Vendor Manager User Guide Guide_2-5-16.pdf · Vendormate, a GHX Company Vendor Manager User Guide...

Vendormate, a GHX Company Vendor Manager User Guide 1

Vendor Manager User Guide

Contents OVERVIEW ......................................................................................................................................................................................3

SYSTEM REQUIREMENTS .............................................................................................................................................................3

PASSWORD REQUIREMENTS .......................................................................................................................................................3

LOG IN ..............................................................................................................................................................................................4

NAVIGATION ....................................................................................................................................................................................4

The Home Screen .........................................................................................................................................................................4

Registration Status ........................................................................................................................................................................4

Vendor Subgroups ........................................................................................................................................................................5

Approvals, Reports. Tasks and Evaluations..................................................................................................................................5

WORKING WITH THE VENDOR DATABASE .................................................................................................................................6

Search Vendors ............................................................................................................................................................................6

Invite Vendors ...............................................................................................................................................................................8

Add a Vendor ..............................................................................................................................................................................10

MY CALENDAR ..............................................................................................................................................................................12

REPORTS ......................................................................................................................................................................................13

Standard Reports ........................................................................................................................................................................13

Custom Reports ..........................................................................................................................................................................15

WORKING WITH VENDOR DATA .................................................................................................................................................17

Vendor Overview .........................................................................................................................................................................17

The Details Tab .......................................................................................................................................................................17

The Vendor Data Tab ..............................................................................................................................................................18

The Invitations Tab ..................................................................................................................................................................20

The Contacts Tab ....................................................................................................................................................................21

The Classification Tab .............................................................................................................................................................23

The Notes Tab .........................................................................................................................................................................27

The Tasks Tab .........................................................................................................................................................................29

The Approval Tab ....................................................................................................................................................................31

The Evaluation Tab .................................................................................................................................................................33

The Audit Trail Tab ..................................................................................................................................................................40

MANAGING APPROVAL LISTS .....................................................................................................................................................41


MANAGING SETTINGS & ONBOARDING DATA ..........................................................................................................................42

Settings .......................................................................................................................................................................................42

Settings/Global/Users ..............................................................................................................................................................43

Settings/Global/Set-Up Data ...................................................................................................................................................46

Settings/Global/Document Type ..............................................................................................................................................47

Settings/Global/Manage Forms ...............................................................................................................................................48

Settings/Global/Manage Documents .......................................................................................................................................53

Settings/Global/Manage Evaluation ........................................................................................................................................55

Appendix .........................................................................................................................................................................................59

Vendor Credentials Key ..............................................................................................................................................................59

Customizable Columns ...............................................................................................................................................................60

Compliance Document Manager .............................................................................................................................................60

Contract Manager ....................................................................................................................................................................60

Credential Manager .................................................................................................................................................................60

Onboarding Forms* .................................................................................................................................................................61

Sourcing Manager ...................................................................................................................................................................70

Vendor Manager ......................................................................................................................................................................70

Vendormate Network ...............................................................................................................................................................73


OVERVIEW

Vendor Manager allows health systems to manage their vendor information in one central location, giving them a way to gather

vendor information, ensure the correct data is collected from their vendors and then gives them the ability to view and pull

reports on that data.

This guide offers step-by-step processes for finding vendor data, editing vendor data and managing the data

to ensure accurate reporting and auditing capabilities in the future.

SYSTEM REQUIREMENTS

Vendormate Vendor Manager is compatible with the following browsers:

Windows Internet Explorer (v8 and above)

Mozilla Firefox (v36 through 39)

Google Chrome (v43.x.x.x)

Apple Safari (v5.1.x)

Tip: You must enable pop-ups and should add vcm.vendormate.com to your list of secure trusted sites.

PASSWORD REQUIREMENTS

Must contain at least one letter (a-z or A-Z)

Must contain at least one special character (!, @, $, ^, *, (, ) ,_, ~. ?)

Must contain at least one number (0-9)

Must be at least 8 characters long

Cannot contain these special characters (#, &, %, <, >, [, ], {, }, \, ", +)

Cannot contain spaces


LOG IN

1. Go to https://vendormate.com/user.

2. Type your Username (corporate email address) and Vendormate Password.

3. Click Login to enter Vendor Manager.

NAVIGATION

The Home Screen

The Vendor Manager Home Screen shows the status of your vendor management program at a glance. You can compare

registered and unregistered vendors, see how many vendors are included in various subgroups, view pending approvals, quickly

access reports and see upcoming tasks. From here, there are links to more detailed information.

Registration Status

The pie chart on the Home Page shows how many of your active vendors have registered for your network and provides links to

lists of these vendors.

Key:

Active: Your organization has indicated an active business relationship with these vendors.

Unregistered: Vendors are not yet registered in your credentialing program.

Registered: Vendors are registered in your credentialing program.

https://vendormate.com/user


Vendor Subgroups

The bar graphs on the Home Page show how many vendors have been assigned to each of your custom Subgroups. Clicking a

bar brings you to a list of those vendors. Your health system identifies and maintains the appropriate subgroup for each vendor.

Approvals, Reports. Tasks and Evaluations

The Home Page also provides fast access to upcoming approvals, your user reports, any tasks currently listed on your

Vendormate calendar and pending evaluations. The calendar includes tasks and events from all Vendormate modules you use.


WORKING WITH THE VENDOR DATABASE

Search Vendors

When you select the Search Vendors option on the main Vendor Management drop-down menu, a list of vendors is presented

with search boxes or drop-down selections below each column heading. These enable you to select search criteria to customize

how you view your vendor list. Any customized search conducted here can be saved as a report. The Customize Columns

button enables you to decide which data columns appear in the search results. To view a detailed list of the column options,

please reference Customizable Columns within the Appendix.

Search Vendors:

1. Click Search Vendors on the Vendor Management dropdown menu.

2. Type a search term and/or select from the drop-down options beneath relevant column header(s).

3. Press Enter on your keyboard to view the results.

4. The Save As Report button enables you to save any customized search as a report. Administrators may elect to share

reports with other users. (See Custom Reports for more information)

5. Click the Customize Columns button to select the columns you wish to appear in your search results/report.


Search Vendors (cont.)

6. Use the arrows to move desired items from Available to Used on the right side of the screen. Single arrows (> <) move

selected items. Double arrows (>> <<) move all items. Use the Control (Ctrl) key to select multiple items. Drag and drop fields

under Used to reorder the columns.

7. Click Save.

In the Search Vendors view, the Actions drop-down enables you to activate or inactivate vendors; invite vendors to join the

network, or create evaluations for one or more vendors by selecting the checkboxes to the left of each Vendor’s Name. Other

available functions include Approve, Deny, Assign Groups, Assign Subgroups, Assign Tags and Delete Vendor.

The Reports drop-down gives you instant access to reports you and other users have created and a series of global reports

included with Vendor Manager.


