Healthcare Contract Management Implementation Timeline

Contract Management Implementation

Healthcare Contract Management Implementation

Contract management software deployments and implementations can vary in complexity based on your organization's needs, as well as the decision to deploy via the cloud or on-premise.

A new page has been developed for the Contract Guardian Website.  The example walks through the steps/timeline of a healthcare contract management implementation and deployment.

Healthcare Contract Management Implementation

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Learn more about Contract Guardian by calling 513.977.4544 or request a demonstration

Contract Guardian Releases Autoreviewer Module

Contract Guardian Autoreviewer Module

Cincinnati, OH - August 27, 2015 - Contract Guardian (solution from Rippe & Kingston Systems, Inc.) today announced it has automated the process of proofreading your contact with the release of the Autoreviewer Module.

Very few Enterprise Contract Management Systems offer this exciting capability.  Imagine having someone available to proofread your contracts every time there is a new document added or a new version of the document.  Contract Guardian does exactly that and can stop a contract in its tracks and alert you regarding inappropriate phrase or potential risk.

New module is provided to all clients at no additional charge!

See complete Press Release.

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Learn more about Contract Guardian by calling 513.977.4544 or request a demonstration

Quarterly Compliance Notifications with Contract Guardain

A client recently indicated that they needed a contract compliance notification to go out quarterly on the 15th of the month.  

So, how do you accomplish that task with Contract Guardian?

• The first step is to create a user defined date field that the notification can reference
• Assign an appropriate caption
• Define the initial starting date…in this case it is 4/15/15
• Define the auto advance quantity (3 since we want it every 3 months)
• Select Months for the Advance Duration

• Add the quarterly review date field to the appropriate contract type

• After the creation of the contract you will see the date with the default value.

• Create the Email Notification 
• Reference the Quarterly Review Date and use the exact date
• The email will be sent on exactly that date and then automatically add 3 months to the date so that it will go out on the 15th of the next quarter

Leveraging the email notifications with the user defined fields and advance quantity options provides fast amount of flexibility in your notification capabilities.

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Learn more about Contract Guardian by calling 513.977.4544 or request a demonstration

Contract Management - A Little Bit Easier

Contract Management - A Little Bit Easier

There are numerous ways that the best of breed contract management software aids in the simplification and automation of the contract management process.  Among them are:

• Creation of unique contract types
• Work Flow Assignments
• Electronic Signature
• Instantaneous Searching
• Reporting
• Comprehensive Security Structure

However, one of the most underappreciated ways a Contract Management System can simplify the process is by what it shows the user.  For example, top tier contract management systems allow you to create unique contract types with unique data requirements appearing on the screen.  In Contract Guardian we offer those feature and more.  Once example is the configuration of system fields.

Slide to yes or no and Contract Guardian will control if the system field is required for that type of contract.

User Defined Fields that are associated with a group of fields are called a fieldset.  This enables the creation of a wide range of field types such as

• Auto increment
• Check box
• Date
• Email
• MultiPicker
• Numeric
• Paragraph
• Phone Number
• Single Picker
• Text
• URL - web address

With each one of these fields, the client can define the type, value options, default values, required or not and status of the field.  When these fields are added to a fieldset, they can use the drag and drop feature to organize the fields to appear on the screen in the sequence they desire.  This makes it easier for the user to complete the information since it is sequence appropriately, default values are already defined and it will confirm any required data.

A user can define a contract type that includes a group of these fieldsets.  Again, the user can use the drag and drop to put the groups of fields in exactly the sequence they want them to appear on the screen.  Everything appears exactly the way the user of a specific contract would expect the data to appear.  Any contract type can be changed after the fact if they wish to add a new data element, remove one from appearing or change the sequence.

We have recently expanded the control of the screen real estate to include the toggling of data appearing for a user at any point in time.

BEFORE

AFTER

So as you can see, by showing the user only what they need/want  and in the sequence desired, the contract process becomes a little bit easier and more intuitive.

