Ntracts Request “Workflow” Process

Ntracts Request “Workflow” Process

1. User (“Requester”) initiates request in Ntracts (new request or amendment).

    

2. Request information is completed and submitted into system; notification of submission is sent to Requester and Legal.

    

3. Request is routed to organization’s CFO, CMO and Operations Rep for Organization/Entity Internal Approvals (all 3 must approve; if any do not approve, then the request is returned to the Requester for revisions).[1]

4. If required (e.g. FMV of 75^th % and above, all session leases, all recruitment/loan support, all referral source, etc.), the request is sent for Compliance Review (a notification that Compliance Approval is required is sent to Requester). Compliance may:

   • Approve (request will proceed to next step)
   • Conditionally approve for further review (request will proceed to next step but approval is required before Final Agreement is provided to the Requester);
   • Return the request to the Requester for revision and submission of additional information;
   • Conditionally approve the Request but determines that an outside analysis should be performed (request will proceed to next step but approval is required before Final Agreement is provided to the Requester)
   • Determines than an outside analysis should be performed but returns the request to the Requester for revision and submission of additional information.
5. The request is provided to Legal for review and approval. Legal may:Review and approve as submitted (request will proceed to next step)). Legal may:
   • Review and approve as submitted (request will proceed to next step)
   • Return the request to the Requester for further revisions or amendments
   • Reject the request (a notification of this action is sent to Requester and workflow is stopped and marked as closed)
   • Route the request to Compliance for review and approval
   • If Legal approves, the request is provided to "finance" person(s) if designated and the request is assigned to the appropriate attorney(s)/staff [primary and secondary].
6. Legal will then draft an agreement. Upon drafting, Legal may:
   • Attach a draft contract for review which will be sent to the Requester [courtesy copies may also be provided to up to 3 Ntracts users, but all revisions must go through the Requester]
   • Request more information from the Requester that may become necessary through draft and negotiation of the agreement (request is returned to Requester for revision - a draft may or may not be provided depending on the extent of the revisions required).
7. Requester will review the draft. After review, the Requester may:
   • Note that no changes are required and request a Final Agreement
   • Request revisions to the draft by either attaching a redlined version or noting minor changes in the comments box.
   • Reject the request (if physician declines, offer is withdrawn, etc.) and close [the workflow process is stopped].
8. If changes are requested, Legal may do one or each of the following:
   • Revise as requested and return a new draft to the Requester noting the changes that were made
   • Ask the Requester to revise the request to align with changes that have been requested [this process continues until the Final Agreement is requested].
9. If a Final Agreement is requested, Legal may:
   • Upload the Final Agreement to send to Requester [if Compliance approval is required, the Final Agreement will be provided to Compliance for approval before it is sent to the Requester follow the same process as in step 4]
   • Reject the request (if physician declines, offer is withdrawn, etc.) and close [the workflow process is stopped and request is marked closed].
10. After the Final agreement is sent to the Requester, the Requester is responsible for obtaining all signatures and attachments (if required) on the contact. Once completed, the Requester will upload the signed contracts into Ntracts, indicate the effective date of the agreement, provide a Courtesy Copy as needed to Legal, Compliance, Finance/AP [if designated] and up to two additional Ntracts users. The responsible parties are notified that the executed document has been completed. If the Physician does not sign the Final Agreement, the Requester may close the request and a notification is sent to the Responsible Parties.
11. The Workflow and Request are completed and closed.  All fields in the contract record are populated and contract is noted as “active.”

[1]  Requests returned to the Requester for revision and resubmission must go through the approval processes as set forth in the steps.