Invite Vendors

Inviting vendors to join the Vendormate network generates an email, urging them to provide company information that enables

Vendormate to ensure they are a valid business, and monitor their sanction and financial status.

To Invite Vendors to Join Your Network:

1. Select Invite Vendors from the Vendor Management drop-down menu

2. Complete the information on the Invite Vendor popup screen and click Next. Note, while FEIN is an optional field, it is highly

recommended that you provide the vendor’s tax id if known. Vendormate uses the FEIN as each vendor company’s unique

identifier. With the FEIN, there’s a higher likelihood of your invitation reaching the appropriate vendor contact, based on our

known network data.

OR

1. Select the Invitations tab within the vendor overview to see a list of previous invitations sent to this vendor.

2. Click Send Invite.


Invite Vendors (cont.)

3. Select the Vendor Contact(s) to send the invitation to.

4. Click Send.

The selected contacts will receive an email explaining next steps and a link to join the network.


Add a Vendor

Adding a vendor to your vendor list begins with searching for the firm in the Vendormate database. If the vendor is found, their

data is added to your vendor list. If not, you have the opportunity to add them manually. Remember, just because they are on

your list, does not make them a member of your vendor credentialing program. You will still have to invite them to register.

1. Click Add Vendor on the Vendor Manager drop-down menu.

2. Enter the company name into the Add Vendor popup screen. As you type, Vendor Manager searches for the vendor in the

Vendormate network. Note that additional data may appear to help you choose the correct vendor (Tax ID, address, etc.). You

may also enter the FEIN to find a vendor - this is highly recommended to ensure a network match, as Vendormate uses the

vendor's Tax ID as the unique identifier in the network

3. If the company is found, click Add to add the vendor to your list.


Add a Vendor (cont.)

4. If the company is not found, click OK to manually add their data.

5. Click Edit and enter the vendor’s data under the Details tab.

6. When you have entered all of the data you have available, click Save. If you have additional contact data, this is a good time

to add it to the Contacts tab.


MY CALENDAR

Available in list or calendar view, My Calendar displays tasks and trackers from all Vendormate modules you are using.

Therefore, a task you add in Contract Manager will also be found in Vendor Manager.


REPORTS

Standard Reports

Vendor Manager includes a number of standard reports that can provide vital insights into your vendor list. To explore and

access these reports, select Reports from the Vendor Management dropdown menu. If you are also using Credential Manager,

you’ll have access to Credential Manager data as well. This includes individual rep participation reports, and onsite sign-in

activity reporting.

Hover your mouse over a report title to see a brief description.


Reports (cont.)

When you click on a report title, you may be asked to select filters such as start and end dates. Results may be downloaded in a

number of standard file formats including XLSX/XLS (Excel), PDF (Adobe Acrobat), RTF (rich text format for word processors)

and CSV (comma separated values for databases and spreadsheets).


Custom Reports

In the Search Vendors view you may create custom reports for your own use. Administrators may share reports with others at

their organization.

1. Select Search Vendors to begin a custom report.

You will be presented with a list of vendors arranged under specific columns, much like a spreadsheet. The top row of each

column provides a space for you to customize what data is displayed in that column, by applying filters. In each case, you can

either enter a value, or select from a drop-down menu to explore the data from your vendor list. For example, if you enter

“Vendormate” into the Vendor Name column, and then press Enter, all vendors with that name will be shown (2). If you select

Yes or No from the Vendor Program Credentials column only vendors who meet that criteria will be shown (3).

You can select additional columns to use or eliminate columns you do not wish to use by clicking the Customize Columns button

(4 above). Then, select column headings you wish by moving them from the Available box on the left to the Used box (5) using

the arrows (> <). Within the Used box you may drag and drop column headers to re-order the report’s columns. Note: single

arrows (> <) move selected items, double arrows (>> <<) move all items. Column headings in gray italicized font may not be

removed or re-ordered within the Search Vendors view.


Custom Reports (cont.)

To save your selections as a report, click Save As Report (6). Once you create a Name and Description (7), your current

configuration will be saved in Reports area near the bottom of the Home Screen (return to the Home Screen by clicking the

Vendor Management tab) and under My Reports on the Reports drop-down menu. If you have Administrator rights, you may

decide whether or not to share the report with others at your organization.


WORKING WITH VENDOR DATA Whether it’s via a search, a custom report or a standard report, once you have a list of vendors that meet your criteria, you may

need to work with their data on an individual basis. Clicking the company name in any list of vendors will take you to the Vendor

Overview. This is where you can find, explore and edit highly detailed vendor information.

Vendor Overview

To access the detailed vendor data found in the Vendor Overview, click on the Vendor Name. You may link from a vendor

search or any report that results in a list of vendors.

The Details Tab

The heart of the Vendor Overview, the Details tab includes company-level data on a specific vendor. The Vendor Credentials

icons inform you if more data are available. (See Vendor Credentials Key in the Appendix for more details.)

The company’s Tax ID has been verified. If the icon is yellow, the verification is in progress. If the icon is grey, the

company is not a part of Vendormate’s network. If the icon is red, Vendormate was unable to verify the Tax ID provided.

Financial data and other details available from Equifax. If the icon is yellow, we are in the process of acquiring the Equifax

information. If the icon is gray, the company is not a part of Vendormate’s network – click the icon to invite them to

register. If the icon is red, a match to Equifax data was not found.

This vendor is a member of your credentialing program. If the icon is red, the vendor is not a member. Click to invite.

There are several ways to gather Vendor Details:

Search your database or find a vendor in the Vendormate network by adding them to your database.

Invite a vendor to join your network and provide their data.

Manually add a vendor’s information.


The Vendor Data Tab

This tab displays the vendor’s onboarding category and the required forms and documents related to their categorization. It is

also possible to edit the onboarding category in this tab. Note: Depending on your health system’s configuration of Vendor

Manager, this tab may not appear.

Onboarding Category

The onboarding category assigned to the vendor is shown under this tab. To change, add or remove categories, move

selections from the Available Onboarding Category box to the Used Onboarding Category box using the arrows. Note that

single arrows (> <) move selected items and double arrows (>> <<) move all items. Hold the Ctrl key and click to select multiple

items.

Shared Forms

These are forms that must be completed by the vendor, or hospital staff as part of the registration process. They are assigned

based on the onboarding category and are created in the Settings area at the far right of the screen. Note: Administrators create

these forms and can also update the sequence of the forms in the Settings area.

Shared Documents

These are documents the vendor is required to provide based on their onboarding category. As with Shared Forms, the required

documents assignments are created in the Settings area at the far right of the screen. Administers can modify document

requirements in the Settings area. The documents that are provided in this section are not reviewed by Vendormate’s

credentialing team. Hospital staff are responsible for verifying these documents.


Shared Documents (cont.)

To verify a shared document, click on the name of the Document, under Document Type.

Next select the “Edit” tab. Within the edit screen, choose the appropriate Verification Status from the drop down list then select

Save at the bottom of the screen.

