Body
Overview
This article outlines responsibilities and processing time lines of Affiliation Agreements and how Salesforce can assist in tracking the progress of each agreement.
Initial Submissions and Affiliation Agreement Dashboard
When a 'New' Affiliation Agreement is submitted, the system emails hcom.agreements@ohio.edu notifying them of the submission. Additionally, there is an 'Affiliation Agreement' Dashboard that displays 'Affiliation Agreements Created This Week' that can be used to view all newly submitted records.
The dashboard also includes a report for 'Urgent Affiliation Agreements to Review' that includes those that have rotations expected to begin in the next 45 Days.
- Within 24 hours of receiving the request, the Healthcare Credentialing, Agreement, and Compliance Manager (Manager) will:
- Respond to the requestor, acknowledging receipt of the request.
- Process the request, including checking for duplication and completeness.
- Gather any missing information (affiliate contact info, upcoming rotation dates, relevant APA, etc.) and document this within SalesForce within 24 hours of initial receipt.
- Follow up on requests for additional information every 48 hours until that information is obtained.
Affiliate Contact
Initial contact with the affiliate to propose the agreement will occur within 3 business days of receipt of the request.
- Manually populate 'Date Initial Contact with Affiliate' field when the initial proposed agreement is filled out. Based on this date, the 'Initial Contact Follow Up Date' is auto-populated for 10 days after the initial contact.
- When the initial response is received, check the 'Initial Contact Response Received' field on the record. This helps with reporting.
If the initial contact is unresponsive after 10 business days, the Manager will use this report 'Follow Up on Initial Contact' to identify and reach out to the correct contact using Clinical Education resources and site information within 3 business days and continue to follow up every three business days until contact is made.
Agreement Processing
Within 24 hours of receipt of an agreement returned from the affiliate the manager will:
- Attach it to the SalesForce site record.
- Save/Print document as a PDF
- Upload to the Attachments Tab of the Record.
- Update the 'Detail (Compliance)' and 'Agreement Approvals (Compliance)' field sections as necessary on the record.
- When ready to start the approval process, change the 'Processing Status' field in SalesForce to 'Ready for Approval Process' and Click the 'Submit for Approval' button on the record.
HCOM Legal/Dean Review and Final Signatures
Once all HCOM approvals are received (completed via Salesforce's formal Approval Process" approved, return the agreement to the affiliate for signature within 24 hours.
- Manually Update "Date sent for Final Signature" field on the record when it's sent. The "Final Signature Deadline" field will be auto-populated 5 business days after this date.
- When the affiliate returns the signed document, attach it to the record and update the Processing Status to 'Complete'.
- If the agreement is not returned within 5 business days, follow up with the contact and continue to follow up every 5 business days until receipt of the fully executed agreement. To view Affiliation Agreements still needing a final signature, use this report: Follow up on Final Signature .
Finalization and Notifications
- Once an agreement is fully executed:
- Attach it to the SalesForce record within 24 hours of receipt.
- Send an email notice to relevant Clinical Education staff, including:
- The APA requesting the affiliation agreement
- Their Division Director
- Director of Clinical Education Operations
Deadlines
If the affiliation agreement is not completed 40 days before the planned rotation, the Manager must notify Clinical Education staff of potential cancellation. If there is no fully executed agreement 30 days prior to the planned rotation, the Manager must notify the requesting APA, their Division Director, and the Director of Clinical Education Operations that the rotation must be canceled.
Additional Resources