Document Center

The module allows the user to upload documents or to create them directly in the system. The documents are available to the Admin and Super Admin users based on their location and department permissions. 

Step 1: Log in at MedTrainer

Step 2: On the left hand column, select Document Center, and select "document and policies"

Step 3: Click on the "new folder" button (blue tab)

Step 4: Name the folder and select who should have access to the folder

Step 5: Click the "Add" button to create the folder

Step 1: Log in at MedTrainer

Step 2: On the left hand column, select Document Center, and select "document and policies"

Step 3: Click on the "pencil" icon of the desired folder you wish to edit

Step 4: Edit the name, locations, and/or departments from the edit folder modal

Step 5: Select save

A folder can be deleted as long as it is empty; this means that there must be no document in the folder.

Steps to delete a folder.
Step 1: Log in at MedTrainer

Step 2: On the left hand column, select Document Center, and select "document and policies"

Step 3: Select the delete button

The purpose of categories is to organize documents/policies by topic. When documents/policies are placed in their appropriate category you will then be able to filter documents/policies by category. 

Step 1: Log in at MedTrainer

Step 2: On the left hand column, select Document Center, and select "document and policies"
Step 3: Double-click on the desired folder. The folder selected will be the location for the new category; this means that the category will be available to use only for those documents that are created under that specific folder.
Step 4: Select the New button, then select Category.
Step 5: Give the category a name and a color. Select the folder you wish the category should belong to.
Step 6: Select save.

Step 1: Log in at MedTrainer

Step 2: On the left hand column, select Document Center, and select "document and policies"
Step 3: Double-click on the desired folder. The folder selected will be the location for the new category; this means that the category will be available to use only for those documents that are created under that specific folder.
Step 4: Select the edit category button.
Step 5: Select the desired category to edit, then select the pencil icon to edit.
Step 6: Edit the category name, folder, and color.
Step 7: Select save.

Step 1: Log in at MedTrainer

Step 2: On the left hand column, select Document Center, and select "document and policies"
Step 3: Double-click on the desired folder. The folder selected will be the location for the new category; this means that the category will be available to use only for those documents that are created under that specific folder.
Step 4: Select the edit category button.
Step 5: Select the desired category you wish to delete, then select the trashcan icon to delete.
Step 6: Select save.

Step 1:  Log in at MedTrainer

Step 2: On the left, select document center

Step 3:  Select document and policies

Step 4: Select the folder you wish to upload your document / policy
Step 5: Click the New button, then document, then upload
Step 6: Fill in the blank fields, and upload the document / policy under the appropriate format
Step 7: Select save

The user can create their own .pdf and .docx documents by following the steps below.

Step 1:  Log in at MedTrainer

Step 2: On the left, select document center

Step 3:  Select document and policies

Step 4: Select the folder you wish to upload your document / policy
Step 5: Click the New button, then document, then create and choose either PDF or Word format
Step 6: Enter the document name and folder it belongs to.  
Step 7: Select save.
Step 8: A new tab will open for you to create your document.
Step 9: Select done once you are done editing the document or if you need to close it and continue editing at a later time.
Step 10: Fill the mandatory fields of the Document Configuration form.

This process applies  .pdf, .pptx, .xlsx,  .txt,  .zip, .png,  .jpg, .jpeg

Step 1:  Log in at MedTrainer

Step 2: On the left, select document center

Step 3:  Select document and policies

Step 4: Select the folder the document is located in.
Step 5: Select the row of the desired document
Step 6: Select the pencil icon to edit
Step 7:  The system will redirect the user to the Update Document form, The user must fill out every mandatory field.
Step 8: Select save.

The system will save the updates to the same drft version of the document. 

Super Admins and Admins can build their own approval workflows based on their needs.
These approval workflows will be used to send out a document for approval, allowing the user to make sure the document gets to the right people in the correct order. 

Step 1:  Log in at MedTrainer

Step 2: On the left, select document center

Step 3:  Select document and policies

Step 4: Select the folder you wish to create your escalation matrix (approval workflow)
Step 5: Select the Escalation Workflow tab
Step 6: Select the New Matrix button
Step 7: Enter a name for the matrix and the first level of the approval workflow by just clicking in the fields and starting typing.
The system will be saving all the changes as a draft workflow automatically.
If the user does not publish the workflow he is working on, then it will still be saved as a draft.