Company Documents

Company documents are uploaded to Credential Manager by the vendor during the registration process. They will only exist if a

vendor representative has completed registration in the Vendormate network.

To View a Company Document:

Click the Document Name to see the document in read-only format.

Note: the Contracting tab is only available to users of Contract Manager. See the Contract Manager User Guide

for assistance with the Contracting tab. The BA Oversight tab is only available to users of Compliance Document

Manager. See the Compliance Document Manager User Guide for assistance with the BA Oversight tab.


The Invitations Tab

This tab displays a list of invitations that have been sent to the vendor requesting that they register in your network. You can

also send a new invitation from here.

To Send a Network Invitation:

1. Select the Send Invite button

2. Choose the contacts that you’d like to receive the invitation using the checkboxes.

3. Press Send. If you do not have any contacts added yet, you’ll be prompted to add at least one.

4. When you are ready, click the Confirm button.


The Contacts Tab

This section displays the contacts for this vendor. In addition to contact information, the listing includes the type of contact to

help you appropriately target specific messages. You can also add a contact from here.

To Add a Contact:

1. Click Add Vendor Contact.

2. Fill in the contact details.

3. Use the arrows to move the appropriate contact type(s) from the Available box to the Used box. Note: Single arrows (> <)

move selected items, double arrows (>> <<) move all items. Use Ctrl-click to select multiple items.

4. When all required information (required fields are marked with an asterisk) has been added, click Save.


To Edit a Contact:

1. In the Contacts tab, click the contact’s Name.

2. Click Edit.*

3. Make the necessary changes.

4. Click Save.

* If there is no Edit tab, it means the contact information was imported from the data provided by the representative during

network registration and cannot be edited.


The Classification Tab

The ability to organize vendors using whatever criteria you wish is a major strength of Vendor Manager. Here, you can create a

variety of classifications and assign them to vendors, making it easier to find them and create useful reports. The available

classification criteria are Legal Entities, Groups, Subgroups and Tags.

Groups and Subgroups are created using Settings (see Settings in this guide for details). Tags are created here in the

Classification Tab.

Legal Entities

Many health systems use this classification to represent locations, treatment facilities or divisions. Vendor Manager allows you

to require vendors to be approved for each legal entity. (Note, Administrators may contact [email protected]

to add or edit the available Legal Entities.)

To approve or deny a vendor for a Legal Entity

1. Click Approve or Deny.

2. Select the Entity or Entities using the arrows to move them from Available Legal Entities to Approve Vendor for These

Legal Entities. Note: single arrows (> <) move selected items. Double arrows (>> <<) move all items. Use Ctrl-Click to select

multiple items.

3. Click Approve (or Deny if you are on that screen).

mailto:[email protected]


Classification Tab (cont.)

4. Click Submit to confirm the approval or denial.

5. The result is shown on the Legal Entities tab.

Approvals

Approvals are used to ensure that the vendor is vetted and approved by the right people based on the legal entity involved. For

information on creating an Approval, see The Approval Tab.


Groups

To Assign Groups to a Vendor

1. Select the Groups tab

2. Use the arrows to move the desired group designation(s) from Available Groups to Assigned Groups. Single arrows (> <)

move selected groups, double arrows (>> <<) move all groups.

3. Click Save.

Administrators may use Settings to create new groups or edit the existing options. See Settings for more information.

Subgroups

To Assign Subgroups to a Vendor

1. Select the Subgroups tab

2. Use the arrows to move the desired Subgroup designation(s) from Available Subgroups to Assigned Subgroups. Single

arrows (> <) move selected groups, double arrows (>> <<) move all groups. Use Ctrl-Click to make multiple selections.

3. Click Save.

Administrators may use Settings to create new Subgroups or edit the existing options. See Settings for more information.

Note: The BA Category sub-tab is only available to users of Compliance Document Manager. See the Compliance

Document Manager User Guide for details related to BA Category.


Tags

To Assign Tags to a Vendor

1. Click Assign Tags.

2. As you begin entering a tag, the drop-down menu makes suggestions based on tags other Vendormate network members

have used.

3. When you complete your entry, or select from the suggestions, click Add.

4. Click Save.

5. To delete a Tag, click the Trash can Icon. Note: Deleting a tag will remove the association from all records.

Diversity Classification

The Diversity Classification tab will display known Diversity status indicators.

Equifax Owned data comes from the Equifax reporting, and is available only when the vendor is participating in our network.

Vendor Owned data is supplied by the vendor during the registration process.

Provider Owned data may be added by a member of your organization on the Details tab.


The Notes Tab

The Notes tab is where you can review and create notes that relate to the vendor. If you add a note to an approval or denial,

you’ll see it here. You can also add notes about conversations, emails, meetings, etc. You will also see notes from other

Vendormate modules your health system is using.

To Add a Note

1. Click Add Note

2. Enter a Title.

3. Enter a Description.

4. Click Save.


To Edit or Delete a Note

1. Click on the note’s Title.

2. Select the Edit tab.

3. Make any edits needed.

4. Click Save to save your edits, or click Delete to delete the note.


The Tasks Tab

Here, you can add tasks to your Vendormate Calendar, which includes tasks and trackers from every Vendormate solution you

use. Tasks are not tied to specific vendors or contacts.

To Add a Task

1. Click Add Task.

2. Enter a Date, Title and Description.

3. Click Enable Email Notification if you wish to receive an email related to the task.

4. Click Save.


To Edit or Delete a Task

1. Click on the task’s Title.

2. Select the Edit tab.

3. Make any edits needed.

4. Click Save to save your edits, or click Delete to delete the task.


The Approval Tab

Under this tab is a list of all approvals that have been created for this vendor. Approvals are linked to a legal entity. Approvers

can be added individually, or as part of an approver list.

To Add a New Approval

1. Click on Create New Approval.

2. The system will automatically generate an Approval Name, however you may enter a different name.

3. Select the Legal Entity or Entities that will be included in this approval by moving selections from Available Legal Entities to

Approve Vendor for These Legal Entities using the arrows. Note: Single arrows (> <) move selected items, double arrows (>>

<<) move all items. Use Ctrl-Click to select multiple items.

4. Click Add Approver to add an individual approver from a presented list.

5. Click Select Approval List to choose a list of users you previously created.

6. Click Save to save the new approval or Cancel to cancel it.

7. Click Set Follow Up to be notified if the approver has had the request for more than the time specified.

8. Important: You must click Start Approval to begin the approval process. Saving the approval does not start it.

Notes:

The approvers will be notified by email in the order that was set. If email was selected as an approval method in their profile,

approvers will receive an email with a direct link to the Approve/Deny Screen. Others will be asked to login to Vendor

Manager and select the approval from their home page. If you add a new user and then select them as an approver, the

direct link from the email notification will not work. They must create a permanent password and login.


