Student Tracking Technical Manual

Student Tracking Technical Manual

©American DataBank LLC Email: [email protected] 1

©American DataBank LLC. Questions?

Email us at [email protected] or call 303-573-4862

Table of Contents

About Complio

Page 3

• What is Complio?

Create

Pages 4-13 4 5

• Create an Account • Place an Order

Applicant Dashboard

Pages 7-18

• Map of Applicant Dashboard • Upload Documentation • Entering Requirements • Requesting an Exception • Compliance Statuses • Complio Messages Report

7 8 9 11 13 16 Page 19

• Compliance Tracking Summary Report Profile Sharing

19 Pages 20-22

• How to Share Profile with Third Parties

Contact Us

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Page 23

• Contact Information for Questions

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About Complio

What Is Complio? Welcome to Complio Tracking! This technical guide is your resource for Complio Tracking, but American DataBank is only a phone call or message away. We are always happy to help! Complio Tracking is a program utilized by your institution to host your compliance documentation (proof) and track your compliance requirements. Complio’s goal is to make the compliance process simple and to provide you and administrators at your institution a transparent view into your evolving compliance status.

The Process The Complio process is simple and straightforward with four basic steps to complete: 1. Create your account 2. Select your required package(s) 3. Enter your personal information 4. Sign & fill out required forms 5. Submit your order

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Creating an Account

Steps to Creating an Account: 1

©American DataBank has created a unique URL specific to Chamberlain College. The splash page on the site will direct you to the Complio login and account creation page. http://www.chamberlainclinicalcompliance. com/

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Once you arrive at the URL, you will click New Users Create an Account

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

You will create a unique username and password. You may click the Check button in order to check the availability of your chosen username.  As you meet the criteria for a secure Password, the red circles will turn to green circles with a checkmark. Please enter your information in all the required fields marke d with an asterisk* and enter the Verification Code at the end. Press Create Account & Proceed to finish. Complio sends an email to the email address you used during the account creation. You must click on or copy and paste the activation link included in that email to proceed. o Please note: This process validates your account’s security and also confirms the email to which Complio alerts will be sent thereafter.

 

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Placing an Order

Steps to Placing an Order: 1

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Once your account has been activated, you may now log in to Order a Subscription. Please note: Creating an account and ordering a subscription are two different processes. To purchase a subscription, you must log in using your username and password and then click Order Subscription.

A. Select Chamberlain College B. Select the State in which you live C. Select your Campus D. Select your Program of Study E. Click Load Packages. These fields will load the specific package(s) relevant to you. Please choose the required package(s) by clicking inside the gray box next to the package name. Click Next to proceed to your Personal Information. You are also required to enter your Student ID. Your Student ID must start with the letter D followed by 8 numbers.

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Placing an Order

After reading the Disclosure and Authorization Form and the Consent Form, you can sign the forms by holding down the left button of the mouse and dragging the cursor, similar to electronic pads you see at many stores these days.

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You will have to click the gray box next to “I have read and agree to the above Disclosure and Authorization form(s).” Click Next to proceed to the Disclaimer form and following the same procedure as you did for the prior forms. Click Next to review your order.

4 Important: It is imperative you review all your information for any inaccuracies. This is your last chance to review your information before you place your order. Click Next to proceed.

Important: It is imperative you review all your information for any inaccuracies. This is your last chance to review your information before you place your order. Click Next to proceed and complete your order.

Payment Notes Depending on your Payment Method, it may take a while for your order and/or subscription to be validated. You will receive an email when your payment is approved.  Money Order: Your order will validate once American DataBank receives your payment in the mail.  Invoice: Your order will validate once your institution approves your subscription.  Credit Card: When the payment is received, your order will validate immediately.

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Applicant Dashboard

Applicant Dashboard After you place your order, you will receive a confirmation email notifying you that your payment has been processed. Upon logging in to your account, you will arrive at the Applicant Dashboard. You may access different areas within Complio from this main page. Click Video Tutorials if you need assistance using any features in Complio.

Click Upload Documents to store important compliance documentation.

1. Edit your personal information here.

2. This will instruct you to compliance and provide links to important forms.

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3. Cancel your package, view order details, and print receipt

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4. Read important system messages here.

6 7 5. Print your Compliance Report here.

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6. Share your Profile with approved third party agencies.

7. Access Video Tutorials here.



Upload Documentation

Upload Documentation: 1

You can Upload Documents by clicking the link in the upper right hand part of your screen on your Applicant Dashboard. You can also upload documents as you enter your requirement information.

