These items were deployed to production on the evening of Wednesday, March 31st, 2021.
The MediTract CLM User Guide (help.tractsoft.io) has been reorganized into a user-friendly knowledge base. Here are a few of the improvements you’ll see:
Appendices containing information beyond the scope of how to do a thing
If you’ve bookmarked any pages in the online user guide, these updates broke those bookmarks. We promise to make it worth it!
If something is missing, check back soon. We are adding new new content to help make using CLM easier!
Worklist & Workflows
Open review will facilitate increased speed, flexibility, and fluidity in the Negotiation Phase.
In open review, a Reviewer or Approver will be able to edit the documents and save their changes, then leave the workflow without submitting their review or approval. While that user is editing the workflow, it will be unavailable, i.e. locked, to other participants. This will allow another Reviewer or Approver to start editing without having to wait for the other participants to submit their review or approval. Participants can edit the document multiple times (as it becomes available) before submitting their review or approval without having to be resequenced.
This differs from sequenced review (the default way reviews function), in which each sequenced participant must complete their turn in the prescribed order.
PM2-7267 The review type for the Negotiation Phase will be configured within individual workflow templates.
To change a workflow template to open review, or to configure open review in a new workflow template:
Open the workflow template and click the edit icon (pencil) for the Negotiation Phase.
In the Review Type dropdown, select Open.
By default, Sequenced is the selected Review Type in both new and existing workflow templates.
At the start of a Negotiation Phase with Open Review:
The Active Participants panel will appear in place of the Participant Sequence panel.
PM2-7269 The Workflow Available indicator will appear above the document editor.
The status indicators next to each name in the Active Participants panel will be white, outlined with gray, indicating that they have not started review.
PM2-7270 Once a participant clicks inside the document body, the workflow will be locked to other participants.
PM2-7269 The Workflow Locked indicator will replace the Workflow Available indicator.
You can hover over the indicator to see the name of the user who locked the document (i.e., began editing) and the date/timestamp of when they locked it.
The Workflow Locked indicator will appear for the user who locked it as well.
PM2-7270 While the workflow is locked, other participants may read the documents and submit their review or approval, but they will not be able to edit the documents.
PM2-7268 In the Active Participants panel, the status indicator to the right of the participant’s name will illuminate yellow.
PM2-7270 If the user needs to stop editing but is not yet ready to submit their review or approval, they can click Save Version.
This will update the Version History.
The Workflow Locked indicator will change to Workflow Available and be open to editing by another participant.
The user’s indicator will remain yellow, indicating that they haven’t completed their review.
PM2-7271 At any time during document editing, the user can strike Ctrl + S to save changes.
When the user has finished making changes and is ready to submit their review or approval, they can click Submit Review or Submit Approval.
The user will still be able to click Decline Review (or Approval).
To avoid confusion, each user will be listed only once in the Active Participants panel, regardless of how many roles they might serve within the Negotiation Phase. If a user is both a Reviewer and Approver within the same Negotiation Phase, then they will be listed as an Approver.
PM2-7272 If the user stops working or hides the window, after 15 minutes, an Are you still working? message will appear.
If the user clicks Yes, then the workflow will remain locked and they can continue working.
If the user takes no action within 5 minutes of the message appearing, then it will be replaced with a Saved Changes message. Changes will autosave, and the workflow will revert to being available.
PM2-7469 If the user navigates away from the page within CLM, an Unsaved Changes message will appear.
If the user clicks Save and Continue, their changes will be saved and the workflow will revert to being available.
If the user clicks Keep Working, they’ll remain on the workflow page and the document will remain locked.
New Document Editing Features
PM2-7345 The in-app document editor is being upgraded to include the following features:
PM2-7392 Inline commenting
In the Comments tab of the document editor, in-turn phase participants can add or delete comments.
In the sidebar, in-turn phase participants can reply to and resolve comments.
Currently, users can edit and reply to comments that have been marked as resolved, as well as resolve other users' comments. In a future release, resolving a comment will work more like it does in Microsoft Word.
