expandable Permitted Value lists type. If the list is already in use in any questionnaire (published or unpublished). 2.5 Email Templates Email Templates (created by Administrators) are used to provide standardized, reusable email content for commonly sent messages to both respondents and reviewers. Email Templates may be used at will by reviewers, or they may be used by system-managed triggers, activated by various predefined events. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 11 of 81 COI-SMART Administrator Guide Each email template is composed of the following information: Template Name. The ‘name’ field uniquely identifies each email template. Enter a value in the ‘name’ field that clearly represents the purpose of the template. Template Subject. The value entered into this field will display in the subject line of the email. Template Type. The 'Template Type' dropdown list determines how each template can be used. The template type list is comprised of: Expired Password Lost Password 1 Open Questionnaire Questionnaire Reminder Questionnaire Submitted Reviewer Review Action Reminder The system uses the text in this template when it triggers an email to a user upon password expiration. The system uses the text in this template to send an email to the user upon clicking “Forgot Password?” on the login page. The system uses the text in this template to send an email to all respondents once the questionnaire’s open date arrives. This email will indicate that the questionnaire is now available for response and will contain a unique link to the questionnaire. See more on emails and passwords below. The text in this template is used by the system for sending email reminders to respondents as scheduled in the Reminders section of Admin / Questionnaires. The text in this template is automatically sent to a respondent as confirmation that their questionnaire was submitted successfully. Email templates of this type may be sent by reviewers to support any needed correspondence. If a follow-up date is specified on a review action, an email will be automatically sent to the reviewer on that date using the text in this 1 Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 12 of 81 COI-SMART Administrator Guide Revision Notification Escalation Notification Email Questionnaire Management Plan Weekly Submission Summary New Submission Required template. The system uses the text in this template to send an email to reviewers as notification that a given respondent revised their questionnaire. The system uses the text in this template to send an email to a given assigned reviewers with a review level matching the escalated value. The text in this template is used by the system when emailing a PDF copy of the respondent’s questionnaire responses to them upon request from the respondent. The system uses the text in this template to communicate and assign a management plan to a specific respondent. The system uses the text in this template to communicate to Administrators and Reviewers that Respondents have made submissions during the past week. The system uses the text in this template to communicate to Respondents that they have had a role update since they submitted their questionnaire and now have additional questions to answer. 2.6. Quick Text 'Quick text' is used to avoid the typing of repetitive text. Click the Quick Text link to display a list of available quick text items and to create new items. To use Quick Text in an email, review comment, and/or creating questions within a questionnaire, click the Quick Text link. After selecting a template, the contents will be inserted at the current position of the cursor. 2.7. Settings Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 13 of 81 COI-SMART Administrator Guide ‘Settings’ allows administrators to set global options that affect default behavior in various parts of the system. These settings provide a method to customize the system’s behavior to properly support your organization’s business processes. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 14 of 81 COI-SMART Administrator Guide Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 15 of 81 COI-SMART Administrator Guide Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 16 of 81 COI-SMART Administrator Guide Global Settings / General Settings Contact Us Name. This will appear when clicking on Help. Contact Us Phone. This will appear when clicking on Help and when clicking on “Contact Us”. Contact Us Fax. This will appear when clicking on Help and when clicking on “Contact Us”. Reply-To-Email. This is the sender’s email address on all email messages coming from the system. By default, emails from the COI-SMART system will be sent from the server coiv2.hccs.com (68.170.129.8). They will have a default sender (FROM) name of 'noreply@coi-smart.com'. If you add in an email address from your organization, the emails will still come from COI-SMART, but it will appear as if it were sent by your organizations email. Any replies to the COI emails will then go to your organizations inbox. Your IT/Firewall team should white-list the following items to ensure email delivery: 68.170.129.8, 68.170.129.9, and/or *.hccs.com" WARNING: Do not change the default 'Reply To: Email Address' unless you have spoken with HCCS about setting up SPF/SIDF records with your MX/DNS provider. