usingvendormate credentialing

Using Vendormate

Credentialing

Table of ContentsVendormate Credentialing 1

Software Requirements 1

View System Status 1

Download the Mobile App 3

Get Started 4

Log In 4

Log Out 5

Change Your Password 5

Reset a Forgotten Password 8

Edit Your Profile 11

Create a Card Profile 12

Update Your Card Information 12

Edit Your Company's Profile 13

Chat with GHX 14

Create a Case 16

Identify Icons 17

Navigation 21

Home Dashboard 21

Main Pages 23

COVID-19 Report 24

Manage Accounts 25

View Accounts 25

Upload Documents 27

COVID-19 Requirements 28

Add a Health System 28

View Access Status 30

Acknowledge Policies 30

Inactivate Health System Accounts 32

Inactivate Your User Profile 32

Request Appointments 33

View Appointment Requests 34

Run and Export Reports 35

View Extras 38

View Payment Receipts 39

Invite Reps 40

Resource Center 41

Vendormate CredentialingVendormate Credentialing helps healthcare providers streamline and simplify themanagement of the credentialing process, including vetting access requirements, ongoingsanction list checks for vendor entities and representatives, and integrated badging to meetcompliance standards.

Software Requirementsl Supported browsers

l Microsoft Internet Explorer (those versions officially supported by Microsoft)

l Mozilla Firefox 65.x and above

l Google Chrome 75.x.x.x and above

l Apple Safari 11.x.x and above

l Adobe Reader 10.0 and above

l Other requirements

l Vendormate Credentialing uses a secure Internet connection between the healthsystem browser and the remote-hosted application

Note: Port 443 needs to be open to allow this secureconnection.

l Health systems that limit user access to the open Internet may need to allowvendormate.com and ghx.com domains as trusted sites

View System StatusUse the following steps to view the status of GHX products.

© 2020, Global Healthcare Exchange, LLC All Rights ReservedAll data used in this document is fictional and for illustrative purposes only.Last Modified 8/18/2021 7:47 AM

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Using Vendormate Credentialing

1. Click the system status icon. TheGHX System Status dialog box opens.

2. Scroll down to view the current status of GHX products and to view past incidents.

3. ClickClose.


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Download the Mobile AppSuppliers can use the mobile app to:

l Add a new health system

l Manage existing accounts

l View account details

l Request and view appointments

Click Extras in the left menu and click the buttons, or click the following links to download themobile app:

l Android app

l Apple app


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https://play.google.com/store/apps/details?id=com.vendormate.mobile&hl=en

https://itunes.apple.com/us/app/vendormate-credentialing/id441759924?mt=8

Get StartedBefore using this application, you should customize your user experience by taking thefollowing actions:

l Edit your profile

l Download the Vendormate Credentialing app

l Edit your company's profile, if needed

l Create your credit card profile, if needed

l Update your card information, if needed

Log InUse the following steps to log on to the application.

1. Go to https://login.ghx.com. TheGHX Login page opens.

2. Type your user name and password.


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https://login.ghx.com/

3. Click Login. The Vendormate Credentialing Home page opens.

Log OutGHX recommends that you log out from the top menu rather than simply closing the browserwindow.

1. Point to your user name icon in the main menu bar on the right. A list of optionsopens.

2. Select Logout.

Change Your PasswordYou can change your Vendormate Credentialing password on the single sign on page.

Caution: Changing your password makes the change for all GHXapplications that are connected to the single sign on functionality.

1. Click the icon to open the list of options and select Home. The GHX portal singlesign on page opens.


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2. Click your user name in the main menu on the right. A list of options opens.

3. Select Profile. The Profile page opens.


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4. Scroll down and click the Change Password link. The Change Password page opens.

5. Type your current password in the Existing Password field.

6. Type a new password in the New Password field.

What are the password requirements?

l Must be at least 8 characters

l Must contain 3 of the following 4 attributes:

l Upper case letters (A-Z)

l Lower case letters (a-z)

l Number (0-9)

l Special characters (for example #, &, !, $, etc.)

Your new password may not be a password you have used previously.


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Passwords expire after 90 days. You will be prompted to set a new passwordat this time.

7. Type the same password in the Confirm Password field.

8. Click Save. GHX changes your password for all GHX applications that are connected tosingle sign on functionality and sends a confirmation email message to the addressassociated to your user account.

Reset a Forgotten PasswordUse these steps to reset your password when you have forgotten what it is.