Step 8: Select the Add Reviewers icon (located on the right) to add people to the level of each workflow.

Step 9: The Add one or multiple reviewers screen will be prompted.
Start typing the name of any employee in the company to add them as a reviewer.
The user can also type the email address of someone that is not an employee to add them as a guest reviewer.

Step 10:  Once you select Add, the employees selected will be displayed as a reviewer for the level.
Step 11: Add as many levels as needed by selecting the +Add level button
Step 12: Give a name to the new levels and add reviewers to each level.
Step 13: Once you have added all of the levels to your workflow, you need to specify which level can escalate the approval to another level. To do this, click on the Escalation levels button available on each level.  
Step 14:  By clicking on the Escalation levels icon, a dropdown with the available levels will appear.
Select the desired levels you need the level to be able to escalate to. You can select just one, or multiple levels if needed.
Note: To delete a reviewer select it by checking the select box next to the name of the user and hitting the Delete icon. Then click the Delete option on the confirmation screen. 

Once you are done selecting escalation levels for every level, you need to define the role of each reviewer on each level. There are three possible role options for the reviewers and the reviewers can have all three options, just one, or a combination of them selected. 

• Option 1
  Escalate - This option allows the reviewer to escalate the document to the next level of the workflow. This option is only available to be selected after the level has escalation levels selected. 

• Option 2
  Send Back - This option allows the reviewer to send back the document to the previous level of the workflow or to the requestor. This option is available for every level in the workflow except for the first one, however, the first level is always able to send the document back to the requestor. 

• Option 3
  Resolve - This option allows the review to approve the document. Once the reviewer hits the Approve option, the document will be ready to be published without requiring anything else from the approval workflow.
  
  

Once the workflow is done, click Publish. The new approval workflow will be displayed as published in the Escalation workflow tab.

Note: Only the published workflows are available to be used in an approval process of a document. 

The user can edit an approval workflow as long as it is still a draft.

Step 1: In the Escalation Workflow tab, select the name of the desired workflow.

Step 2: Perform any modifications to the workflow. The system will be saving all the changes as a draft workflow automatically. If the user doesn´t publish the workflow he is working on, then it will still be saved as a draft.

Step 3: To publish a workflow there are two options:
Option 1
Hit the Publish option available on the Escalation matrix detail screen once the workflow is ready to be used.
Option 2
Select Publish from the Lifecycle dropdown available on the Escalation workflow tab. 

The user can send a document for approval as long as it is a draft by following the next steps.
Step 1: Select the row of the desired draft document.
Step 2: Select the Request approval icon from the app bar.
Step 3: Select the desired approval workflow from the Escalation matrix dropdown.
Step 4: Select Send to confirm the request. After this is done, a snack bar will appear on the screen confirming the request.

Note: The system will update the Status column of the table to Approval requested and the Workflow state column to Waiting for approval. The system will also populate the Escalation matrix and Escalation level columns with the information of the approval workflow selected.

When a document is sent for approval, the users that are part of the levels on the workflow will be notified when it is their time to review the document. 

To start the review of a document, the users on the levels of the workflow must follow the next steps.

Step 1: The users of the workflow level that have the document assigned will receive an email and a notification in the My Student Dashboard stating there is a document they need to review.
Step 2: Select the Review option.
Step 3: The user will have the Escalate, Send back, and Approve options based on the roles that were set up for him when building the approval workflow.

After the user has reviewed the document, he will have up to three options:

Option 1: Escalate

If the user selects the Escalate button, a screen will be prompted so he can select to which level he wants to escalate the document.

The user will have to add a comment related to the escalation and hit Escalate to confirm the action.

Note: The options to escalate will depend on the structure of the approval workflow. 

The users on the level that the document got escalated to will receive an email and a notification in the My Student Dashboard stating there is a document they need to review.

Option 2: Send back.

If the user selects the Send back button, a screen will be prompted so he can select whether he wants to send the document back to the level it got escalated from or directly to the requestor.

