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Content Managers - Affiliation Agreement Manager (AAM) - User Guide

Placing & Receiving Agency Related Guide (PARG RARG)

Summary
This guide provides step-by-step instructions on how to:

  1. Login to HSPnet
  2. Access and/or view Affiliation Agreement Templates available for adoption
  3. Assign a Template to create an Affiliation Agreement for some or all sites in your Agency

Background
The AAM module provides Affiliation Agreement templates available for use by Placing or Receiving Agencies such as Health Authorities and other placement locations. The Practice Education Collaborative of BC acted as Content Author to develop a set of standardized affiliation agreement Templates on behalf of Health Authorities, to be adopted or adapted as local agreements to apply to one or many sites.
The role of an AAM Content Manager is to:

  • View available Affiliation Agreement Templates;
  • Adopt a Template to establish a local Affiliation Agreement for their Agency, either as is from the Template or with changes to meet Agency requirements;
  • Assign the Agreement to apply to one or more sites and disciplines.

View Available Agreement Templates

 

In the left navigation, choose Content Services → Agreements. The Affiliation Agreement screen defaults to a View of "Templates", which displays a list of existing Templates categorized by Topic. To view how the Templates have been adopted by your Agency, select "Agreements" from the View dropdown.

  1. View a agreement template by clicking . The red checkmark indicates there is a template available for the Subtopic; if no checkmark is visible then the Template is blank (hasn't yet been drafted).
  2. Template or Agreement status can be either New (draft), Pending (awaiting approval), Released, or Under Review.
  3. The History icon displays a list of all changes to the status of a Template or Agreement, from New to Pending to Approved.
  4. The Subscribe to Status Changes icon  allows you to request email updates when the status of a Template or Agreement is changed. The Subscribed icon  indicates you have already subscribed. 
  5. Click this icon  to unsubscribe.

Adopt or Adapt an Agreement from Templates

  1. Select “Agreements” from the View filter; this will display all approved Templates that are available for adoption

Previously adopted Agreements will display as:

  adopted without changes
  if changes were made to the Template during adoption

 if a pre-existing policy or other non-Template Agreement is being used


2. Click to create or apply a Template to additional sites or disciplines. For example, if an existing Agreement applies only to the discipline of Nursing, you would need to adopt another Template of the same agreement for other disciplines.

3. In the Agency Agreements Maintenance screen, enter one or more Content Managers by selecting a name from the Enter comments and a Review date to schedule a planned review at a future date. Click   to save changes.

4. When the screen refreshes, two new Category links will appear; click Agency Content to view or revise





4. Select a radio button to select between three options :

  • Adopt the Template "as is" by selecting "Adapt template w/o changes".
  • Adapt the Template to edit or add new content notes by clearing the checkbox for "Adapt Template w/o changes" and clicking the checkmark to save your changes.
  • Other to replace the Template content with new material or to enter/upload a pre-existing agreement.

6. Select a content heading from the Add Content Entry dropdown and type or copy/paste text into the space provided. Click Edit  to change previously entered text, or click to delete. Click the checkmark to Save changes when adding or editing a content entry.

 

7. Upload a document by clicking. Click "Browse" to find a local document in Word or PDF (recommended) format or image file (GIF or JPEG), and select the document type from the dropdown; enter a Comment if document type "Other" is selected.

Apply Agreements to Sites and Disciplines

Once the Agreement content is entered, the Agreement must be applied to one or more Disciplines and Sites. Ideally, a Agreement can be applied to all Disciplines and Sites, but in some situations it may be necessary to vary the Agreement for specific disciplines, Sites, or even a specific unit or program.

  1. Click Application to view options.
  2. For individual placement requests a reference number can be entered to apply a specific Agreement to that request.
  3. Select the radio button for All Disciplines, or click on one or more Disciplines/subdisciplines from the pick list and click to add to the "Included" list.
  4. Repeat these steps to apply the Agreement to one or more Sites, and if needed to limit to only certain Services and/or Destinations.
  5. Click to complete the Application process.
  1. A signatory (authorized individual to sign the agreement) must be specified for both the Placing and Receiving Agencies (the Parties). If the legal name of a Party is not the same as the Placing Agency and/or Receiving Agency name, then click the "Use Different Legal Entity" checkbox and complete the fields to specify a different legal name, address etc. for the Party.


2. Click the checkmark to save changes.

Changing the Agreement Status

  1. Return to the Agency Status & Reviews Category to change the status of the Agreement. When first created, a draft Agreement has a status of New. Other available statuses in the Action dropdown include "Submit for Release", "Change Status to Released", "Place Under Review" (for Approved Agreements), and "Inactivate" to retire or replace a Agreement that is no longer in use. 
  2. To print an agreement for review or signature, select that action and Submit.
  3. To upload a signed Agreement, return to the Agency Content Category. Click "Browse" to find a local document in Word or PDF (recommended) format or image file (GIF or JPEG). Select a Document Type from the dropdown and enter a Comment to describe the document if Type is "Other".
  4. Click the checkmark to save changes.

 

You have now completed the steps for adopting or adapting Affiliation Agreements for one or more Sites and disciplines in your Agency.


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