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 17 of 81 COI-SMART Administrator Guide Group Admin Settings Allow Access to view/modify/create Users (excluding Admins and other Group Admins). If enabled, this option provides the ability to assign limited administrative privileges to users that have the security profile for “Group Admin” Allow access to view/modify/create Reviewer Assignments. If enabled, this option provides the ability to view, create or modify Reviewer Assignments to users that have the security profile for “Group Admin”. Respondent Settings Allow Respondents to update their email address. This option allows respondents to modify their email address. Note that the next automated upload (if applicable) will override this information. If your institution uses frequent automated data uploads, HCCS recommends not enabling this feature. Prevent Respondents from Updating their Role(s). This option prevents respondents from adding to their existing roles. Note that questions are tied to roles. Since the COI team may not be aware of all the roles a respondent may have, many institutions allow respondents to add additional roles to their profile. Respondents cannot delete roles assigned by the Administrator, nor can they delete roles automatically assigned by batch upload files. Allow Respondents to update department(s) – Please discuss with HCCS technical staff before applying this setting. Enable ProPublica disclosure search for respondents. This flag enables a sub-menu for the Propublica Database under the “My Questionnaire” menu. This informs physicians that there is publically available data on monies they may have been received. Physicians can look up information on themselves before disclosing. Enable CMS Open Payments disclosures search for respondents. This flags enables a link from within COISMART to the CMS Open Payments site. This allows the respondent to cross-reference and/or lookup information to disclose in their questionnaire. Allow Respondents to view their own custom associations. Traditionally, custom associations via the custom table association are only visible to COI-SMART Administrators. If this option is enabled, respondents can view their own custom associations in a grid located below the Support & Help menu. A potential use of this option is to provide board membership visibility. Hide “My Profile” View From Respondents. This flag prevents respondents from seeing their profile page. The “My Profile” section will not be available to access. Hide Roles From Respondents “My Profile” View. This flag hides the roles section in the respondents “My Profile” page so that the respondent is unable to see the role(s) they are assigned to as well as other existing roles. Hide Departments From Respondents “My Profile” View. This flag hides the departments section in the respondents “My Profile” page so that the respondent is unable to see the department(s) they are assigned to as well as other existing departments. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 18 of 81 COI-SMART Administrator Guide Reviewer Settings Reviewer Queue default mode. There are two modes for reviewing questionnaires: Simple Mode and Advanced Mode. In “Simple Mode”, an entire questionnaire is reviewed with a single review action. In “Advanced Mode”, reviewers select to review the disclosures question-by-question. Reviewers can switch between Simple and Advanced review modes despite the default setting. However, once an Advanced Mode (per-question) review has begun on a particular respondent’s questionnaire, all future reviews on that respondent's questionnaire must continue in Advanced Mode. Force Reviewer Queue default mode to be used for all reviews. This setting will prevent reviewers from changing the default mode and to only submit reviews using the default mode. Turn off review action reminder emails. When a review is performed, the reviewer has the option to enter a reminder date for the next action. If this option is selected, the reviewer will not be sent a review action reminder email that is created and subsequently sent when the reminder is initially scheduled. Turn off elective, transactional, and revision notifications emails for super reviewers. If selected, super reviewers will not be inundated with unnecessary notification emails as the inherent responsibility of a super reviewer is to actively review disclosures. Hide Respondent PDFs (PDF’s will still be available to super reviews and administrators). If selected, the respondent questionnaire PDF option will be hidden from the reviewer. Policy may require reviewers only have the ability to view and perform reviews for specific roles/questions as per documented reviewer assignments. Enable ProPublica disclosure search for reviewers. This flag enables a sub-menu for the Propublica Database under the “Reviewer” menu. This allows reviewers to look up public data and compare it to disclosures in COI-SMART. Enable CMS Open Payments disclosures search for reviewers. This flag enables a link to the CMS Open Payments site from the reviewers queue. If the respondent being reviewed has an NPI number associated to their COI-SMART account, the link will take the reviewer directly to the respondent’s record on the CMS site. This allows the reviewer to cross-reference the data in CMS with the data the respondent disclosed. Do Not Allow Reporting on Closed Questionnaires in Review Reports. When this option is enabled, reports can be generated from only Open Questionnaires. Enable respondent notifications. When this feature is enabled, Reviewers can send one-off emails to users with the option to include questionnaire name, email type, and email template. Show Link To Previous Submissions in User Details Box. This setting refers to any previous submissions from a previous vendor. Contact HCCS for more information. Show “My Status” under the Reviewers Queue for Non-Super Reviewers. This setting will allow non-super reviewers to see an overall status based on their own individual review actions. It is useful for reviewers who do not have access to see all questionnaires based on reviewer assignments. Enable Entity Based Review Actions. This feature allows the Reviewer to reviewer each entity within a question to be reviewed individually. