HCCS_COI SMART_LE_Reviewer_Guide_Beta_20160216 Coi Smart Reviewer Guide Le

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COI-SMART Limited Edition (LE)
Reviewer Guide – Beta Version
February 16, 2016

COI-SMART LE Reviewer Guide

Table of Contents
1. OVERVIEW OF THE REVIEW PROCESS ............................................................................................................................. 3
2. THE REVIEWER QUEUE .................................................................................................................................................... 4
3. VIEW HISTORY ................................................................................................................................................................. 7
4. AN EXAMPLE OF A REVIEW ............................................................................................................................................. 9
4.1 Performing a Review .................................................................................................................................................. 9
4.2 Review Actions ......................................................................................................................................................... 10
4.3 MESSAGING.................................................................................................................................................................. 10
4.4 Email Templates ....................................................................................................................................................... 12
4.5 REMINDERS .................................................................................................................................................................. 13
5. A DISCUSSION ABOUT "QUESTIONNAIRE STATUS" ..................................................................................................... 15
6. ARCHIVING..................................................................................................................................................................... 16
7. SENDING RESPONDENT NOTIFICATIONS ...................................................................................................................... 17

* For additional guidance, please check the Document Library, There may be policies and/OR other materials
from your Institution Available.

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 18

COI-SMART LE Reviewer Guide

1. Overview of the Review Process
The COI-SMART Limited Edition (LE) 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 LE Review Process distinguishes this program from
other systems on the market.
Within the Reviewer Module, assigned Reviewers can view disclosures, communicate with
Respondents and take other review actions in order to move items on a trajectory toward
resolution.
Administrators designate specific users as Reviewers with the “Reviewer” security profile and
subsequently assigns the super reviewer permission in the user’s account. When a Reviewer logs
into the system, the system will recognize them as a Reviewer, and the Reviewer menu will be
available to them. The Reviewer menu includes the sub-menus: In Review, Message Center, Send
Respondent Notification, Reviewer Guide, User Summary Lookup, Add Memo to User, and CMS Open
Payments Search.

COI-SMART LE Reviewer Guide

2. The Reviewer Queue
The Reviewer can select In Review, and will be presented with a queue of all questionnaires that
have been submitted. Each line in the queue represents one submitted questionnaire. The reviewer
queue shows the questionnaire name, the Respondent name, the number of items to be reviewed
(the number of items classified as "disclosures"), the overall status of that questionnaire submission,
and the date of each action.

The Reviewer may download a PDF version of the Respondent’s disclosures containing either all
responses (a longer list) or a PDF containing the most recent responses (a shorter list). The PDF
containing all of the responses will display all of the edits the respondent made to a question. The
previous response will be grayed out and the most recent response will be displayed in black font.
The PDF containing the most recent responses will only display the latest responses to the
question. Both PDFs contain dates and timestamps for each response.

COI-SMART LE Reviewer Guide

If the Reviewer wishes to filter the reviewer queue, he/she may select Advanced Search and will
then be presented with a series of filters to narrow the search. Advanced Search allows the
Reviewer to search by Respondent name, questionnaire name, filing year, user status, whether
there were or were not disclosures, and other factors. The Reviewer can also search for text that
appeared in a response, so, for example, the Reviewer could search for "Pfizer" in the Response
Text filter and find any submission that mentions Pfizer.

COI-SMART LE Reviewer Guide

Advanced Search View

COI-SMART LE Reviewer Guide

3. View History
When a Reviewer selects an item for review, they are taken to the View History section of the
Review page. Initially, the History just shows that the item was automatically assigned to a status of
“In Review”. The “In Review” status indicates the respondent answered at least one question from
the submitted questionnaire as a disclosure.

View/Hide Details. The Reviewer selects this link to view/hide the disclosures. For example:

COI-SMART LE Reviewer Guide
View/Hide Message. The Reviewer selects this link to view the email messages sent or received concerning
the questionnaire -level review. For example:

COI-SMART LE Reviewer Guide

4. An Example of a Review
4.1

Performing a Review

In the example below, the Respondent disclosed that his brother owns a company that sells office
equipment to the hospital. The Reviewer can then elect to "Perform a New Review" by clicking on
the link in the far right hand column. This will bring the Reviewer to the Review Action section of the
page.
Review Actions apply to the entire questionnaire.