To Edit/Stop/Cancel an Approval

1. Search for and click the Vendor Name.

2. Go to the Approval Tab.

3. Click the Approval Name

4. Click the Edit Tab.

5. Click the desired action:

a. Add Approver

b. Select Approval List

c. Clear Approver

OR

d. Stop Approval

e. Cancel Approval

f. Save

g. Cancel current action


Approving or Denying Vendors

From the Home Page, click the Approve/Stop button next to the appropriate approval.

OR

From within the Vendor Overview screen, select the Approval tab, the click the correct Approval Name. Then, click

Approve/Stop.

OR

Click the link in the approval email message you received. You will be taken directly to the Approve/Stop screen. If you are

asked to log in, click Approve/Stop from the home page.


Approving or Denying Vendors (cont.)

On the Approve/Stop Screen, click Approve or Stop.

Note: If you approve, there is another screen asking for confirmation. If you stop, you are required to provide a note and the

creator of the approval is notified. If the approval is restarted, the process begins again with the first approver.


The Evaluation Tab

Creating an Evaluation

1. Click on the Name of the vendor or contract for which you wish to create the evaluation.

2. Click the Evaluation tab.

3. Click Setup Evaluation.


Creating an Evaluation (cont.)

4. Enter an Evaluation Name (Required).

5. Define the Evaluation Time Period - Enter (or use the calendars to select) the start and end dates for which the vendor or

contract is being evaluated.

6. Select the checkbox to receive submission status notices. Note: you will receive one notice per day regardless of the

number of evaluations you are monitoring.

7. Open/Close evaluation period - Enter (or use the calendars to define) the start and end dates during which the evaluations will

take place.

8. Select the Pre-Notification checkboxes to establish when and how often notices will be sent to evaluators prior to the

evaluation period.

9. Select the Send Reminders radio buttons to schedule reminder messages to evaluators during the open evaluation period.

(Note: if you do not make a selection, no reminders will be sent.)

10. Click Add Evaluators to open the Evaluators selection popup.


Creating an Evaluation (cont.)

11. All available users will be listed. Use the Search Evaluators box to quickly find specific users.

12. Use checkboxes to select evaluators. If a person you wish to select is not part of the list, contact your system administrator

to add them to the user database. *Note, only Administrators and Editors may be evaluators - see Settings/Global/Users.

(Steps below refer to the image on the previous page.)

13. Once evaluators are added to the list, you can use the checkboxes under Send Email to determine whether they will receive

a message informing them they have been selected as evaluators.

14. To delete an evaluator, click on the trashcan icon.

15. Use the radio buttons to select the evaluation form you wish to use. Click the Name to view the form.

16. Click Save or Cancel to end the process.


Completing an Evaluation

If you are selected to complete an evaluation, you will receive an email with a link to the evaluation form. During the evaluation

period, the evaluation will also appear in the “My Evaluations” area of the Home Page. You may also receive reminder emails

urging you to complete the evaluation. Note, only users with Administrator or Editor access rights may complete evaluations.

1. Click the email link or on-screen button to complete the evaluation.

2. The top section of the evaluation form provides background information on the vendor and or contract. Hovering over key

items, such as the Company Description or Contract Details, will display additional details.

3. In the upper right corner, you will see the business icons that inform you whether the vendor is verified, if financial data is

available and if they are registered in your vendor program. See Vendor Credentials Key for details.

4. The Save Evaluation button enables you to save your current responses and return later to complete the evaluation.

5. All evaluation questions will be one of three types:

Met/Not Met

Yes/No

Select Response (1-3, 1-5, or 1-10)

6. The criteria for each score selection is provided.


Completing an Evaluation (cont.)

7. Use the drop-down to select your score.

8. In some cases, you will be allowed to provide comments in addition to your score.

9. Some questions may request a written response rather than a score.

10. If you provide a low score on any question (such as 1, No or Not Met) a space may open below the response area for you to

enter a remediation statement and/or upload a document. When this happens you are required to provide a statement or upload

a document to complete the evaluation.

11. When you have answered all of the questions, click the Finalize button that will appear below the response area. You must

respond to every question.


The Audit Trail Tab

The Audit Trail tab automatically tracks actions taken related to this vendor throughout its lifecycle (e.g., vendor added, vendor

information updated, invitation sent, vendor contact added, who added information and when, etc.).

It’s one of the few pages where the data is read-only and not editable. To export, choose from one of the three options beneath

the table: CSV, Excel, PDF.

1. To see details for any occurrence, click the Name.

2. The contents of the occurrence will vary depending on the action taken. Click OK to return to the listing.


MANAGING APPROVAL LISTS

To review and/or manage vendor approval lists, click Manage Approval Lists on the Vendor Management dropdown menu.

The approval feature may be used to automate a vendor company’s acceptance as a supplier with your organization.

Click on the List Name to view the list. To delete a list, use the boxes to the left of each name to select, then click Delete. Use

Create New to create a new approval list. Additional information on approvals and approval lists is found in the Vendor

Overview, Approval Tab section of this User Guide.


MANAGING SETTINGS & ONBOARDING DATA

Settings

Note: Only Administrators have access to Settings.

The Settings menu is found at the top right of the screen in the blue bar and is available from any page. Settings may be

selected using the drop-down menu, or on the Settings screen, which have identical choices. Your settings selections may be

somewhat different depending on the Vendormate Modules you are using. For our purposes here, we will reference only those

settings related to Vendor Manager.

The Settings Drop-down Menu.

The Settings Screen.


Settings/Global/Users

Here, you can edit, add or inactivate users. Inactive users are not deleted allowing you to view them if necessary. When you

click a user’s name, you will be taken to a screen that outlines all of their associations, including legal entities, Vendormate

modules, groups and subgroups. You will also have access to their contact information, their role (Administrator, Editor or

Viewer) and whether they are an approver.

To Set-Up Users:

If you have a large number of users, it may be wise to use the Search User box to be sure the person you have in mind is not

already a user, whether of this Vendormate module or another.

1. Choose Settings/Global/Users.

2. Click Add User.

3. Enter the user’s contact information and click Continue.


To Set-Up Users (cont.)

4. Select a Role for user from the dropdown menu:

Administrator: View, add and edit data; access Settings; share reports; create evaluation forms; review evaluation

reports

Editor: View, add and edit data; complete evaluations

Viewer: View data

5. If the user’s role is Administrator or Editor, they can also be set up as an Approver. Select the checkbox: Will this person be

approving?

6. Select person’s Module Access, Legal Entity, Group and Subgroup associations using the arrows to move selected

choices to the box on the right. Single arrows (> <) move selected items. Double arrows (>> <<) or the checkbox above the left

box move all items. Use Ctrl-Click to select multiple items.

7. Click Save.


To Inactivate a User

As noted, inactivated users are not deleted, allowing you to view them if necessary.

1. Click the User Name.

2. Click DeActivate at the bottom of the User Details screen.

3. Vendor Manager will show you any Approval Lists, Approval Flows or Evaluations that will be affected by deactivating this

user.