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 19 of 81 COI-SMART Administrator Guide Security Settings Force users to change their passwords every X days. Select this option if the organization’s policy for network systems also applies to COI-SMART. By default, passwords do not expire. Log users out if inactive for X minutes. The default automated logout time is 20 minutes. A warning will appear 30 seconds before the timeout. If there has been no activity by the default or selected time, the user will be automatically logged out of the system and be returned to the login screen. Reduce password restrictions. If unchecked, the following restrictions apply Mask input when creating/editing passwords. This setting will hide the characters when users type in their new passwords. Masked Unmasked Alternate Name Settings Alternate name for Role. A Role may be a job function (e.g. Physician, Director), question category (Financial Interest, Form 990), or business relationship (Vendor, Contractor). Some clients, medical societies in particular, use an alternate name for Role, such as project names, names of a particular medical conference, or session names within a medical conference. Alternate name for Department. Depending on the use of COI-SMART, a client may change the name of the department field to an alternative. Alternate name for Cost Center. Depending on the use of COI-SMART, a client may change the name of the cost center field to an alternative. For example, Business units, tax entities, or facilities. Alternate name for questionnaire. Depending on the use of COI-SMART, a client may use a different term to reference their questionnaire. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 20 of 81 COI-SMART Administrator Guide Alternate name for transactional questionnaire. Depending on the use of COI-SMART, a client may change the name of a transactional questionnaire to an alternative. For example, Consent Form. Alternate name for fax number. Depending on the use of COI-SMART, a client may change the name of the fax number field to an alternative. Alternate name for comments. Depending on the use of COI-SMART, a client may change the name of the comments field to an alternative. Alternate name for location. Depending on the use of COI-SMART, a client may change the name of the location field to an alternative. Alternate name for section. Depending on the use of COI-SMART, a client may change the name of the section field to an alternative. Alternate for NPI. Depending on the use of COI-SMART, a client may change the name of the NPI field to an alternative. Alternate name for SSN. Depending on the use of COI-SMART, a client may change the name of the SNN field to an alternative. Alternate name for Custom Association. Depending on the use of COI-SMART, a client may change the name of the Custom Association field. Note: The alternate names will be reflected across the COI-SMART interface, but not on the dataset files used for bulk uploads. Reviewer Assignment Settings Use Cost Center as a Determining Field for Reviewer Assignments. In combination with department, cost centers can be assigned to respondents to determine who will review their disclosures. Similarly, reviewers are assigned to cost centers to determine the respondents whose disclosures they will review. Enabled Reviewer Assignments (by respondents). If selected, a reviewer can be assigned based on a direct reviewer to respondent relationship. For example, a board member’s/chair’s disclosures may only be reviewed by another board member/chair. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 21 of 81 COI-SMART Administrator Guide Questionnaire Settings Allow the use of merge fields when creating questions. If selected, the same merge fields used in email templates, can be used in questionnaire questions. Custom Instructions for “My Questionnaires”. This setting allows custom instructional text that will appear at the top of the “My Questionnaires” start page. Custom Instructions for “My Transactional Questionnaires”. This setting allows custom instructional text that will appear at the top of the “My Transactional Questionnaires” start page. Link Settings Include Link to My Questionnaire From the Announcements Page. Respondents are presented with the Announcements Page upon login. To access their questionnaire without having to navigate to the My Questionnaires section, a client may choose to put a link to the questionnaires page directly on the announcement page. For example: Include Link to My Transactional Questionnaire From the Announcements Page. Respondents are presented with the Announcements Page upon login. To access the transactional questionnaire without having to navigate to the Transactional Questionnaires page, a client may choose to put a link to the transactional questionnaires page directly on the announcement page. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 22 of 81 COI-SMART Administrator Guide Include Link to My Profile From the Announcements Page. Respondents are presented with the Announcements Page upon login. To access their profile, they will have to navigate to the My Questionnaires section and then My Profile section. To avoid these additional steps, a client may choose to put a link to the “My Profile” page directly on the announcement page. Include Link to help document on login page. If selected, the administrator can identify the link to include the help document on the login page. Include links to download or view questionnaire PDF with introduction. If selected, Respondents will have the ability to download and/or view a pdf version of their completed questionnaire. Courseware Completion Link Settings. HCCS Client ID for Courseware Completion Lookup. This feature allows clients that have HCCS Training Content and COI-SMART the ability to lookup users’ courseware completion status from within the COI-Smart application. • • • Allows clients to include a link to users’ courseware completion status directly in a questionnaire Users / Respondents will see a new button in their "My Questionnaire" tab called "My Courseware Completion Status". Reviewers and other users who have the ability to use the "User Summary Lookup" tool will now see a "Courseware Completion Status" button in the lookup tool. This enables reviewers to check on COI Questionnaire status and Courseware completion status in the same interface. Courseware Completion Link User Demographic Field. If enabled, the admin may choose to use the SSN, Login ID, or Email field in the demographic file as the users unique ID for the courseware. Reminder Email Settings Enable summary email option. If enabled, Administrators will be able to schedule reminder emails to Managers containing questionnaire completion status information for the respondents that report to them. Miscellaneous Settings Allow Hide Menu Option. If selected, the user is provided the option to hide/unhide the Menu Bar, allowing more space for the Content Pane to display. Disable privacy policy. If selected, privacy policy link will be removed from the bottom Menu Bar. Enable CSV Data Set Downloads. If enabled, Administrators will have the ability to download the .csv file to bulk upload user data. Global Settings / Questionnaire Settings Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 23 of 81 COI-SMART Administrator Guide Default Questionnaire Introduction Text. This is the default pre-amble to every questionnaire. New questionnaires will inherit this message, which can be edited and over-ridden during new questionnaire creation. Use this screen if you expect to use the same questionnaire introduction for almost every questionnaire you create. Note: This is different from the System Introduction Text which is displayed upon login. The System Introduction Text can be edited by hitting “Home” on the top of any page. System Administrators will have a link to “Edit This Announcement” on the top of the screen. Finish Text. This is the default confirmation statement to every questionnaire. New questionnaires will inherit this message, which can be edited and over-ridden during new questionnaire creation. Use this screen if you expect to use the same questionnaire finish text for almost every questionnaire you create. 2.8 Job Titles. Job Title is an optional field that can be used for custom reporting. "Job Title" has no effect on the assignment of questions in the questionnaire or on the review process. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 24 of 81 COI-SMART Administrator Guide 2.9 Review Action Types. Review Action Types are used to determine the current review status of each question under review as well as the current review status of the questionnaire as a whole. Review Action Types can also be used for searching and reporting. The 'Phase' field stores a numeric value between 0 and 99. The Status of the Review Action Type with the LOWEST Phase value (above 0) displays as the current status for the entire questionnaire. For example, assume that a particular respondent's questionnaire currently has two questions under review. If question A has a Review Action created whose Review Action Type's Phase = 2, while question B has a Review Action created whose Review Action Type's Phase = 3, question A's Status as defined by the Review Action Type's Status value becomes the current Status for the entire questionnaire as displayed in the Reviewer Screen. Phase = 0 indicates that a Review Action Type's Status value will not display for either the question or questionnaire. A phase of greater than 0 indicates that the status will display. The 'Status' field represents the question’s current status. When a question is under review, and a Review Action is created for that question, the Review Action Type's Status value is displayed as the question's current status. As mentioned above, if a single questionnaire has multiple questions Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 25 of 81 COI-SMART Administrator Guide are under review simultaneously, the Status value with the lowest Review Action Type Phase value will display as the Questionnaire’s current overall status. The 'Visible' field indicates whether any Status will display as a question's or questionnaire’s Status in the Reviewer screen. Any Phase greater than 0 will display while Phase = 0 will not. 2.10 Security Profiles Security profile enables account administrators to define a set of access rules for users of their system. Each user account on the system is assigned a single security profile that defines access for that user. The Security Profile screen allows administrators to restrict each user to only access screens appropriate for their needs. Each user is assigned a Security Profile before they can access any screens. Each Security Profile contains the rules that dictate