New IR Reports Page in the Document Center

What is the IR Reports Page?

The new IR Reports page in the Document Center provides a dedicated space for all your Incident Reports data sets. With this update, only authorized users within your organization can access these sensitive reports, enhancing security and ensuring compliance. By centralizing incident reports in one secure location, your organization maintains control over who can view and manage critical compliance data.

How to Access the IR Reports Page:

1. Log in to your MedTrainer account.

2. Navigate to the Document Center from the main menu.

3. In the dropdown, select IR Reports.

4. If you have the appropriate permissions, you will see all Incident Reports data sets within this page.

If you don’t see this option, your role may not have the necessary permissions. Contact your MedTrainer Customer Success Manager to adjust your access settings.

Enable All Parties to Fill Out and Sign PDF Forms in Documents & Policies

All signers on PDF forms in MedTrainer, including those outside of your organization, can now edit forms in addition to signing them. This update makes it easier to complete forms and collect signatures from people not employed by your organization directly in MedTrainer. 

How to enable signers not employed by your organization:

The process for editing and signing fillable forms remains the same, but now signers that are not employed by your organization can also edit the PDF forms in addition to signing them. These outside signers will receive an email notification to complete the form once the form is in the “Published” lifecycle stage. All signers are reminded that signatures are legally binding. 

Step 1: Upload your Form to MedTrainer

1. Map Your PDF: Before uploading, ensure your form is mapped using a PDF editor (like Adobe) to create fillable fields.

2. Require Fillable Responses: Check the “Requires Fillable Responses” box in the document Settings.

Step 2: Add your signers

1. Content Complete: Move the document to the “Content Complete” lifecycle stage

2. Add your Signers: Add primary and assignment signers to the signature list - these can be someone inside or outside of your organization. 

3. Set Signer Order:

   1. Requests signatures at once: All signers can edit and sign the document at the same time

   2. Request signatures in order: Signers will be notified one by one in order as the previous signer completes their section.

Step 3: Notify signers

1. Publish Document: Move the document to the “Published” lifecycle stage

• Notification: Anyone inside and outside your organization will receive an email notification and be able to edit and sign the form. Your employees will also see this notification on their MedTrainer Student Dashboard.

How to Use Categories in Document & Policies

Easily manage your document categories with our new feature. This post and video will walk you through creating, editing, deleting, and deprecating categories to customize your document organization.

Accessing the Category Page

1. Log into MedTrainer.

2. Select "Documents and Policies" from the dropdown menu.

3. Click the "Documents" tab.

4. Select "Manage Categories".

Managing Categories

1. Create a New Category: Click "New Category" and fill in the title and select a color in the popup window.

2. Edit a Category: Select the category row to edit, then modify the name, color, or status.

3. Delete a Category: Delete a category, noting it will be removed from associated documents.

4. Deprecate a Category: Change a category's status to "Deprecated" to remove it from dropdowns, but retain it for reactivation.

Category Statuses

• Active: Available in dropdowns for creating, uploading, and updating documents.

• Deprecated: Not available in dropdowns, but can be reactivated.

• Deleted: Removed from documents and deleted.

New Policy Details Report

We've added a new report for you to view your details of your contracts. The new "Policy Details Report" can be found under Compliance Reports and selecting "Policy Details" in Dataset.

This report ensures you see:

• Policy versions expiring soon

• Policy versions pending approval and their escalation matrix level

• Completed policies waiting to be published

• Policy versions pending acceptance by staff

• And many more!

New Contract Details Report

We've added a new report for you to view your details of your contracts. The new "Contract Details Report" can be found under Compliance Reports and selecting "Contract Details" in Dataset.

This report ensures you see:

• Contracts expiring soon

• Expired contracts 

• Contracts for specific locations

• Contracts for specific departments

• Staff responsible for a specific contract

New Filter for "Available for Everyone" in the Document Center

We've added a new filter to help you better manage your documents and policies. You can now filter items that are set to "Available for everyone" within the Document Center.

Here's how it works:

1. Click on "Document Center" on the left-hand menu.

2. Click on the "Documents and Policies" drop down.

3. On the "Documents" page, to use this new filter, click on the "More filters" button on the page and apply your preferred setting.

• Active: Choose this option to view documents marked as "Available for everyone."

• Deactivated: Select this to see documents that do not have this setting.

Onboarding Path - Automatically Add New Locations 

This feature streamlines the onboarding process by automatically including any new locations you add for an employee in their onboarding path configurations. Say goodbye to manual setups!

How It Works

1. Enable the Setting: Ensure the "Include new locations" button is checked.

2. Add New Locations: When you add a new location for an employee, it will automatically be included in their onboarding path configuration.

3. Automatic Assignments: If employees are added to new locations through integration, their onboarding paths are assigned without any manual intervention.

Admin User Preferences - Documents & Policies

This brand new feature allows you to save your preferred document table configurations, giving you quick access to your most important information every time you enter the Documents & Policies module. 

With a single click, you can save your filtering and sorting preferences, resulting in a personalized view tailored to your needs. 

You can also revert to the default preferences with a single click to restore the original settings, offering flexibility without complexity.

Signing Groups for Multiple Signatures

Signing groups are now available in Documents & Policies, enabling you to send a document to a group of people for signature with just one person required to sign. Once this person assumes the role of primary approver and signs, email notifications will be sent to the remaining members informing them that the document has been officially signed. This makes privileging and appointment approvals a breeze! 

Other signature options already available include:

• Signing chain: You have the flexibility to determine the sequence in which signatures are obtained from board members or other groups of approvers. Notifications will be sent based on the order you establish. Each time a signature is obtained, the subsequent approver in the sequence will be notified that it is now their turn to sign the document. Upon gathering all required signatures, you will receive an email notification that the document has been fully signed.

• Multiple signers: If you have a new policy awaiting approval from the board, you can create or upload the document and email it to all board members at the same time for their signatures. You'll get a notification once all their signatures are complete on the policy.

External users in signing groups cannot interact with forms and collect responses, so they cannot fill out forms or provide their own information unless they are internal users.