4. Click OK to deactivate the user or Cancel to end the process without deactivation.


Settings/Global/Set-Up Data

Vendor Manager enables you to create customized categories you may attach to vendors enhancing your ability to find and

report on them. These values are attached to vendors under the Classification tab. Settings is where you determine which

categories you wish to use and the values they include.

To Select Categories and Assign Values.

Since the values for all categories are established the same way, we will use one as an example. You may customize the others

in the same way.

1. Choose Settings/Global/Set-up Data.

2. Select the Category to be customized from the drop-down menu.

Once within the category:

3. Move desired values from Available to Used with the arrows. Note: Single arrows (> <) move selected items. Double arrows

(>> <<) move all items. Use Ctrl-click to select multiple items.

4. To add a new value, click Add

5. Enter a value and click Save.

6. Click Delete to eliminate a value. (Note, deleting an item will remove that element’s association with all records)


Settings/Global/Document Type

This is where you can review, edit and add documents that vendors are required to provide when they register for your vendor

program. The Manage Documents tab is where you associate specific types of documents with vendors based on their

onboarding category.

To Add a Document

You have the ability to require specific documents from vendors by category. (See also hyperlink to setting that up) Before you

can associate a requirement with a vendor type, you must first add them to your available document list, using the steps below.

1. Select Document Type from either the Settings/Global drop-down or the Settings/Global Page.

2. Click Add Document

To Add a Document (cont.)

3. Use the arrows to move the selected document(s) from Available to Used. Note: Single arrows (> <) move selected items,

double arrows (>> <<) move all items. Use Ctrl-Click to select multiple items.

4. Click Save.


To Edit/Delete a Document Type

Here you may modify the description of a document, or revise the instructions vendors see when they go to provide the item.

You may also upload a reference template, for vendors to review when supplying their documentation.

1. Click on the Name of the Document you wish to edit/delete.

2. Click Edit.

3. Make desired edits to the Description and Instruction.

4. If you wish to upload a Reference Template, click Upload.

5. Click Save to save the changes or Delete to delete the document.


Settings/Global/Manage Forms

If your health system has elected not to use forms, you will not see this selection or the tab in the Settings area. Forms are used

to ensure you get all required information when onboarding new vendor representatives. You can create different forms for

various vendor categories and forms to be completed by internal staff. You can also require specific fields to be completed. Note

that Administrator access is required to create and edit forms.

To Create a New Form

1. Click Global/Manage Forms from the Settings dropdown menu.

The Manage Forms tab, under Global Settings will open.

2. Click Add New Form

3. Enter a unique Form Name and provide a brief Description.

4. Check the box next to For Internal Use Only if the form is intended to be completed by staff. Vendors will not be able to

complete any forms marked For Internal Use Only.


To Create a New Form (cont.)

5. Choose one or more Onboarding Categories from the list of Available choices and move them to Used with the arrows.

Single arrows (> <) move selected items, Double arrows (>> <<) move all items. Use Ctrl-Click to select multiple items.

6. Choose one or more Onboarding Fields from the list of Available choices and move them to Used with the arrows. Single

arrows (> <) move selected items, Double arrows (>> <<) move all items. Use Ctrl-Click to select multiple items.

7. Click the checkbox next to a Field name to make it required in the resulting form. Unchecked fields are optional.

8. Click Preview to see how the form will look to a registering vendor.

9. Click Save to save the new form.

10. Click Cancel to cancel the new form.


To Edit an Existing Form

1. Click on the Name of the Form you wish to edit.

2. If necessary, edit the existing Form Name and Description.

3. Be sure the box next to For Internal Use Only is checked if the form is intended to be completed by staff.

4. Click to choose Onboarding Categories you wish to add or remove. Use the arrow keys to move choices to the right column

entitled Used. Single arrows (> <) move selected items. Double arrows (>> <<) move all items. Use Ctrl-Click to select multiple

items.


To Edit an Existing Form (cont.)

5. Select Onboarding Fields to be added or removed.

6. Click the checkbox next to the Field name to make that Field required in the resulting form. Unchecked fields are optional.

7. Click Preview to see how the form will look.

8. Click Save to save the updated form.


Settings/Global/Manage Documents

This tab enables you to associate the document types you created on the Document Type tab to vendor companies based on

their onboarding category.

To Add a Document

1. Select Manage Documents from the Settings drop-down menu or the Settings page.

2. Click Add Document

3. Use the arrows to move the desired document(s) from the Available column to the Used column. Single arrows (> <) move

selected items, double arrows (>> <<) move all items. Use Ctrl-Click to select multiple items.

4. Click Save to save your selections.


To Edit a Document

1. Click the document Name.

2. Use the arrows to move the desired Onboarding Categories from the Available column to the Used column. Single arrows (>

<) move selected items, double arrows (>> <<) move all items. User Ctrl-Click to select multiple items.

3. Click Save to save your selections and return to the document list.


Settings/Global/Manage Evaluation

Creating an Evaluation Form

Every evaluation requires at least one form. By carefully crafting the type and wording of the questions, you can make it easier

for evaluators to provide clear and honest feedback. Note: Only Administrators can create an evaluation form – If you do not see

Manage Evaluation in the Settings/Global dropdown menu, please contact your system administrator.

1. Select Settings/Global/Manage Evaluation/Manage Evaluation Forms from the Settings drop-down menu in the upper-

right of the screen.

2. Click – Create New.

3. At the top of the page, select either a Contract or Vendor Evaluation using the checkboxes. (see image on next page)

4. Enter a Name for the form (required).

5. Provide a Description of the evaluation form (required).

6. Choose the Question Type for this form. Note: Only one question type can be used for each form.

Types of questions:

Met/Not Met

Yes/No

Select 1-3

Select 1-5

Select 1-10

7. Provide a Definition of each possible response.


Creating an Evaluation Form (cont.)

8. If a given response should trigger remediation, click the checkbox to the right of that response. Remediation requires that

either something is entered into the remediation box OR a document must be uploaded under the remediation section of the

evaluation.

9. If you wish to provide an opportunity for the evaluator to comment on their responses to all questions, check the box entitled

Add a comment next to each answer.

10. Write the Question in the space provided.

11. To allow the evaluator to include free form text, check the box entitled Make this answer FREE FORM TEXT. Note: If you

make this choice, there is no scoring for this question.

12. To delete a question, click the trash icon.

13. To create another question, click Add Next Question.

14. If you are finished adding questions, click Save. Click Cancel to end the process without saving.


Viewing and Interpreting Evaluation Reports

Evaluation Reports on each evaluation form are compiled as responses are received.

To review the report for any evaluation:

1. In the upper right corner of the screen, select:

Settings/Global/Manage Evaluation/Evaluation Reports

2. The Evaluation Reports screen opens. Select the Evaluation Type (contract or vendor) you would like to view from the drop-

down.

3. To search for a particular evaluation, enter the Name in the search box.

4. Select the radio button next to the desired Evaluation Name.

5. Click OK to open.


Viewing and Interpreting Evaluation Reports (cont.)