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Learn more about Contract Guardian by calling 513.977.4544 or request a demonstration

RFID Solutions, Inc. Selects Contract Guardian

Contract Guardian Selected by RFID Solutions, Inc. of Mexico 

Cincinnati, OH - October 27, 2014 - Contract Guardian was selected by RFID Solutions, Inc. to deliver a complete, never ending management process for their contracts.  RFID felt that it was a requirement for their organization to be more agile.  The answer for their client lifecycle process was the integration of Contract Guardian for management of their clients and ProspectStream for managing the sales process.

Some of the benefits they anticipate are as follows:

• Reducing the time and effort required to enter the contract in the system
• Reducing the time necessary to make changes
• Keeping a "journal" of anyone who accessed the contract and what changes are made
• Automatically send custom emails communicating the marketing message throughout the life of the contract
• Providing alerts to begin renegotiations of renewals prior to contract termination
• Reporting, at a glance and in real time, to see what contracts are in what stage through extensive reporting functions.
• Standard templates for recording a warranty or service contract
• Keep all contracts and critical accompanying documents in one secure central location
• Create workflows and assign tasks to users based on role, security level, contract value, or other key variables
• Never lose, forget, or miss critical data
• Automatically forward necessary warranty information on to the manufacturer 

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Learn more about Contract Guardian by calling 513.977.4544 or request a demonstration

Contract Guardian Featured at Technology Conference in New Orleans

Contract Guardian Featured at International Technology Conference in New Orleans

Cincinnati, OH - October 6, 2014 - Contract Guardian was thrilled with the opportunity and selection as the only Contract Management Software Offering to participate in this International Technology Conference provided by BlueStar.

Integration with ProspectStream, management of any document/contract type and DocuSign esignature and work flow were demonstrated at the booth.

Other major exhibitors included names like HP, Honeywell, Motorola, Zebra Technologies, Epson, Datalogic and 3M..

The VARTECH conference provided by BlueStar is a world class venue, designed to foster the collaboration between technology partners and unite the industry with their Value-Added Resellers and BlueStar team.  The conference included educational workshops, solutions sessions and hands on demonstration.  Contract Guardian was in the CodeZone Exhibitg Hall.  It was exciting to be included with some of the leading vendors in the world offering technological solutions for healthcare, manufacturing, logistics, point of sale, government, RFID and security.

The 1,700 attendees also had ample opportunity to enjoy Bourbon Street and a visit to the Super Dome.

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Learn more about Contract Guardian by calling 513.977.4544 or request a demonstration

Contract Guardian Partners with DocuSign to Help Companies Go Fully Digital

On September 16, 2014

Partnership with DocuSign Delivers Enhanced ROI, Increased Security and Compliance, and a Better Overall Customer Experience

Cincinnati, OH - September 16, 2014 - Contract Guardian (solution from Rippe & Kingston Systems, Inc.) today announced it has partnered with DocuSign, Inc. (DocuSign®), The Global Standard for Digital Transaction Management™ (DTM), to help enterprise customers go fully digital. DocuSign helps organizations of every size, industry and geography keep business digital – eliminating the hassles, costs, and lack of security in printing, faxing, scanning and shipping documents to complete transactions – to achieve faster speed to results, lower costs, and better customer experiences.

Read Press Release

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Learn more about Contract Guardian by calling 513.977.4544 or request a demonstration

Rapid Scan Module Released for Contract Guardian

Contract & Document Scanning Optimized for the Web!

Cincinnati, OH - September 12, 2014 - Contract Guardian (solution from Rippe & Kingston Systems, Inc.) today announced it has released a new module call "Rapid Scan".   Based on Dynamsoft's Dynamic Web TWAIN SDK,  Contract Guardian Rapid Scan Enables Web-Based Contract and Document Scanning, Archival and Retrieval which is ideal for industries like Healthcare, Legal, Government, Finance, etc.