The user will have to add a comment related to the sent back and hit Send back to confirm the action. 

The users on the level that the document got sent back to or the requestor, depending on the selection of the user, will receive an email and a notification in the My Student Dashboard stating there is a document they need to review.

Option 3: Approve.
If the user selects the Approve button, the document will get approved and the requestor will be able to publish it.  The system will display a message stating the document got approved. 

And the requestor will receive an email and a notification in the My Student Dashboard stating the document is approved. 

The requestor can always cancel the approval process of a document in case there are modifications that need to be done to the document or just because they sent the document for approval by mistake. The user can cancel de request at any stage of the approval process.

Step 1: Select the row of the desired draft document.
Step 2: Select the Cancel request icon from the app bar.
Step 3: Select Cancel request on the screen prompted to confirm the action.  After this is done, a snack bar will appear on the screen confirming the request.

Note: The system will update the Status column of the table to Authoring and the Workflow state, Escalation matrix, and Escalation level columns will be updated so they don’t reflect anything related to an approval process. 

There are two ways for a user to publish a document.

Option 1
On the Document details screen.
Step 1: Locate the desired document and click on the Lifecycle column dropdown.
Step 2: Select Published from the dropdown options. Once this is done, the lifecycle of the policy will get updated to Published and a snack bar confirming the update will appear on the screen.

Option 2
On the Document details screen.

Step 1: Double-click on the row of the policy desired.
Step 2: The system will redirect the user to the Document details screen. Select the Publish Document option. 

Step 1: Log in at MedTrainer

Step 2: On the left hand column, select Document Center, and select "document and policies"

Step 3: Find the document you wish to assign and under the action title, select the "assign" icon

Step 4: Fill in the appropriate fields and the appropriate employee(s) that should be assigned to the document, then select "assign"

Yes, the name of the report is Assigned Policies Report.

The policies can be deleted no matter if they are published or draft, as long as the draft is not in an approval process. 

Step 1: Locate the desired document and click on the Lifecycle column dropdown. 

Step 2: Select Deleted from the dropdown options. 

Step 3. Enter a comment related to the deletion of the document’s version and hit Change. Once this is done, the lifecycle of the policy will get updated to Deleted and a snack bar confirming the update will appear on the screen. 

The conversations allow users to discuss anything related to a specific document. The system keeps track of every conversation in one centralized place but also keeps them linked and available from the app bar actions of each document. 

Step 1: Select the row of the desired policy.
Step 2: Select the Conversations icon from the app bar.
Step 3: Select the Create Conversation button.
Step 4: The system will redirect the user to the Create Conversation form. The user has to select the users that must be involved in the conversation.
Step 5: Enter a conversation name by filling out the Discussion Name field.
Step 6: Type the first comment of the conversation in the field.
Step 7: Select Create. The system will display a snack bar stating the conversation has been created.
Step 8: The system will redirect the user to the Conversation setup screen, where he can edit the participants or send more messages if needed. 

There are two ways for the Super Admin or Admin to assign a publoshed document to employees.

Option 1: Using the Assign option from the app bar.

Step 1: Select the row of the desired policy.
Step 2: Select the Assign icon from the app bar.
Step 3: The system will redirect the user to the Assign Document form. The user must select the desired employees to assign the policy by using the filters on the screen. Once the employees are selected, hit Assign. The system will display a snack bar stating the assignment was completed.

Option 2: From the Assignment Tracker screen.

Step 1: Select the row of the desired policy.

Step 2: Select the Assignment tracking icon from the app bar. 

Step 3: There is an Assign option on the three tabs of the screen: Past Due, On Time, and Accepted. Hit the Assign option in any of the tabs.
Step 4: The system will redirect the user to the Assign Document form.
The user must select the desired employees to assign the policy by using the filters on the screen. Once the employees are selected, select Assign. 

Step 1: Log in at MedTrainer
Step 2: Select Document Center and Documents & Policies 

Step 3: Select the desired folder you wish to create the bundle in
Step 4: Select the bundles tab
Step 5: Select New Bundle
Step 6: The system will redirect the user to the New Bundle form. Enter a name for the bundle and select the policies needed in the bundle.