which screens a user can access. Typical Security Profiles include: Security Profile Name Administrator Permissions All (Account Admin, Education and Training, Reports, Dashboards, Manager – User Lookup, Manual Entry, Questionnaire, Reviewer, Support/Help) Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 26 of 81 COI-SMART Administrator Guide Sub Admin Reviewer Reviewer (Read-Only) Respondent Manual Entry Manual Entry (Department Level Access) Manager – User Lookup Group Admin, Questionnaire, Support/Help Reviewer , Questionnaire, Support/Help Reviewer (Read Only), Support/Help Questionnaire, Support/Help Manual Entry, Questionnaire, Support/Help Manual Entry (Department Level Access), Support/Help Manager – User Lookup, Support/Help 2.11 Users The ‘Users’ screen provides the ability to maintain user contact and related information. Users can be searched using the Search input area. They can be sorted by any of the column names in the screen shot above by clicking on the blue column title. Users are categorized according to a security profile: Administrators, Respondents, and Reviewers. As Respondents, they are assigned Roles for questions; they are also assigned Departments (and optionally Cost Center) for review and reporting purposes. To add a new user to the system manually, select “Create User”. To edit a particular user’s demographic information, click on the user’s name and then select Edit. Other options include “Add Memo to User” “User Summary Lookup”, “Delete”, “Deactivate”, “Terminate” or “SendEmail”. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 27 of 81 COI-SMART Administrator Guide Click on “Add Memo to User”. The memo functionality allows an Administrator, Manager or Reviewer (based on Security Profiles) to document respondent-specific information and communication prior to the respondent being assigned to or completing a questionnaire. Click on “User Summary Lookup” to see if a respondent has submitted an assigned questionnaire. This view will show the respondent’s assigned departments and reviewers. Use the "Delete" action when you want to remove the user from the database, including reports. This is especially useful if a respondent was added in error. Use the "Deactivate" action to restrict a user from logging in while still enabling their data on reports. This feature is especially useful for respondents on leave, inactive Board Members, and others when you need to report on their disclosures for several years after they depart the Board. Use the "Terminate" action when a respondent is no longer employed or affiliated with the organization and you no longer want the respondent to appear on reports. You can "Un-Terminate" the respondent if they are re-hired or if you later find that you need their data to appear on reports. This last option (“SendEmail”) is particularly useful when respondents claim that they have not received an automated announcement or reminder for a particular questionnaire. An Administrator can manually send a specific questionnaire announcement email to a respondent while speaking with the respondent on the phone and can ensure receipt. Here are the fields of the “Edit” option: Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 28 of 81 COI-SMART Administrator Guide First Name. User’s First Name. Required. Middle Name. User’s Middle Name. Last Name. User’s Last Name. Required. Email. User’s email address. This is a unique identifier for the user. Required. Tip: If an email address does not exist, use firstname.lastname@coinoemail.com as a placeholder until a valid email address can be entered. The system will not send announcements and reminders to emails with the domain name: coinoemail.com. Username. User’s Login ID. Required. Some clients use email address for Email AND for username. Force Password Change. Check this flag to expire a user’s password immediately. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 29 of 81 COI-SMART Administrator Guide Password and Confirm Password. When creating a new user in the Admin Account / Users area, two additional Password fields will be shown: Password and Confirm Password. You will need to communicate the password you set on this screen to the user, either by phone, email or some other method outside of the COI-SMART system. Users who are created in bulk via automated demographic upload files will have no password assigned to them. When a questionnaire is ready for one of these users, a unique email will be sent to them containing a custom link, enabling them to set their own password before logging in. Tip: For information on user’s first-time password setting and COI-SMART links embedded in announcement emails, please see section 3.2.2, “Custom URL” in the Troubleshooting section of this guide. Note: When editing a previously-created user’s account, you cannot see their password, however, you can reset it by clicking the “Change Password” link on the bottom-right of the screen. For more information on passwords, see 3.2.2, “Security”, in the Troubleshooting section of this guide. Super Reviewer. Check this option to provide a user access to review all questionnaires, regardless of Role or Department assignment. Locked. This option will be automatically selected if users mistype their password more than five times in three consecutive minutes. The selection means that the user will be temporarily unable to log in. The option will be automatically deselected after 30 minutes. You can manually deselect this option to enable the user to re-attempt to log in if they call for assistance before the 30 minute timeout. Note: this option may be used to manually lock a user out of the system. With a manual lock, the system does not automatically deselect after 30 minutes. To prevent a user from logging into the system, use the “Active” setting below. Phone Number. User’s phone number. Fax Number. User’s fax number. Address. Work or residence address. City. Work or residence city. State. Work or residence state. Zip. Work or residence zip Code. Comments. Notes. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 30 of 81 COI-SMART Administrator Guide Location. Facility or Ship-to Section. Lot or Division Cost Center. Select from a drop-down list. Optional. Cost Center will only display if Cost Centers have previously been created via batch upload files. A planned enhancement will allow an administrator to manually create Cost Centers so they will be visible in this screen. National Provider Identifier. This field is reserved for National Physician/Provider ID which may be used in conjunction with the provisions of the Physician Payment Sunshine Terms of the Affordable Care Act. Optional. Respondents and/or reviewers (based on your site settings) can click on the CMS link which will then take them directly to the CMS site, and take reviewers directly to the respondents CMS record to crossreference the disclosure information in COI-SMART with CMS. Employee ID. User’s Employee ID. Optional. SSN. User’s Unique ID. Optional. Clients are encouraged not to input Social Security Number. This field is provided for legacy purposes from a previous version of the system. You may use this field for additional identifiers. Active. User’s status. If not active, the user will not be able to log in. Security Profile. Select from a drop-down list. Required. Job Title. Select from a drop-down list. Optional, however, this may be used for 990 reporting. The Job Title selection tool is only available if a Job Title has been defined in the “Job Titles” administration tool or added through the user demographic data file. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 31 of 81 COI-SMART Administrator Guide Role. Select from a list box. You can select more than one role. Required. Selections made here by the Administrator cannot be de-selected in the “My Profile” page by respondents. Similarly, Role selections preset by demographic upload files may not be de-selected in the “My Profile” page by respondents. Department. Select from a list box. You can select more than one department. Required. This controls how reports are generated and who reviews the respondent’s questionnaire. Notes: 1. Although a primary department must be set here, the demographic upload process will create a new primary department; the previous primary department will become secondary. 2. Administrators can allow respondents to self-select secondary departments on their My Profile page. See Settings under Account Admin. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 32 of 81 COI-SMART Administrator Guide Primary Department. Select from a drop-down list. Primary Department is used in standard reporting. Required. 2.12 Reviewer Assignment Review Assignment (By Demographics) The Reviewer Assignment (By Demographics) screen establishes the respondents to be reviewed by specific reviewers. Each reviewer will be responsible to review any questionnaire completed by a respondent whose role, department, and/or cost center matches a role, department, and/or cost center assigned to the reviewer through this screen. In other words, each reviewer is assigned roles, departments and/or cost centers. If one of these assigned matches one assigned to a respondent, the reviewer will be responsible to review any questionnaire completed by that respondent. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 33 of 81 COI-SMART Administrator Guide Review Assignment (By Respondents) The Reviewer Assignment (By Respondents) screen establishes the respondents to be reviewed by specific reviewers. Unlike the Reviewer Assignment (By Demographics), this option creates review assignment based on a direct reviewer to respondent relationship regardless of role or department. For example, a board member’s/chair’s disclosures may only be reviewed by another board member/chair. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 34 of 81 COI-SMART Administrator Guide 2.13 Questionnaires A Questionnaire is a research instrument consisting of a related series of questions and other prompts for the purpose of gathering information from respondents. The Questionnaires list displays all questionnaires---open or closed---for an organization. The Questionnaire link enables the creation and customization of Questionnaires. 2.13.1 Edit To add or edit a questionnaire, enter the following information: Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 35 of 81 COI-SMART Administrator Guide Field Purpose Transactional Questionnaire If this option is selected, the questionnaire will be visible to all respondents who have roles related to one or more of the questions. However, the system will never send an announcement or reminder to any respondent. This type of questionnaire is intended for one-time, single-purpose use. Respondents can answer this questionnaire only once, with no ability to make revisions. If they have another transaction to declare, they can begin a new transactional questionnaire. Note that this is different than an “Elective Questionnaire” below. Name The 'Name' field uniquely identifies a questionnaire for a given year. The combination of Name and Filing Year uniquely identify each questionnaire Open Date The 'Open Date' field specifies the date