Evaluation reports are interpreted as follows:

Scores are averages of the responses to each question by each evaluator.

On Yes or No questions, if any evaluator answers No, the report will show the response as No.

Met/Not Met questions are treated as above. A single Not Met response will result in an overall score of Not

Met.

Remediation instructions or document requirements are shown if the evaluation score requires that remediation

take place.

5. When you have finished reviewing the report, click Close.


Appendix

Vendor Credentials Key

Known Vendor

Vendor is part of our vendor network and has validated corporate demographics (e.g. FEIN, name, address, etc.) against 3rd party data sources.

When the icon is yellow the verification is in progress.

When the icon is grey the company has not yet completed a registration at any organizations in the network. Select the icon to invite this company to complete their registration. Once the registration is complete, the verification process will begin.

When the icon is red the company’s demographics could not be verified.

Financials Available

Vendor is part of our vendor network; an Equifax profile is available. Vendormate also checks this vendor against federal (OFAC, HHS/OIG, DEA, TRICARE, GSA, FDA) and state sanction lists at least annually – and as often as monthly for entities that frequently serve hospitals.

When the icon is yellow Vendormate is in the process of securing an Equifax profile.

When the icon is grey the company has not yet completed a registration at any organizations in the network. Select the icon to invite this company to complete their registration. Once the registration is complete, the process to match to an Equifax profile will begin.

When the icon is red the company does not match to an Equifax profile.

Registered For Your Credentialing Program

Vendor and one or more representative is registered in your credentialing program.

When the icon is red the vendor is not registered. Select the icon to invite this company to complete their registration.

If your vendor is not in Vendormate’s network, see the Invite Vendors section.


Customizable Columns

When utilizing Vendor Manager’s Search Vendors feature, these are the fields available to search from. Note that this list is

broken out by the field’s source. For instance, the fields found in the Compliance Document Manager section are available only

with that module. Your organization may not be using all modules, meaning not all fields will appear in your view. Within the

system, the Customizable Columns list is organized alphabetically by Field Name.

Compliance Document Manager

Field Name Search Type Search Options Description

BA Oversight Status Drop-down Not started Unopened Opened WIP Completed Verified

For vendors classified as a Business Associate (BA), this is the status of the Business Associate Agreement (BAA) and related documents in the collection process.

BA Screening Status Drop-down Not Started Not BA Potential BA BA Agent

The vendor's Business Associate (BA) status as classified by a Hospital user (Not Started, Not BA, Potential BA, BA, or Agent).

Contract Manager


Has Contract Drop-down Yes, No The company has at least one contract with the health system.

Has Contract Contact Drop-down Yes, No There is at least one contact at the company with responsibility for contracts.

Credential Manager


# of Compliant Reps Number No. of Reps that are listed as compliant in your credentialing program.

# of Reps Registered Number drop-down Equal Between Greater or Equal Lesser or equal

Number of reps that are registered in your credentialing program that work for a vendor.

Customer Service Email Address

Text Email address for Customer Service.

Customer Service Fax Number

Number Fax for Customer Service.

Customer Service Phone Number

Number Phone Number for Customer Service.

Customer Service Website Text Website for Customer Service.

EDI Contact Email Address Text Email address for EDI contact.



EDI Contact Phone Number Text Phone number for EDI contact.

EDI Website Text Website for EDI.

Has Scorecard Drop-down Yes, No The company has at least one completed Scorecard with the health system.

Has Scorecard within 12 months

Drop-down Yes, No The company has been "score carded" within the past 12 months.

HQ Info Available Drop-down Yes, No Information is available concerning the company's headquarters.

Sanctions Free Drop-down Yes, No The vendor was not found on any government sanction lists

Sign-ins in Last 30 Days Drop-down Yes, No Have there been vendor rep sign-ins in the last 30 days?

Sign-ins in Last 6 Months Drop-down Yes, No Have there been vendor rep sign-ins in the last six months?

Vendor Program Credentials

Drop-down Yes, No Is the company registered in the health system's credentialing program?

Onboarding Forms*


# of Full Time Employees in Company

Number (xxx,xxx) Number of full time employees that work at the company.

1099 Vendor Drop-down Yes, No Will this vendor/person be paid on a form 1099 (where they will be responsible for taxes)?

A/P Accrual Code Text Internal code used by AP to classify payments.

A/P Cash Code Text Internal code used by AP to classify payments.

A/P Discount Code Text Internal code used by AP to classify payments.

A/P Income Code Text Internal code used by AP to classify payments.

A/R - Is this a Lock Box Drop-down Yes, No Accounts Receivable address information.

A/R City Text Accounts Receivable address information.

A/R Contact Email Email [email protected]/net/org Accounts Receivable Email address.

A/R Contact Name Text Accounts Receivable contact Name.

A/R Fax Number Text xxx-xxx-xxxx (x=#) Accounts Receivable Fax Number.



A/R Phone Number Text xxx-xxx-xxxx (x=#) Accounts Receivable Phone Number.

A/R State Text Accounts Receivable address information.

A/R Street Address Text Accounts Receivable address information.

A/R Zip Code Text xxxxx -xxxx Accounts Receivable address information.

Bank Account Number Number 20 Digit Number (must be encrypted)

Bank account Number the company uses for electronic fund transfers.

Bank City Text Address of bank company uses for electronic fund transfers.

Bank EFT Information: Do you support EFT Payments

Drop-down Yes, No Can company supply electronic transfer information?

Bank State Text Address of bank company uses for electronic fund transfers.

Bank Street Address Text Address of bank company uses for electronic fund transfers.

Bank Zip Text xxxxx -xxxx Address of bank company uses for electronic fund transfers.

Business Type Drop-down INC, Sole Proprietor, Partnership, LLC, LC

Legal type of business structure.

Committed and favorable pricing

Drop-down Yes, No Pricing for products or services against a commitment or based on a contractual arrangement.

Company Affiliate Address Text Labs, Partnerships - Different Tax IDs paid Differently.

Company Affiliate City Text Labs, Partnerships - Different Tax IDs paid Differently.

Company Affiliate FEIN Text A second legal entity affiliated with the company.

Company Affiliate Name Text Labs, Partnerships - Different Tax IDs paid Differently.

Company Affiliate State Text Labs, Partnerships - Different Tax IDs paid Differently.

Company Affiliate Zip Text xxxxx -xxxx Labs, Partnerships - Different Tax IDs paid Differently.

Company Email Address Email [email protected]/net/org Official Email address for contacting the company not an individual.

Company Former Name Text If Company has recently changed names.



Company interacts w/PHI regulated by HIPAA for this organization?

Drop-down Yes/No Does your company perform a function or activity for this organization involving PHI that is regulated by HIPAA (e.g., healthcare operations or payment functions), including claims processing or administration; data analysis, processing or administration; or utilization review, quality assurance, patient safety activities, billing, benefit mgmt., practice mgmt., or repricing services?

