Introduction to MediTract

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Introduction to MediTract
Office of Legal Affairs
Brian Lynde, Assistant General Counsel
What is MediTract?
• MediTract serves two primary functions for
the Enterprise:
– Contract storage and management; and
– Contract routing (Contract Collaborator Module)
Contract Storage and Management
• MediTract serves as the central database for
all executed (signed by both sides and legally
effective) agreements at the Georgia Regents
enterprise.
– Each entity (GRU, GRMA, GRMC) has its own,
separate database
How can MediTract make me more
effective?
• 24/7 accessibility
• Stay organized by tracking and monitoring all
contracts
• Avoid unexpected contract expirations and the
accompanying “fire-drill”
• Help make more informed business choices
24/7 service allows instant access to
agreements any time of day
• MediTract is a web-based application-meaning
it can be accessed anywhere at anytime.
• All authorized GRHealth employees have a
MediTract User name and password.
• If you forget either your user name or
password, call the Georgia Regents Health
System Office of Legal Affairs.
How can MediTract help me stay
organized and monitor my contracts?
• MediTract allows you to search for all GRHealth agreements in
a number of different ways. For instance,
– You can search for contracts by vendor;
– You can search contracts where you’re listed as the
“responsible party”;
– The contract summary page lists the term of the contract
along with other pertinent information related to each
agreement, but we’ll get to that.
• If you’re a “responsible party”, MediTract will notify you when
a contract is about to expire, but we’ll get to that too.
Logging in and navigating through the
database
• www.meditract.com
• Select “Secure Log-in” and enter your
Username and Password
Why am I receiving these notices and
what do I do about it?
From: TractManager Alerts [mailto:[email protected]]
Sent: Saturday, November 23, 2013 4:48 AM
To: Scott, Steven
Subject: TractManager CE-Mail Alert: Contract Expiration Notices for 11/23/2013
Dear Steven,
You are shown as being a Responsible Party for the following list of Contract(s). The Contract(s) are
set to expire in the specified number of days:
Vendor (Other Party): Navigant Consulting
Contract Type: PROFESSIONAL SERVICE AGREEMENT
Expiration Date: 11/30/2013
Contract Expires In: 7 Days
Contract Description: 513704 - NAVIGANT - PERIOPERATIVE SERVICES INTERIM LEADERSHIP AND
PERFORMANCE IMPROVEMENT INITIATIVES
Contract Number: 1001.3549C
Contracting Entity: MCG HEALTH, INC.
Site: MCG HEALTH, INC.
Department: ADMINISTRATION
Effective Date: 7/18/2013
Responsible Party, Primary: Scott, Steven
Responsible Party, Secondary: Lynde, Brian
Responsible Party, Tertiary: Coffee, Jamie
Purchase Order Number: 513704
Please click here to view the Contract Summary Page
Count: 1
NOTE: You are receiving this TractManager CE-Mail Alert because you are either listed as the
Primary, Secondary or Third Responsible Party on the Contract(s) shown above.
This message was originally sent to [email protected]
CONFIDENTIAL: The content of this electronic mail message and any accompanying attachments
("Email") contain information from TractManager, Inc. ("Company") which is confidential. The
information is intended only for the use of the individual or entity named on this Email. If you are
not the intended recipient, you are hereby notified that any disclosure, copying, distribution or the
taking of any action in reliance on the contents of this Email is strictly prohibited, and that the Email
should be returned to the Company immediately, and then destroyed from all of your computer
systems.
* Please do not reply to this message. Replies to this message are routed to an
unmonitored mailbox. If you have questions please contact your Administrator or our
Help Desk at [email protected] or 866-296-1270.
Send us your feedback here.
What does it mean to be a
“Responsible Party”, how is that
determined, and what do I have access
to?
First Step: Contract Search Page-How do I find
a particular contract?
• This page will answer that particular question 99% of the time. Note the
different Contract Search queries that you can run.
Keyword Search: Abbott
Contract Summary Page: “Give me the
overview”
How do I view the actual contract?
That’s helpful, but I need a contract
with “Medical Associates”, now what?
Any questions about the contract?
• Call the Office of Legal Affairs at 1-5709
That’s helpful for finding a completed contract, but
what about one that I submitted for signature?
Where’s that contract?
• MeditTract Contract Collaborator Module
– MediTract's Contract Collaborator® will automate your
process of routing, reviewing and approving contracts. The
contract originator uploads a contract template from the
library, defines the list of reviewers, and sends out an
email with a link to the document. The first reviewer adds
his or her comments and the document gets automatically
circulated to the list of reviewers. Once the review cycle is
complete, the originator can finalize the contract.
– Basically, Contract Collaborator can give you a “real-time
snapshot” of your contract.
Sticking with our last “Abbott Example”:
Suppose I want to find an Abbott contract
that I recently submitted.
Very similar search process to your
standard contract search.
How about my Abbott agreement?
(Keyword search: Abbott)
Contract Collaborator Document
Summary Page: The Snapshot
The “Docs w/Comments” Tab
Follow the Blue Document Link to see the agreement,
revisions, and latest comments
(You may look, but please don’t touch)
Suppose I have a specific question and
want to know who has my agreement; how
do I find out that information?
The “Reviewers” tab
If you have any other questions…
• Call the Georgia Regents Health System Office
of Legal Affairs at 1-5709.
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