The Comment Sidebar can be toggled off by clicking the Show Comments button.
Comments that are downloaded or uploaded within a document will carry over into the in-app document editor.
If you are commenting in Microsoft Word before uploading the document to CLM, ensure that your name is in Word > Preferences > User Settings. If it is missing, your comments will appear to be written by “Microsoft Office User” when they are viewed in the CLM document editor.
Spellcheck is enabled through the Proofing tab of the document editor.
Misspelled words will be underlined with a jagged red line.
Right-click the word to replace the misspelled word with the corrected spelling.
Additional Fields Available in the Worklist
PM2-6768 Custom fields will be available in the worklist table, giving workflow participants easier access to information relevant to their workflows.
Users will be able to add custom fields via the Additional Columns widget.
After adding those columns, users will be able to manage and filter those custom fields using the Manage Columns and Filter Table widgets.
In the initial release of this functionality, sorting will only be available for custom fields and system fields that have a single attribute.
PM2-7884 DEFECT FIX The executive summary page, which previously only listed exceptions to the the review process, such as triggered or skipped reviews, now lists all reviews, approvals, and phase completions.
Data will be presented chronologically by phase:
Date and time of phase start
Name and role of user performing an action
Action the user performed (e.g., Submitted, Declined, Completed Phase)
As before, retractions, skips, and any associated comments/reasons will be included.
When review or approval is triggered based upon a form value, the verbiage User added due to trigger conditions being met along with the user’s name and the date/time they were added to the workflow will be included.
Date/timestamps for each action are listed in the Workflow History panel.
PM2-7954 DEFECT FIX Custom field values with the following data types failed to carry from the original workflow into an Amend workflow:
Decimal dropdown field
Decimal radio button field
Decimal text field with two decimal places
Integer radio buttons field
This has been fixed; all applicable custom field values will carry over as expected.
PM2-8027 DEFECT FIX Attempting to sequence a user who was Out of Office and had designated a proxy user in their account settings would return a 500 error.
This has been fixed; proxyship will work as expected.
Worklist & Contracts List
PM2-6259 BUG FIX The worklist and contracts list will load faster.
This will be especially noticeable when switching on the Include Previously Completed Items or Include Inactive Contracts toggle.
We are sunsetting the Contract Library feature that limits initially returned search results to the first 500, as this performance improvement renders it unnecessary, even in larger tenants.
PM2-7400 BUG FIX Contract Moderators were unable to record or reply to comments.
This has been fixed; Contract Moderators can record and reply to comments as expected.
These modules will be available for customers who subscribe to them. To learn more about how Pulse Check and Gift Alert can augment your organization’s compliance practices, contact your MediTract CLM customer executive.
Full user guides for these modules will be available in the knowledge base soon.
Pulse Check: Phase 1
Known as VEF in MediTract Classic
Pulse Check is a powerful surveying tool that helps healthcare organizations fulfill The Joint Commission accreditation requirements and reduce exposure to potential lawsuits.
Contract administration staff can build customized survey forms, then send those surveys to vendors and a subset of consumers, like nurse managers, to make sure vendors are operating in safe or efficient ways in accordance with contract terms.
The disclosures that these surveys elicit reduce vendor compliance risks and improve compliance with the Sunshine Act and Open Payments.
The surveys help determine if vendors are engaging in unsafe practices before causing harm that may result in litigation.
The software can be configured so that a negative response on a survey will trigger an email to people responsible for the vendor, requiring them to formulate a mitigation plan.
Known as Accumulator in MediTract Classic
Gift Alert facilitates compliance with the Anti-Kickback Statute and Stark Law and facilitates ease of reconciliation with the CMS Open Payments tool.
Users can easily enter non-monetary compensation on their individual provider profiles.
The entire system will update to reflect in real time to show the history of gifts and total amount in a calendar year.
Should a gift exceed a set threshold (as established by your organization or the nominal amount established annually by the CMS), designated parties will be notified immediately.
The ability to report on gifts will make providing proof of compliance simple in the event of an audit.