Below is a screenshot from the user interface:

Read Press Release

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Learn more about Contract Guardian by calling 513.977.4544 or request a demonstration

Related articles

• Dynamsoft Adds OCR for Its Document Processing Tool

Contract Guardian Certified by DocuSign for e-Signature

Contract Guardian Integrates DocusSign Electronic Signature

Cincinnati, OH - July 15, 2014 - Contract Guardian, a leading solution for managing company contracts, commitments, and compliance is pleased to announce the native integration of DocuSign, the world's leading e-signature solution, into our web-based Contract Management application.

"We are pleased to provide this valuable electronic signature service to Contract Guardian clients via native integration with DocuSign." Contract Guardian Services Team, Rippe & Kingston Systems, Inc.

The DocuSign electronic signature platform supports auditable electronic signatures that can be embedded in existing documents and accessed and signed via a Web browser. Features include: 

• e-Signature compliance 
• Automated reminders, expiration, and authentication 
• Workflow, routing, and audit trail capabilities 
• Fully integrated with Contract Guardian

Read Press Release

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Learn more about Contract Guardian by calling 513.977.4544 or request a demonstration

Contract Guardian Will Exhibit at HCCA Conference in Indianapolis, IN

Contract Guardian Plans Exhibition in Indianapolis, IN

Contract Guardian, a leading solution for managing company contracts, commitments, and compliance announced that its plans to attend the HCCA North Central Regional Conference in Indianapolis, IN on October 6th, 2014.  The event will be held at the Indianapolis Marriott North.

Topics being covered during this regional conference include: ICD-10, Meaningful Use, Auditing and Monitoring Appropriate Access by Workforce Members, Stark/Anti-kickback, Cloning and Correction of Medical Records and Conducting a Compliance Audit / Review.

"We are always excited to both attend and sponsor the great HCCA events," said, John Reuter, Director of Implementation Services of Contract Guardian.

 Read More

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Learn more about Contract Guardian by calling 513.977.4544 or request a demonstration

Contract Guardian Helps Deliver LIfecycle Management

Contract Management just might be one of the more overlooked tools for delivering pivotal components of Client Lifecycle Management.  Below are a couple of examples of how to leverage your contract management system:

1. Nurture clients through the automated contract notification system.  You can add your own customized emails to occur automatically with Contract Guardian.  It is not limited to contract renewals!  Example: Management of warranty renewals with literature that discusses the replacement product and or service.  This can help attract the attention of an existing customer, create additional awareness about your company and engage the client through a new product and or service dialogue.
2. Research your Contract Management System for other opportunities.  Leverage the reporting & search capabilities to perform analysis on your base of clients.  You can identify factors (common thread) that will make existing clients ideal for other products and services.  Perhaps it is also time to add them to a call list for your sales representatives.

Learn more about Client Lifecycle Management

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Learn more about Contract Guardian by calling 513.977.4544 or request a demonstration

Contract Guardian To Attend HCCA Mid Central Regional Compliance Conference in Louisiville

Contract Guardian Plans Exhibition in Louisville, KY

Contract Guardian, a leading solution for managing company contracts, commitments, and compliance announced that its plans to attend the HCCA Mid Central Regional Conference in Louisville, KY on November 7, 2014.  The event will be held at the Marriott Louisville East on 11/7/2014.

Topics being covered during this regional conference include: Top 10 Security Concerns for Healthcare IT, Federal & State Criminal Healthcare Fraud Investigations, Security, The London CIA, OIG Update, Show ME the Money, and Round Table Discussion - Hospital/Privacy & Security/Compliance Hot Topics.

"We are always excited to attend one of the many great HCCA events and meet with regional leaders in the healthcare industry.  I am particularly excited about the focus on IT and Security," said, John Reuter, Director of Implementation Services of Contract Guardian. Read More

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Learn more about Contract Guardian by calling 513.977.4544 or request a demonstration

Non-Profit Acute Care Hospital Goes Live with Contract Guardian

On July 15, 2014

California Based Hospital to Deploy Gold Cloud Edition of Contract Guardian

Cincinnati, OH - July 15, 2014 - Contract Guardian, a leading solution for managing company contracts, commitments, and compliance announced that a leading non-profit acute care hospital in California has gone live with Contract Guardian the 'Intuitive Contract Management' solution, to effectively manage contracts, improve visibility, manage access, and evaluate performance.