Note: Only published policies can be added to a bundle.

Step 7: Select Save.
The system will display a snack bar confirming the creation of the bundle and the new bundle will be visible in the Bundles tab. 

A premade, fillable, PDF document that includes blank fields that are fillable.  Fillable  Forms must be created outside of the MT Platform (LMS). 

Please reach out to your assigned Customer Success Manager (CSM) for this feature.

Step 1:  Log in at MedTrainer

Step 2: On the left, select document center

Step 3:  Select document and policies

Step 4: Select the folder you wish to upload your document / policy
Step 5: Click the New Documents button, then select upload
Step 6: Fill in the blank fields, and upload the Fillable Form that is in PDF format 

Step 7: Under Settings, select the option where it says, "Requires Fillable Responses"
Step 8:  When you are done, select Next
Step 9: You will be directed to a new page, which will require you to select a page you wish to add a signature & date line and save 

Step 1: Log in at MedTrainer

Step 2: On the left hand column, select Document Center, and select "document and policies"

Step 3: Find the form you wish to assign and under the action title, select the "assign" icon

Step 4: Fill in the appropriate fields and the appropriate employee(s) that should be assigned to the document, then select "assign"

Step 1: Log in at MedTrainer

Step 2: On the left hand column, select My Student Dashboard

Step 3: At the top of the My Student Dashboard, you will see a list of notifications in tab

Step 4: Visit the fillable form, by selecting the review button
Step 5: Download the form by clicking on the download button (arrow pointing down icon) on the upper right of the document.

Step 6: Save the document to your desktop or another folder on your computer
Step 7: Open the document from your desktop or saved folder, fill in the information, and save it to your computer
Step 8: Upload the file on this screen, type your name, and click the green accept button

An OSHA compliant Safety Plan is a written plan that describes the potential hazards in the workplace, and the company policies, controls, and work practices used to minimize those hazards. Safety Plans are required to have:

• Immediate action to take 

• Procedures to secure the area 

• Important personnel to contact regarding incidents 

• Method(s) of communication to alert others about incidents 

• Safe handling instructions and application 

• Protective hear, such as masks, hard hats, or gloves 

• Evacuation routes

Step 1: Log in at MedTrainer

Step 2: On the left hand column, select Document Center, and select "safety plans"

Step 3: In the "Create Plan" section, create a safety plan using MedTrainers readily available template or select the "upload other safety plan" to upload your own plan.

•  If you choose to use MedTrainers template, select the desired template, and click "create." Following that, fill in the appropriate fields, then at the bottom, select "submit form" 

• If you choose to upload your own plan, select the "upload other safety plan" button, and fill in the appropriate fields, then select "save."

Step 4: Select the "created plans" section, this is where you will find the safety plans that have been created

Step 1: Log in at MedTrainer

Step 2: On the left hand column, select Document Center, and select "safety plans"

Step 3: Click on the button that says, "created plans"

Step 4: Find the plan you'd like to assign, and click on the person icon to assign

Step 5: Fill in the appropriate fields, then select assign

Yes. Go to the "created plans" section, and select the arrow pointing up button to update. 

Yes. Go to the "created plans" section, and select the paper/pencil icon to update the title. 

Go to the "created plans" section, and select the arrow pointing down button to download.  

Go to the "created plans" section, select the paperclip icon, and select the desired attachment you wish to download.

The log indicates the safety plan version number, users assigned, provides a brief overview of the plan, and allows you to download the plan. The log icon can be found in the "created plans" section. 

Go to the "created plans" section. Select the trashcan icon, and delete the desired safety plan. Another notification will ask if you wish to delete, select "delete" if you wish to proceed.

Contract Management is to track your organizations contracts and helps you identify if contract is current, expiring, or expired.

Step 1: Log in at MedTrainer

Step 2: On the left hand column, select Document Center, and select "contract management"

Step 3: Select the "Add Contract" button

Step 4: Fill in the appropriate fields, and upload attachment(s) relevant to contract

Step 5: When complete - select "add"

The selection of an evergreen contract does not have an associated system functionality. It serves as a record to indicate that the contract is renewed automatically.