1. Go to https://login.ghx.com. TheGHX Login page opens.

2. Click the Forgot Password link. A Reset Password page opens.


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https://login.ghx.com/

3. Type your email address and clickNext. The Check your email page opens.

4. Open your email application and click the link in the password reset message. TheSetup your new password page opens.


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5. Type a new password in the New Password field and type the same password in theConfirm Password field.

6. Click Save. TheGHX Login page opens and displays a success message.


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Edit Your ProfileYou can edit certain information in your profile, including your title, phone numbers, anddefault location.

1. Click the Expand icon next to your user name icon. A list of options opens.

2. Select Profile. The Contact & Personal Information page opens.

3. Click Edit.

4. Modify the information, as needed.

Tip: Because your email address is also your unique user ID, youcannot change your email address.

5. Click Save.


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Create a Card ProfileUse these steps to initially create your card profile.


2. Select Update Card Profile. A dialog box opens.

3. ClickOK.

4. Complete the fields and follow the prompts to set up your credit card profile.

Update Your Card InformationUse these steps to modify information for a card that is already attached to your profile.


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2. Select Update Card Profile.

3. Complete the fields and follow the prompts to update your card profile.

Edit Your Company's ProfileReview and edit available fields.


2. Select Company Profile. The Company Information page opens.

3. Click Edit.

4. Modify the general information, as needed.

Note: The organization name and Federal Employer Identification


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Number (FEIN) are not editable.

5. Click Save.

Chat with GHXIf you have a quick question about the app's functionality, you can start a live chat with a GHXCustomer Care support rep. You can save the conversation as a PDF file or send it to anemail address, if needed.

1. Click the Let's chat icon in the footer on any page. The Live Chat box opens.

2. Type your contact information.

3. Click Submit. A connection message displays.


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4. Participate in the chat when the GHX rep initiates the conversation.

5. The GHX rep ends the session when you are finished. A Save your chat sessionmessage opens.


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6. Type your email address and click Send to receive the chat by email or clickDownloadTranscript to download the conversation as a PDF file.

Create a CaseThere may be times when you need to notify GHX of a system issue. You can do this bycreating a support case.

1. Click the Create Case link in the footer on any page. The Create Case form opens inthe GHX Community.


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2. Complete the required fields and clickCreate Case. The system creates a case androutes it to a GHX Customer Care rep.

Identify IconsThe following table contains a list of icons that are used in this application.

Icon Name Description

Advanced Filtering Click to filer by date on the Badging Activity page.

Calendar Click to select a date.

Clear all filters Click to clear all filters on the Badging Activity page.

Clear filter Click to clear filters in a table.


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Collapse Click to collapse an area on the page.

CSV Click to export data to a .csv file.

Download Click to download the Location Activity chart to a .svgor.png file.

Download Click in a Payment Receipt to download the receipt as a.pdf file.

Email Click in a Payment Receipt to send the receipt to theemail address on your user profile.

Expand Click to expand an area on the page.

Expired Indicates a document has expired for the requirement.

Expiring Indicates the document will expire soon.

Fail Point to see information about the rep access status.

Grab & Move Click to grab a bar line and drag it to a new location on theLocation Activity chart.

Help Click to open the help system for this application.

Home Click to return the Location Activity chart to the homesetting.

Information Point or click to view tooltip text.

Manage Columns Show, hide, and reorder the columns on the BadgingActivity page.


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Message Center Click to open the in-app message center.

Missing Indicates a document has not been uploaded yet and therequirement is in a grace period.

Missing Indicates a document has not been uploaded yet for therequirement.

N/A Point to see information about the rep access status.

Notifications Coming soon: View a list of notifications.

Pass Point to see information about the rep access status.

PDF Click to export data to a .pdf file.

Refresh Click to refresh data on a page.

Tip: Point to the icon to see thedate and time when the data waspreviously refreshed.

Rejected Indicates the document does not meet the verificationcriteria for the requirement. See the rejection notes formore information.

Shopping Cart Use to purchase or update an Open Access plan for 9 orfewer representatives.

Sort Click to sort information in a table column.

Switch App Click to move between GHX software solutions (forexample, between Vendormate Credentialing and MyExchange).


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System Status Click to view the status of GHX's systems.

Unverified Indicates the document has not yet been reviewed andverified by the documents team.

User name Click to view user account options. You will see yourinitials in the circle.

Verified Indicates the document meets the verification criteria forthe requirement.

Verified Alternate Indicates an alternate document has been uploaded forthe requirement.

Note: Not all hospitals may allowbadging access with this status.

View Receipt Click this icon on the Payment Receipts page to view,download, or email a payment receipt.

XLS Click to export data to an Excel .xls file.

Zoom In Click to zoom in on the Location Activity chart.

Zoom Out Click to zoom out on the Location Activity chart.


