The rep compliance feature was designed to help facilities create documents online and present them to reps to complete and track their completion. Watch this brief video that provides an overview of the overall process:
We recommend at the very least facilities have a code of conduct or similar, that establishes certain expectations for reps while in the facility, such as not making calls, not taking photos, not tracking competitor products, not scanning for procedures, etc.
For Reps to see and complete your Compliance Docs they must have an AMSHub account and be associated to your facility. Reps must be added into AMSHub, which can be done in Vendors > Reps. When Reps have an AMSHub account they can login to our Vendor Portal where they will see the list of compliance docs and can review and complete as needed.
Creating New Compliance Docs
You can create a new document by going to Vendors > Compliance Docs and selecting Add Compliance Doc. You will create a Name for the document, add the document content and format as needed (bold, italicize, bullet, etc.) and select the properties of the document:
- Mandatory/Optional – Mandatory documents must be completed by reps to be compliant, optional are informational only and don’t impact a Rep’s compliance status
- Digital Signature – For mandatory documents in particular, adding a digital signature will display a checkbox that reps must complete to indicate their understanding and acceptance of a given compliance doc. Choosing Do Not Require will force the document type to Optional (see above). For mandatory documents, reps will be non-compliance until they have reviewed and digitally signed a compliance doc.
- File Upload – Selecting Require File Upload will display an upload module a rep would use to upload any compliance documentation you have requested, such as a PDF, a photo of a certificate, etc..
- Active/Inactive – When a document is completed and ready to present to reps, the status should be set to Active. While working on a new document keeping the document as Inactive will ensure the doc does not appear to reps.
- Days to Expire – For a given compliance document, you can now define an expiration period in days. When a rep completes their compliance for that document the system begins tracking the expiration period and will notify the rep to renew as needed
NOTE: There are some restrictions on editing documents based on their status. Once any active document that has the digital signature feature enabled has been signed by a Rep, it can no longer be edited as you now have a binding agreement between two parties which cannot have the language modified.
Document Sharing
If your facility is part of a group, you have the ability to share the document to other members of your group. Shared documents will appear in the Compliance Docs area of any selected facilities, but cannot be edited by them. It will require reps associated to the shared facility to complete the document for compliance purposes.
Verifying Rep Compliance in AMSHub
To see if your reps have completed any compliance documents, go to Vendors > Reps. In the list of reps you’ll see a column called Compliance, which tracks the status of each rep. Once a rep has completed all mandatory compliance documents, their status will show a green check mark indicating their approval. If the approved icon is a red x, the rep has not completed at least one mandatory document.
Clicking a rep from this list will take you into their details which will include a list of all compliance documents, showing their status of each. It will also provide you the ability to download any compliance documents they were required to upload.
Verifying Rep Status Using Their Virtual Badge
You also have the ability to verify rep compliance status by front desk staff without requiring AMSHub login. A special URL is available for your facility (this can be accessed in Vendors > Reps > Get QR Scanner URL). Front desk staff can open this URL and scan a rep’s virtual badge using a barcode scanner capable of reading QR codes. Reps can view their virtual badge by logging into their account on AMSHub Mobile. Scanning their QR code will immediately show their compliance status as well as check to see if they have a scheduled appointment in AMSHub. It will also log their visit so you can review their access history at any time in Vendors > Reps. If no scanner is available they can also manually log the rep’s visit using their phone number or email address.