Company interacts with PHI for this organization?

Drop-down [] Sends PHI [] Creates PHI [] Receives PHI [] Maintains PHI [] Transmits PHI

Will your company send, create, receive, maintain or transmit protected health info (“PHI”) to or on behalf of this organization? Check the actions that apply. Note: This does not apply to a vendor that may periodically see or hear PHI, but does not create, receive, maintain, or transmit PHI (e.g. a janitor, delivery person, etc.)

Company Number Text Internal or external company Number.

Company Product and Services

Text Text description of what the company does.

Company provides services to/ on behalf of this

organization?

Drop-down Yes, No Will your company provide services to or on behalf of any hospital, facility, clinician, or other health care provider associated with this organization? Note: this does not apply to the following: (1) an employee, volunteer, trainee, or other person whose conduct is under the direct control of this organization (i.e., “workforce members”); (2) a vendor who is performing functions as part of this organization's organized health care arrangement; or (3) a vendor that receive info for their own purposes and not to provide service to or on behalf of this organization (e.g. payors, gov’t agencies, researchers, etc.)



Company provides the following services:

Multi Check-box Legal Services, Consulting Services, Administrative or Financial Services, Health Information Services, E-Prescribing Gateway, Data Transmission or Storage Services

Company provides one of the following services for this organization. Please select all that apply.

Company Remit Address 1 Text Address company uses to receive invoices for purchases made by hospital/client.



Company Remit City 1 Text Address company uses to receive invoices for purchases made by hospital/client.



Company Remit Name 1 Text Name of company to which invoices are sent for payment.



Company Remit State 1 Text Address company uses to receive invoices for purchases made by hospital/client.





Company Remit Zip Code 1 Text xxxxx -xxxx Address company uses to receive invoices for purchases made by hospital/client.



Company Require a 1099 at Year End

Drop-down Yes, No Will this vendor/person be paid on a form 1099 (where they will be responsible for taxes)?

Contact Email Address Email General contact Email address.

Contact First Name Text General contact first name.

Contact Last Name Text General contact first name.

Contact Phone Number Text General contact phone Number.

Contact Title Text General contact title.

Contract Number Text If contract is in place - list contract Number.

Customer Reference Number/Name

Text Reference Number or name the hospital uses to describe a customer.

Date Processed by AP Date xx/xx/xxxx Date form was processed by AP.

Date Sent To AP Date xx/xx/xxxx Date form was sent to AP for processing.

Designation or trading symbol

Text If Publically Traded, indicated designation or trading symbol.

Diversity Vendor Drop-down Yes, No Self-determining if company is a diverse vendor as described by standards.

Do any employee have family member employed at

hospitals

Drop-down Yes, No Employment status.

Do any employees reside with employee of hospital


Do invoices show patient information

Drop-down Yes, No Does any patient information show on invoices that will be submitted to AP?

Do you accept credit cards for payment

Drop-down Yes, No Payment acceptance methods.

Do you accept EDI transmissions

Drop-down Yes, No Does company accept the exchange of information by electronic data interface transmissions?



Do You Accept Orders by the following

Multi Check-box Email, Fax, EDI PO receiving requirements.

Do You Accept Orders via PO

Drop-down Yes, No PO acceptance guidance.

Do you provide Product or Services or Both

Drop-down Yes, No, Both Does the company provide products, services or both?

Do you use a Factor for Payment Submission

Drop-down Yes, No If payments are calculated using a factor.

Does any employee have financial interest in hospital


Does company have any issue with badging

requirements while on site

Drop-down Yes, No Safety qualification question.

Dun & Bradstreet Rating Text A financial rating given by Dun & Bradstreet.

EEO Code Text Equal Employment Opportunity Code.

EFT Bank Name Text Name of the bank the company uses for electronic fund transfers.

Form Date Date This is the date the Vendor begins to fill out the form.

Free On Board (FOB) Code Text "Free On Board" code - Incoterms standard code indicating port of origin.

Freight Charges Drop-down Prepay and add to invoice, Vendor Pay and absorb

How are freight charges accounted for in billing?

Internal Company Identifier #

Text The Alpha Numeric Number the hospital uses to identify the vendor/company in their ERP system.

Internal Pay Terms Code Text Code used by hospital to determine payment terms - associated with ERP Numbering system.

Is Company a Physician-owned entity

Drop-down Yes, No Determination of the company being paid is a physician or physician owned.

Is this purchase for a capital project

Drop-down Yes, No Internal determination of company purchases directly related to a capitalized project at the hospital.

Is your company able to bond projects

Drop-down Yes, No Pre-qualification question.

Is your company ISO certified

Drop-down Yes, No Quality and Inspection pre-qualification question.

List Product or Services Text Area Products or services listed as part of the relationship.

Location Text Company's location as defined by the health system.

MBE: Certification Number Text Certification Number for minority certification.



MBE: Certified as a Minority Business Enterprise (MBE)

Multi Check-box MBE, WBE, DBE, SBE Describes type of minority certification for the company.

MBE: Certify body name Text Name of certifying body for the company's minority certification.

Merchant Category Code (MCC)

Text Input both numerical code and category name. A merchant category code (MCC) is a four-digit Number assigned to a business by credit card companies (for instance American Express, MasterCard, VISA) when the business first starts accepting one of these cards as a form of payment. The MCC is used to classify the business by the type of goods or services it provides.

Minimum Order Quantity or Dollar Amount

Text Minimum order quantity or dollar purchase amount.

Onboarding Category Drop-down List of Categories Category assigned to the company during the onboarding process.

One-Time Vendor Drop-down Yes, No Internal utilization for determining if this is a one-time payment.

Payment Terms Drop-down 10, 15, 30, 45, 60 Payment terms for generating payment timing.

Physician NPI Number 10-Digit Number National Provider Identifier Number as required by HIPAA for all health care providers.

PO-Order Email Address Email [email protected]/org Email address to which Purchase Orders will be sent.

PO-Order Fax Number Text xxx-xxx-xxxx (x=#) Fax Number to which Purchase Orders will be sent.

Primary Contact for Bids/Quotes Email

Email [email protected]/org Email address to which bids and quotes will be sent.

Primary Contact for Bids/Quotes Name

Text Contact to whom bids and quotes will be sent.

Product or Service Multi Check-box Product, Service Does the company provide a product or a service?

Products or Services Provided

Text Product or services being provided by this vendor (company self-description).



Prompt Pay Discount # of days

Text AP percent discount allowed based on payment within a certain number of days.

Prompt Pay Discount Allowed %

Text AP percent discount allowed based on prompt payment.

Purchase From Company Address

Text If products or services are purchased through another relationship other than vendor filling out form.

Purchase From Company City


Purchase From Company Contact First Name

Text If products or services are purchased through another relationship other than vendor filling out form

Purchase From Company Contact Last Name


Purchase From Company Fax Number

Text xxx-xxx-xxxx (x=#) If products or services are purchased through another relationship other than vendor filling out form.

