Introduction to MediTract Office of Legal Affairs Brian Lynde, Assistant General Counsel

Introduction to MediTract

Office of Legal AffairsBrian 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:alerts@tractmanager.com]

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: PROFESSI ONAL SERVI CE 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, J amie 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 smscott@gru.edu 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. I f 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. I f you have questions please contact your Administrator or our Help Desk at helpdesk@tractmanager.com 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.