User Guide: Clinical Agreement DB

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Procedures (for USERS), Fall 2014

The “updated” Clinical Agreements DB is available through the GSU-SNHP intranet. The database is a tool for Administering Clinical Agreements (MOUs) with clinical agencies. It is used to produce the legal documents to establish the agreement, to track the progress of the agreement through the approval process and to maintain accurate information concerning each clinical agency under contract with the GSU-Lewis School of Nursing and Health Professions.

The New Forms include a Login page, a Portal page: Query page (and Query Results page, with printing of selected records), a New-Request page for a new clinical agreement and a Renewal Request page for a renewal of an existing agreement(one which has not expired).

The pages (Forms) in the program work best in the Firefox browser. Upon your initial use be sure to clear the cache(history) in the browser. And you will need to clear the cache when you are notified of updates and changes having been made to Forms. This will ensure you will be using the latest release of the Form.

In Firefox this clearing of the cache is done by selecting HISTORY from among the items in the Menu Bar, top left. If the Menu Bar is not showing you can click on HISTORYin the Open Menu button, top right (three bars).
Select Clear Recent History and choose the time range to be cleared. Choose EVERYTHING (ALL)is best/easiest. You can narrow the clearing of the cache if you know when you last opened the page that has changed.

When in a Form, you may use the BACK Button (arrow at the top left of the address box in Firefox) to go back and forth to different forms, once you have opened them. Or you can to go back to the Portal Page by using the button you will find on certain Forms.

At this time, DO NOT use apostrophes in names or comments or elsewhere in any information on a Form. [We are working to correct this issue.]

Dates should be entered in the YYYY-MM-DD format.

Once submitted the information provided fills in fields in the database, andan email is sent to the Lewis School’s Administrator for Clinical Contracts (as of this date, Ms. Paulester Jefferson, 3-1085). This email notifies the Lewis School’s Administrator for Clinical Contractsthat you have submitted either a New or Renewal request.The ADMINISTRATOR Form is filled in with all the information you submitted. It is examined by the Administrator and if there are any questions the Requestor will be contacted.

INTRANET access

For those not familiar with accessing the Lewis School Intranet:

Using a browser (Firefox is preferred) open the web site
click on Academics
click on Byrdine F Lewis School of Nursing and Health Professions
select and click the TAB for Faculty& Research
select and click on the hyperlink for SNHP Faculty & Staff Intranet

- Login with your campus user ID and password

Select the hyperlink “Clinical Agreements”
- The “Clinical Agreements Online Portal page “will appear
Click on the button for whatever it is that you wish to do:
- Query, Request a new Agreement or Renew an existing agreement

Users cannot access the Administrator Page

Enter your Campus ID and Password.

When shown the Table of Content for the Intranet, select “Clinical Agreements”
from the list.

Once you select “Clinical Agreements” from the choices in the Lewis School Intranet the
Clinical Agreements Online Portal panel OPENS.

Select (click) one of the following buttons from this Form:

Run a QUERY (search)

Request a New Agreementfor a clinical Agency

Request to Renew an Agreement with an ACTIVE (not expired) clinical Agency

Only the Clinical Agreements Administrator can select and open the Admin Portal.

QUERY “search” page (Form)

You can search on one or more criteria on the QUERY form. Examples:

1) You wish to know the status of a particular Agency’s agreement or all agreements in a certain location (State, etc.).

Enter all or part of the Agency’s name into the “Agency Name” text box on the Query Form.
And/or enter the State (or Province) abbreviation into the State box.
Click on SUBMIT

The Query Results page will show all Agency’s with the name and/or all in a particular State or Province. (The more specific and precise you can be, the narrower will be the results obtained.)

2) You wish to see all the requests submitted by a particular “requestor” and/or for a particular “Department and/or School”.

Enter the first and/or last name of the requestor and/or enter the Department/School name
Click SUBMIT

QUERY Results (sample)

To assist you in tracking an agreement in process, note the meaning of each Date Field:

Expiration Date: Year, Month and Day the contract is set to EXPIRE.
Mailed (Date): The Contract mailed (sent) to the Agency requested, for signature(s).
Partial (Date): The Contract returned, sent to GSU Legal affairs and the Provost for signatures.
Completed (Date): All signatures collected (see Expiration Date & terms of agreement).

NOTE: Each column of the Query Results is separate.
The Right has all contracts with the Byrdine F Lewis School of Nursing and Health Professions. These agreements may be used by any Department or School in the Lewis School.
The column on the Left has the results for your query criteria. Selections for printing must be made in each column, one column at a time.

You may select (Check Box) any items you wish to print, but only from one column (Right or Left) at a time. To print, click the PRINT button (at the bottom of the column) which will print only the selected items from that column.

Request Form for NEW Agreement

Fill out the text boxes in the form as completely as possible. There are required fields (marked by an * ) Some of these fields did not exist in the previous version of the Clinicals Database.

Request Form for NEW Agreement, continued

If the Agreement is to “cover” multiple clinical sites, owned or operated by an Agency, click on the “YES” radio button, to signify that multiple locations will be covered by the agreement. The list of all clinical site covered by the contract will appear in an appendix to the MOU document.

Specific clinical site information for each site covered by the agreement must be entered into Typhon. Individual sites covered by such an agreement will NOT appear in the Clinical Agreements Database, only the owner/operating Agency which signs the agreement will be in the Clinical Agreements database.

A “NO” radio button means the Agreement only covers this one Agency (i.e. clinical location). Information for that one Agency (clinical site) to be covered must be entered into Typhon.

Comments are relevant information about the Agreement which you wish to store to recover at a later date. And, to bringto the attention of the Clinical Contracts Administrator anything about the Agreement or Agency you believe to be important.

If the CONTACT person will not provide an Email address, use as a fakeaddress. The Contact Email address is a required field. If it is not filled in you will not be able
to submit the request. Email is used as much as possible to communicate with the Agency and to send and receive MOU documents.

RENEWAL of a clinical agreement

[The agreement with the agency must NOT have expired. If it has expired a NEW Agreement is to be requested.]

Select the Agency from the drop down list of Agency Names – then click on the “Retrieve Agreement” button.
The Form will populate with whatever data exists in the database.
Please fill in as many empty fields as possible.
Make any changes/corrections to the information displayed and SUBMIT.

RENEWAL a clinical agreement, continued

This completes the User Guide for the Clinical Agreements DB for the Lewis School of Nursing and Health Professions. Questions or suggestions to improve the User Guide
can be sent to Dr. Donald F. May (3-1791)

As of this writing:

Questions related to the process of handling a request, or the status of a request for
a Clinical Agreement should be directed to the Lewis School’s Administrator for Contracts,
Ms. Paulester Jefferson (3-1085)

Question concerning the Database of Clinical Agreements (and the Archived data) should
be addressed to Dr. Donald F. May (3-1791)

October 1, 2014Clinical Agreement DBUser Procedures