Purchase From Company Name


Purchase From Company Phone Number

Text xxx-xxx-xxxx (x=#) If products or services are purchased through another relationship other than vendor filling out form.

Purchase From Company State


Purchase From Company Zip

Text xxxxx-xxx (x=#) If products or services are purchased through another relationship other than vendor filling out form.

Reference: List other hospital you have done

business with

Text Area Reference information.

References: Company Address 1

Text Reference information.

References: Company Address 2


References: Company Contact Name 2


References: Company Name 1




References: Company Name 2


References: Company Telephone Number 1

Text xxx-xxx-xxxx (x=#) Reference information.

References: Company Telephone Number 2

Text xxx-xxx-xxxx (x=#) Reference information.

References: Company Type of Reference 1

Drop-down Project, Trade Credit Reference information.

References: Company Type of Reference 2

Drop-down Project, Trade Credit Reference information.

Request for References: Company Contact Name 1


Requester Department Text Internal person department name - requesting the vendor information.

Requester Name Text Internal person name - requesting the vendor information.

Restocking Charge Drop-down Yes, No Is there a restocking charge for returned product?

RMA Required Drop-down Yes, No Return Material Authorization.

Sales Tax Exempt Number Number Government provided sales tax-exempt number.

Short Deliver Lead Times Drop-down Yes, No Does the company provide short lead times for delivery?

SIC code Number Industry classification (4 digit code) "Standard Industrial Classification."

SP: Are you a Sole Proprietor

Drop-down Yes, No Independent Contractor status.

SP: Are you currently a Hospital employee


SP: Are you paid by the project


SP: Are your services available to the general

public


SP: Describe Sole Proprietor Services

Text Area Independent Contractor status.

SP: Do you currently work with any Hospital

Departments


SP: Have you been a Hospital employee in the

last 12 months


SP: Have you previously done work for the Hospital


Vendor Add/Change Drop-down Vendor Add, Vendor Change

Check boxes to describe if this is a new vendor or this is a change of information.

Vendor Number Text Internal or external company Number.



WC: Do you have a substance abuse program

Drop-down Yes, No, NA Safety qualification question.

WC: Do you have a written Safety Policy


WC: Employee safety meetings held and

documented


WC: Employee safety orientation program


WC: Safety Program that includes injury and illness

prevention


WC: Self-insured for Workers Compensation

Drop-down Yes, No Workers Compensation pre-qualification question.

WC: Substance abuse random testing program


WC: Substance abuse testing for cause


WC: Worker’s Compensation Insurance

Agent Name

Text Workers Compensation pre-qualification question.

WC: Worker's Compensation Insurance

Company Name

Text Workers Compensation pre-qualification question.

Years in Business Number Number of years the company has been doing business.

Sourcing Manager


Storefront Available Drop-down Yes, No Company has a storefront in Sourcing Manager.

Vendor Manager


# of Invitations Number drop-down Equal Between Greater or Equal Lesser or equal

This is the Number of times you asked a vendor to register by clicking on "Invite Vendor".

Active Vendor Approval Drop-down Yes, No This will show if a vendor is involved in an active approval process in Vendor Manager.

Approved Legal Entities Drop-down List of Legal Entities established by the health system at implementation.

A list of all Legal Entities for which this vendor is approved.

Company Classification Text As entered by the health system.

Company Description Text As entered by health system.



Company Vendor Identifier Text Internal number the customer uses to identify the Vendor. Can be used to populate the vendor number from the Health System's ERP or AP systems to cross-reference between systems.

Created On Drop-downs From date, To date Date on which vendor record was created.

Denied Legal Entities Drop-down List of legal entities Vendor has been denied as an approved vendor by the Health System for one or more Legal Entities

Evaluation Close Date Not searchable. Not searchable. The date of the last evaluation for this vendor or contract (each evaluation has a close date - when the evaluation closes) Tied to the last Evaluation Name.

Evaluation Name Text The Name of the evaluation that was last completed for this vendor or contract.

Evaluation Score Not searchable. Not searchable. Score of the last evaluation that was completed for the Vendor or Contract (tied to the last Evaluation Name)

Groups Drop-down List of Groups created by the health system.

Created and assigned by the health system users to organize vendors.

Has Any Contact Drop-down Yes, No There is at least one contact for this company.

Has AP Contact Drop-down Yes, No There is at least one Accounts Payable contact for this company.

Has BA Contact Drop-down Yes, No There is at least one BA contact for this company.

Has Tags Drop-down Yes, No The company has been assigned at least one tag by a health system user.

In Group Drop-down Yes, No The company has been assigned to at least one Group by a health system user.

In Subgroup Drop-down Yes, No The company has been assigned to at least one Subgroup by a health system user.

Last Invitation Sent On Date From date, To date Date the most recent invitation to join the health system's network was sent.

Last Vendor Approval Created On

Date From date, To date Most recent date on which a vendor approval was created for the company.



Last Vendor Approval Creator

Text The user who created the most recent vendor approval.

Locally Owned Drop-down Yes, No Company is owned in health system's local area.

New Vendor Drop-down Yes, No Vendor has been newly added to your vendor list. Changes to "No" once the Vendor has been approved or denied for one or more Legal Entities

Pending Legal Entities Drop-down Legal Entities Vendor has not been approved or denied as a vendor by the Health System for one or more Legal Entities

Region Text Geographic region in which the company resides as defined by the health system.

Spend Dollars Drop-down Equal Between Greater or Equal Lesser or equal

Estimated amount health system spends with this vendor.

Status Drop-down Active, Inactive Current status of the company.

Subgroups Drop-down List of subgroups created by the health system.

Created and assigned by the health system users to organize vendors in addition to Groups

Tags Text List of tags created by the health system.

User defined field that allows categorization of vendors by whatever attribute the health system desires.

Vendor Added By Text User who added this company.

Vendor Contact Text First Name, Last Name, Email Address

General Contact listed for the Vendor.

Vendor Source Drop-down Added Company Registration Imported Rep Registration

The source from which the vendor was added to Vendor Manager


Vendormate Network


Classified as BA in Network Drop-down Yes, No Vendor has been classified as a BA by at least one health system in the Vendormate network.

Financial Credentials Drop-down Yes, No Does Vendormate have detailed financial information on this company?

Has BAA in Network Drop-down Yes, No Company has at least one Business Associate Agreement on file with a provider in the Vendormate network.

Identity Credentials Drop-down Yes, No The vendor is part of the Vendormate Network and we have validated corporate demographics (FEIN, name, address, etc.) against third-party sources.

In Vendormate Network Drop-down Yes, No Company is registered in the Vendormate network with at least one health system.

Last Updated On Date From date, To date Most recent date on which the company's information was updated.

*Note, not all fields within the Onboarding Forms category may be available even with your health system’s use of that module.

Each health system chooses which of the onboarding forms fields are available for use.

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