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Navigationl The Home page features recent activity. See "Home Dashboard" below for details.

l Click the Expand icon next to your user name icon to access your user profile, yourcompany's profile, your card profile, and payment receipts

l Click the links in the menu on the left to open pages and perform related actions

l Click the Customer Care link in the footer to create a support case with GHX CustomerCare, if necessary

l Click the Let's Chat icon in the footer to open a chat session with GHX Customer Care,if necessary

Home DashboardThe Home dashboard contains the following smart, valuable, and actionable data.


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Criminal Background Check

l Shows items on which you need to take action

l Click the arrow to page through the items

l ClickComplete to complete the requirements

Critical Policy

l Shows COVID-19 related policies on which you need to take action

l Click the arrow to page through the items

l Click View to fulfill the requirements

Expand Your Reach

l Click the Register button or the New Health System button in the menu barto add a new health system

Accounts

Compliance

l Shows a view of every account with which the rep is registered

l Click a status to view the list of accounts on the Manage My Accounts page

Registration

l Shows a view of every account with which the rep has a complete (versusincomplete) registration status

l Hover on the circle to see how many accounts are in each status

l Click a status to view the list of accounts on the Manage My Accounts page

Badge Activity

l Shows your badging activity over time

l Hover on a bar to see the number of events


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l Click a section on the chart to view details on the Badging Activity page

Activity by Health System

l Shows the number of times you have visited your top five most visited healthsystems over time

l Click a section to open the health system's account profile

Location Activity

l Shows the number of visits per health system the rep has made in the last 30,60, or 90 days

l Hover on a bar to view the number of visits and the date of the last visit

Main PagesClick the following menu options on the left to open the application's main pages:


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l Accounts – Use to identify the state of your account relationships and determinewhether they are in complete compliance and are registered

l Resource Center – Use to view important information the health systems makeavailable (for example, an FAQ or user guide)

l Extras – Use to download the mobile app and to access other resourcesl Invite Rep – Use to invite another rep to access Vendormate Credentialingl Actions – Use to see a list of common actions when managing your health systemrelationships

Note: Admin users will see aManage Users option that they can use tocreate, edit, activate, and inactivate user profiles.

COVID-19 ReportClick the COVID-19 Health System Access Report link in the Actions menu on the left todownload this report to an .xls file. The report is a consolidation of COVID-19 relatedinformation from health systems that was provided through the Required Documents andCOVID-19 related policies. This information is subject to change at any time.


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Manage AccountsThis section contains steps to view the status of your current accounts, upload documents,add a new health system, acknowledge policies, and inactivate a health system account,

View Accounts1. ClickAccounts. TheManage My Accounts page opens.

2. Search for a specific account (optional).

3. Click a link in the Account column. An account details page opens.


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4. Click View Details in the What column to view the document details, including "why"and "how" information.

5. Click the View Locations link in the Locations column to view a list of health systemlocations.


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Upload Documents1. ClickAccounts.

2. Click the FAIL status in the Rep Access Status column for the health system. Thehealth system details page opens.

3. Scroll down to the Documents area and clickUpload. The Upload Document dialog boxopens.

4. Click the link in the Template area to open the form, complete the required fields, andsave the document.

5. ClickBrowse and navigate to and select the saved document.

6. Click Save.


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COVID-19 RequirementsCOVID-19 vaccine requirements are hospital specific. Because the pandemic situation is sofluid, we recommend the following actions:

l Check to see if accounts have added COVID-19 requirements; check this often

l Upload your vaccination card to Vendormate Credentialing (see Upload Documents fordetails)

l After your card has been uploaded, it can be seen by all* of your accounts

*Different or additional requirements may exist.

Add a Health System1. Click the New Health System button in the top menu on any page. The Connect with a

new Health System page opens.

2. Search for the health system by name or location and click Search. A filtered listdisplays.


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3. Click the Register button. A message opens.

4. Read the message and click Yes. Account details open.

5. Review and complete the required information.


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View Access StatusView a health system's access status when preparing for an on-site visit.

1. Click the Actionsmenu on the left and select View Access Status. The Prepare forvisit page opens.

2. Select a health system in the Account list.

3. Select requirement information in the Visit Details section.

4. Click View Access Status. A message opens.

5. Read the message to ensure you know how to prepare for the on-site visit.

6. ClickOK.

Acknowledge Policies1. Click Accounts. TheManage My Accounts page opens.

2. Click a link in the Account column. An account details page opens.


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3. Scroll down to the Policies section.

4. Click the link in theWhat column to view the policy.

5. Click the Acknowledge button. A statement opens.

6. Read the statement and click Yes.


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Inactivate Health System AccountsInactivating an account means that you will no longer have access to that health system.