The hospital is leveraging Contract Guardian to simplify and update all aspects of healthcare contract management and compliance within their organization. The hospital will utilize the Cloud Based version of Contract Guardian over the web, thus requiring no capital expenditure. All aspects of a hospital's contract management lifecycle, including contract creation, monitoring of key milestones, and compliance can be managed via a computer or any popular mobile device. Contract Guardian offers Contract Data Conversion as part of the overall service offering for organizations migrating from their existing solution. Read More

Healthcare Contract Management and the Impact of Hospital Mergers

Mergers in Healthcare are becoming very common.  Healthcare consolidation has been on the rise lately with little sign of slowing down. The industry's merger and acquisition activity increased by almost 20 percent in the third quarter of 2013 compared with the same quarter a year ago, with 267 deals announced in the past three months, according to Irving Levin Associates. (Source: Becker’s Hospital Review)

While a merger can make great financial sense, it often results in a loss of institutional memory that walks away with the reduction in staff.  A merger may also result in some promotions of existing contract managers and promote them.  Again, an organization can experience loss of knowledge and expertise.

One way to mitigate pain and loss in the transition is the effective use of a strong healthcare contract management system.   Our experience tells us that having the following components will make the transition rewarding and retention of the hospital contract management knowledge successful:

• Well defined healthcare contract management contract types.  Each type should clearly specify the unique data to be captured, what is required, optional and default values.
• Strong journal of all transactions and the history of any change, comment and notification regarding an agreement.
• Defined alert system as well as a work flow and signing approval  for each contract type.
• Ability to transfer “in mass” responsibility of a group of contracts from one person to another.  (Note:  one should perform a check on all alerts to identify any email addresses that are no longer valid due to reduction/change in staff or change to email addresses)
• Reporting system to review, report and identify any potential concerns.
• If you have a hosted contract management system (sometimes called SaaS or Cloud), you will eliminate one of the many challenges that the IT team often faces.

You will still experience pain with almost any merger or acquisition.  However, having the above in place for your contract management system will minimize the loss and ease the transition.

Learn more about Contract Guardian by calling 513.977.4544 or request a demo

Related articles

• Why Medical Practice Mergers Fail (or Fail to Get Off the Ground)
• $3.8B Beaumont, Botsford, Oakwood merger a done deal following hospital boards' approval

How Do You Manage Your Business Agreements

If you're like many companies, you keep a growing list of hard copies and electronic files plus a nifty spreadsheet to track key dates and details. Yet it can still take hours, even days, to track down the data you need when you need it.

Not having an effective system to manage your contracts is almost as bad as not having a contract! Organizations have invested significant time and money to reach the point of a signed contract. Unfortunately, it is incorrectly believed that this is the last time anyone needs to look at the agreement.

Explore how a Contract Management System Addresses your Needs.  Read Complete Article by Thom Davidson

How to Preserve Institutional Knowledge with Contract Management Software

I read a blog posting with the title “How to Preserve Institutional Knowledge” by Ron Askenas.  He has some excellent points that are definitely worth sharing.

• The core knowledge of an institution often leaves when individuals are promoted, transferred or depart
• Knowledge disappears even more rapidly when a firm reorganizes or merges with another (We have seen this occur with our healthcare contract management clients)

He suggests that there are a couple of ways to overcome loss of institutional knowledge:

• First, build an explicit strategy for maintaining institutional memory, even in your own team. Don’t assume that it will happen by itself.
• Second, as part of your strategy, identify the few key things that you want every member of your team to know or be able to do — and figure out how to turn this from an implicit assumption to an explicit expectation.
• Finally, use technology to create a process by which your team continually captures and curates institutional knowledge

I had a little epiphany when I realized Contract Guardian Contract Management delivers the capability for capturing the Institutional Knowledge of any organization.  As a result I have written some examples of how to leverage Contract Guardian to satisfy this pressing need.  Read Complete Article.

Learn more about Contract Guardian by calling 513.977.4544 or request a demo