when a particular questionnaire may become available to respondents. A questionnaire will not show up in respondent's queue before this date and announcement emails will not Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 36 of 81 COI-SMART Administrator Guide be sent before this date. Due Date The 'Due Date' field is merely a display date for respondents in the My Questionnaire screen. This sets an expectation of final submission due date for respondents, but does not prevent respondents from action after the date has passed. Close Date The 'Close Date' field specifies the last day for a submission or revision to the questionnaire or any of its questions. Depending on Settings options, respondents may be allowed to submit after this date. Prevent Revisions After Close Date The ‘Prevent Revisions After Close Date’ field prevents Respondents from being able to make revisions to their responses after the Close Date. Cycled Rollouts If this option is selected the questionnaire will be rolled out to respondents in cycles. The rollout cycles can be setup via the ‘ROLLOUT CYCLES’ link located on the main questionnaires page. Filing year The 'Filing year' field specifies the year when a particular questionnaire is supposed to be filed or was filed. The combination of Name and Year uniquely identify each questionnaire. Announcement Email Template When the open date arrives, announcement emails may be generated automatically or manually. The content of the message is encapsulated in an email template. The name of that template is assigned to the questionnaire. Elective Questionnaire If this option is selected, the questionnaire will be visible to all respondents who have roles related to one or more of the questions. However, the system will never send an email announcement or reminder to any respondent. Respondents can answer this questionnaire and revise/update answers at a later time. Note that this is different than a “Transactional/Ad Hoc” questionnaire which does not send email announcements, but is intended for one-time, single-purpose use with no ability for a respondent to revise. Pre-Populate Submission Associations If the ‘Pre-Populate Submission Associations’ option is selected, any previous year associations that are set up for this questionnaire will be automatically populated as new answers when a respondent enters the questionnaire. NOTE: Only answer types that match a respondents previous submission will be auto populated. Additionally, answers will not be saved as actual responses to this questionnaire until a respondent clicks to save their answers, and any changes made along the way will become the new answer once saved. Track respondents who need to resubmit questionnaire due to role changes The system will track new roles assigned to a respondent after a questionnaire has been submitted, if they require new questions to be answered. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 37 of 81 COI-SMART Administrator Guide Send email to respondents who need to resubmit questionnaire due to role changes New Submission Required Email Template An email will be sent automatically via an overnight process. The system will automatically send a new type of email announcement asking the respondent to revise their questionnaire by answering new questions. Custom Information Button Introduction Text This field contains the text that respondents see first when they open a questionnaire. For example, this field may be used to display a pre-amble before a respondent can begin responding to any question in a questionnaire. Text here over-rides general introduction text set in the Global Settings. Finish Text This field contains text displayed at the end of the questionnaire submission process, prior to clicking the Submit button. As soon as all questions are completed the finish screen displays. Text here over-rides general introduction text set in the Global Settings. Add Questions Questions can have a main question and sub-questions. The main question is the first text the respondents see as they navigate from one question to another. Based on the respondent’s response to the main question, additional sub-questions may be displayed to the respondent, requiring additional responses to completely answer a single question. For example, 1. Outside Interests [Main Question]. Do you or a family member have a greater than 5% ownership interest in a company that does business with (this organization) or competes with (this organization)? • Yes • No 1.1. [Sub-Question] If yes, who has the interest? • Self • Spouse • Parent • Sibling • Child 1.2. [Sub-Question] If yes, state the company. ____________ 1.3. [Sub-Question] If yes, what is the ownership interest? ____________ 2. Elected Officials [Main Question]. Have you made or received any payment to or from a government official? • Yes Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 38 of 81 COI-SMART Administrator Guide • No 2.1 [Sub-Question] If yes, who was the government official? ____________ 2.2 [Sub-Question] If yes, what was the amount of the payment? o <$100 o $101 - $500 o > $500 2.3 [Sub-Question] If yes, describe the situation. ____________ 2.4 [Sub-Question] If yes, indicate your affiliation. ____________ 3. Independent Director [Main Question]. Are you an independent director, as defined in the Conflict of Interest Policy? • Yes • No 3.1 [Sub-Question] If yes, describe your role ____________ To create or edit a question, click [SAVE AND CONTINUE] from the Questionnaire parameter page. The following page appears. 