1. ClickAccounts. TheManage My Accounts page opens.

2. Click Select in the Action column and select Inactivate Account. A confirmationmessage opens.

3. Read the message and then click Yes.

Inactivate Your User ProfileIf you need to inactivate or cancel your user profile, you must contact GHX Customer Care bychat or by phone at 1-800-YOUR-GHX.


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Request Appointments1. Click the Actionsmenu on the left and select Request Appointment. The Request

Appointment page opens.

2. Select an account from the list and complete required information.

3. Click Send Request. A confirmation message opens.

4. ClickOK.


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View Appointment Requests1. Click the Actionsmenu on the left and select View Requests. The View Appointment

Requests tab opens.

2. Click the Status list to sort the results by status. Options are:

l Pending

l Accepted

l Declined

l Expired


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Run and Export ReportsPowerful reporting capabilities help you better understand and control rep activity. As anAdmin user, you can create reports with a few clicks and either manipulate the data in thedashboard, or download the results for review and further processing. If you do not haveReports in your application, you may want to reach out to your GHX Sales Executive to findout more.

1. ClickReports.

2. Point to a report category name to view its description.

3. Click the icon next to a category to expand the list of associated reports.4. Point to a report name to view its description. Options are:

l Participation – Contains details about the rep registration and sign-in eventsParticipation reports

Report Description

RepresentativeParticipation

Contains a list of reps and thelocations where they are registered.


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Report Description

Representatives by Facility Contains details about all yourorganization's reps listed by facilitywhere they are registered.

List of RegisteredRepresentatives

Contains a list of reps that areregistered under your organization'sETIN.

Hospital Sign-In Log Contains details about sign-in eventsfor a specific date range.

Registration Credit Usage Contains details about pre-purchasedregistration usage.

l Compliance – Contains details about reps' compliance status and providesdetails of the credentialing requirements for the various health systems

Compliance reports

Report Description

Compliance Status Contains a summary of thecompliance status for each rep foreach health system with which thatrep is registered.

Documents Status Contains details about all documentrequirements based on the documentstatus (examples are Completed,Expired, and Rejected).

Uploaded Documents byRepresentative

Contains a list of uploadeddocuments organized by rep.

Missing Documents byHealth System

Contains a list of outstandingdocument details organized by healthsystem.

Missing Policies by HealthSystem

Contains a list of outstanding policyacknowledgements organized by


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Report Description

health system.

Policies Accepted byRepresentatives

Contains details about allacknowledged policies organized byhealth system and rep.

l Document Repository – Contains details about the document repository.Document Repository reports

Report Description

Document RepositoryParticipation

Contains a list of reps that haveDocument Repository profiles.

Document Repository DocStatus

Contains details about the status ofdocument requirements in theDocument Repository.This report does not includedocumentation status for hospitalrequirements.

5. Select report criteria in the right pane.

Tip: Click a filter and press the CTRL key to select multiple filteroptions. Not all reports have filters.

6. Select an Export Type. Options are:

Output Application

XLSX, XLS, andCSV

Microsoft Excel worksheet

PDF Adobe Reader or Adobe Acrobat

RTF Microsoft Word

7. Click the Download Report icon.


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View ExtrasThe Extras page contains links to multiple resources, such as to the Apple and Google Playsites to download the mobile apps. There are also training recommendations on the Extrastab. This includes training for such topics as HIPPA, bloodborne pathogens, infection controland aseptic practices, operating room protocols, radiation safety, electrical safety, and firesafety.


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View Payment Receipts1. Click the Expand icon next to your user name icon. A list of options opens.

2. Select Payment Receipts. The Payment Receipts page opens.

3. Click to download the receipt as a PDF file (optional).

4. Click to email the receipt to the email address on your profile (optional).


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Invite RepsA registered representative has the option to invite colleagues with the same FederalEmployer Identification Number (FEIN) to register at no additional cost.

1. Click Invite Rep. The Add New Rep page opens.

2. Complete the required fields.

3. Click Invite. A confirmation message opens.

Note: The app sends an invitation to the rep's email address.

4. Click OK.


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Resource CenterThe Resource Center is a place for GHX and health systems to make important informationavailable to reps. Documents such as user guides and FAQs are available here.Administrative information, including new software capabilities, are viewable byadministrators.

If you are interested in adding content to the Resource Center for your organization, pleasesend your request to the Support team at [email protected]. GHX will upload the material toyour organization's repository and add a link under the appropriate heading on yourorganization's Resource Center page.


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mailto:[email protected]