COI-SMART LE Reviewer Guide

4.2

Review Actions

LE provides several "Review Actions" that constitute the Review Process. These actions are
available in a drop-down list in the Review Action section.

The Reviewer can select a Review Action, according to the policies and procedures of the
institution to move the item toward resolution.

4.3

Messaging

The COI-SMART LE review process enables and tracks detailed communication between Reviewers
and Respondents. Correspondence may include attachments, which can be uploaded by Reviewer
or Respondent.
COI-SMART LE uses a "Facebook" style message system. When a Reviewer sends a message to a
Respondent, and the Respondent wants to reply, he/she does not click on "Reply" to the email.
Instead, the Reviewer's email will contain a link which will return the Respondent to the COI-SMART
LE system to reply to the message. The respondent may also log into COI-SMART LE and access the
message directly from their inbox located in their Message Center.

COI-SMART LE Reviewer Guide

When the message is sent via the Perform Review action, the OUTGOING messages and INCOMING
responses are automatically captured and displayed in the View History section of the Reviewer’s
Queue.
As an example, a Reviewer could select the Review Action "Further Investigation Required" which
would record that action in the history. The Reviewer could then click on "Send Email" which will
open an outgoing message to the Respondent. The email will populate the sender and recipient
fields, and will allow copies or attachments to be added as well. This is useful for requesting
additional information from a respondent.

COI-SMART LE Reviewer Guide

Messages sent directly from the Message Center, are captured and displayed in the INBOX under
the Message Center. Here, Reviewers also have the option to view messages and also close and
cleanup old messages either individually or in bulk by utilizing the Clean Up Mode.

4.4

Email Templates

Finally, the Reviewer can select an email template that could populate the text of the outgoing
email. Refer to the “LE Implementation Guide” for more information about the Email Templates.

COI-SMART LE Reviewer Guide

4.5

Reminders

While performing a review action, the Reviewer can set a reminder by clicking on the "Next Action
Date" and add a comment in the comment section. The reminder is automatically added to the
View History list under the Action Date column.
If the “Next Action Date” is populated, by default, COI-SMART LE will send the reviewer a Review
Action Reminder email if no action is taken by the “Next Action Date”.

COI-SMART LE Reviewer Guide

5. A Discussion about "Questionnaire Status"

Questionnaires submitted with at least one question answered as a disclosure are assigned the
system-generated status of In Review. Questionnaires submitted with zero questions answered as
disclosures are assigned the system-generated status of Complete Without Disclosure. Overall
questionnaire status is determined by the most recent review action. RED items need work, but
GREEN items are resolved. This way, a quick glance at the Reviewer Queue gives an indication of
how well items are moving through the queue.
Hint: When reviewing respondents that have more than one disclosure in a questionnaire, the
Review status of the questionnaire should be based on the LEAST evolved item. So if one item has
been resolved, the status may still be “Conflict Identified” until all conflicts have been resolved.

COI-SMART LE Reviewer Guide

6. Archiving
Once a respondent’s questionnaire has completed the review process, you can archive their
questionnaire so that it is removed from the ‘In Review’ queue.

To Archive a review, highlight the questionnaire and then select ‘Archive’ at the bottom of the
review queue section.

To unarchive a questionnaire, click on the ‘View Archives’ button at the top of the reviewer queue,
select the respondent’s questionnaire, and then click on the ‘Un-Archive’ link at the bottom of the
archived review’s list.

COI-SMART LE Reviewer Guide
To go back to the list of active reviews, click on the ‘View Active Reviews’ button at the top of the
archived reviews list.

7. Sending Respondent Notifications
The Reviewer can select Send Respondent Notification in order to send manual Questionnaire
Announcement and Questionnaire Reminder emails to respondents.

•

The Questionnaire Announcement email can be used in lieu of the automated
announcement or is useful when respondents cannot locate the automated announcement
email. The Reviewer can manually send a specific questionnaire announcement email to a
respondent while speaking with the respondent on the phone and can ensure receipt.

•

The Questionnaire Reminder email is useful for reminding delinquent respondents to
submit their questionnaire.

After searching for and selecting the target respondent, the Reviewer clicks on the ‘Send Email’
button at the bottom of the users screen.
The Reviewer selects the Questionnaire Name, Email Type and Template. The associated template
will be populated in the body of the email. The Reviewer can edit or replace the template as
desired and then click on ‘Send’.

COI-SMART LE Reviewer Guide

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