1 2 4 3 5 6 1. Question Numbers. New questions are numbered sequentially from Q1, Q2, etc. When a question is removed, the remaining questions are not re-numbered. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 39 of 81 COI-SMART Administrator Guide To a respondent, the question numbers will appear sequentially without gaps in numbering. Similarly, if a question is not assigned to a respondent, the question numbers will re-sequence to avoid the appearance of missing questions. 2. Question Order. A question may be removed or re-ordered. When re-ordering, left-click the question number that will be moved, drag it to the desired position, and release the mouse to drop it into place. The questions are re-numbered sequentially after saving. 3. Main Question Text Box. The first question of a series of sub-questions is usually entered in this area. A rich text editor is provided so formatting can be achieved. Formatting techniques include a hyperlink to an intranetor internet-addressable URL. The steps to create a link are as follows: a. Highlight the word or phrase that will reference it. b. Click the globe icon. c. Enter the URL. If linking to a file in the Document Library, right click on the file name and copy the shortcut. Paste the shortcut into the URL field: Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 40 of 81 COI-SMART Administrator Guide If linking to a file in the Document Library, remove all text before “/client_files” and replace with “./” (dot-slash). On the Target tab, choose ‘New Window’. 4. Disclosure Definitions. Any word or phrase in the question can produce a hover-over effect. That is, when the mouse is passed over the word or phrase, a definition window appears, as illustrated. To create the definition, click ‘New’, enter the Phrase and its Definition. Then click ‘Apply’. 5. Allow this question to be entity-based. If the respondent may have more than one disclosure for a single question, check the entity-based flag. You can add custom alert text to inform respondents about how to use the “Entity” button. Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 41 of 81 COI-SMART Administrator Guide Here is an example that illustrates why you would want to use the Entity-based setting. Suppose a question asked if the respondent any/or any family members had outside interests, and to list the percent ownership of those interests. In the two examples below, the respondent has two interests and his brother also has an interest. Non entity-based question. The respondent lists all family members in a single response: Response Family Member 1 Self, Brother Company Ownership Interest (a) Self - ABC (a) Self - ABC Supplies - 35%, (b) Supplies, (b) Self - Acme Self/Brother Corporation - 40%, (c) Acme Corporation Brother - Acme Corporation - 60% Entity-based. Each family member on a separate response: Response Family Member 1 Self 2 Self 3 Brother Company Ownership Interest ABC Supplies 35% Acme Corporation 40% Acme Corporation 60% 6. Question Category. Categories identify the type of question; they are displayed as titles or headers above each question: Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 42 of 81 COI-SMART Administrator Guide Once created, question categories become available for future use on all questionnaires. 7. Group Numbers. The Answer Matrix allows sub-groups to be created. Sub-groups are groups of sub-questions and their answer-types. Group Numbers do not appear on a respondent’s screen. Except for Group 1, Proprietary and Confidential: This document is the property of Health Care Compliance Strategies – A HealthStream Company. This document may not be duplicated or distributed without the express written permission of HCCS – A HealthStream Company. Page 43 of 81 COI-SMART Administrator Guide group numbers may be removed. The order of appearance (or non-appearance) depends on the following: a. Group Numbering b. Link to a Previous Answer c. Sub-Group Roles 8. Start Reordering. The Start Reordering feature allows sub-groups to be reordered after they are created. The first subgroup cannot be moved, therefore, the Start Reorder feature appears after the third subgroups is created. Additionally, you MUST unlink a sub-group before you can reorder. 9. Group Associations. Subgroup roles. When roles are assigned to a question, they are really being assigned to Group 1. Depending on the sub-question, other groups are typically assigned the same role. Associate to a Previous Questionnaire. The response to a sub-question may be linked to a response to a sub-question from another questionnaire. This association allows the respondent to reference a previous answer and copy accordingly. Link to a Previous Answer. Except for Group 1, subgroups may be linked to a response on a previous subgroup in the same question and on the same questionnaire. In the screen shot above, the question “Who has the interest?” will only appear if the response to the first question is “Yes”. (Note the text ‘Link to a Previous Answer” followed by “Group 1 [yes]” near number 8 in the screen shot above.) Without linking, all sub-questions---given the same roles---will appear all at the same time (in order of Group Number) on the respondent’s screen. 10. Question Subtext. This is the sub-question box. The default format is Courier font, 10 point. If other formatting is required, HTML tags can be manually inserted. For example, the following text will underline “Health System”, insert a line after the paragraph, then enumerate the entities with bullet points: Health System includes all of the hospitals, and related not-for-profit and for-profit entities:
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