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On the Manage Documents screen, you can click Browse to find your compliance documents saved on your computer. This same page will allow you to view and edit previously uploaded documents, delete documents, or view one unified document of everything you have uploaded.

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If your document has a Green Dot next to it, the file has been uploaded. You can enter a Description for the document to recognize it later. You can upload multiple documents. Click Upload All to finish or Cancel if you no longer want to upload the document(s). Click

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in the left-hand corner of the screen to return to your Applicant Dashboard.



Enter Requirements

Steps to Entering Requirements:

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The Overall Compliance Status will update as you submit requirements and they are approved. Your record will be either Compliant or Not Compliant. This is how your institution will determine your Overall Compliance Status. c Important: You will remain Not Compliant until: 1. You’ve entered information to complete all requirements. 2. The information you’ve entered has been approved.

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Click the Enter Requirement link next to the Category for which you would like to enter data and/or upload documentation.

There will be an explanation of the rule and will provide you instructions to become compliant. Below the note there is a dropdown menu in order for you to Select a Requirement. The list reflects all of the options for this Category.  While there may be multiple options in the list, you may not have to complete them all.  Options will be explained in the Note above.

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Enter Requirements

Click Select a Requirement to begin submitting your data and uploading documentation for that item.

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Fields will populate depending on the chosen item and the requirements of your institution. For example:  Shots will usually have associated dates  Blood tests will ask for results  Disclosure forms may only require a document upload

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Dates: You can type the date with your keyboard or select the date from the calendar button.

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Documents: Many items will require supporting documentation. You can select documents you previously uploaded by clicking Document for a dropdown menu of your documents or you can click Upload Additional Documents to browse your computer for documentation.

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Results: Some items require you to enter Results of tests or answer additional questions.

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Notes: You can write additional information regarding the item in the notes section for the Administrator(s) reviewing your account. Please note: Do not use this space for questions.

Once you have entered all of the fields, click Submit to completed the item and send for Administrator review. 

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Continue these steps to submit for each item required to fulfill every category.



Enter Requirements

Requesting an Exception: 1

Exceptions are reserved for requirements that you cannot meet because of medical, religious, or other reason. For example: Current pregnancy, an allergy, religious exemption, a medical condition, or a doctor’s recommendation. The Exception Request Form is not:  A way to “skip” a requirement. You will need to include a reason and supporting documentation when you request an exemption. 

A way to ask a question. Please contact American DataBank via the Communication Center, Chat, Email, or call.

Please note: Exceptions must be approved by your institution and will only be accepted if they fall within the accommodation policies of your institution.

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Click Apply for Exception button for the Category to begin.

You can either request an Exception at the Category or Item level. Typically, requests are for items, but sometimes (such as with an allergy), you might request a Category Exception instead.

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Select or upload a Document that supports your need for an Exception. You must enter a detailed reason for your Exception for the Administrator to Approve or Reject the Exception.

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Enter Requirements

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Click Submit to send your request to the Administrator for review. The Item Status will change to Applied for Exception.

If An Exception Is Rejected If the Exception is Rejected:   

The Category will appear as Incomplete AND The item will appear as Exception Rejected. The Administrator will write you a note as to why your exception was rejected and you will be able to Delete or Update the items as you need to.

If you have questions about the request that was rejected, please contact an Administrator at your institution for more information. We do not recommend simply requesting another exception with the same documentation, as the request is likely to be rejected again.

Turnaround Times Once you click Submit, Authorized Administrators will have access to the updates you made. Once an Administrator has reviewed your submission, you will see their changes. Updates to your account will be immediately available on your Dashboard and you will receive a Complio message when your compliance status changes after it is reviewed.  If Applicable: American DataBank will verify documentation and data entered within 1-3 Business Days (Excluding weekends and holidays)  Exemptions, which be approved by your Institution, may take longer for approval.

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Know Your Status

Your Complio account has three Status types that contribute to your overall compliance: 1. Item Status: This is the status of an individual item. Item status will depend on the items entered, expiration date, whether your proof was accepted, etc. 2. Category Status: This is the status of an entire category. The status will change as you enter items and as items are approved. 3. Overall Status: This is the status of your Complio account as a whole. Overall Status will only change when all Categories are completed and approved by an Administrator. Tip: Your Overall Status is the easiest way to monitor your compliance in Complio. As you complete categories, the number of compliant numbers will increase.

Item Status The status of each Item is updated in the far-right column, directly under the Category Status. Approved = Item has been approved by an Administrator. Approved with Exception = An Exception was requested for the Item, which was accepted by an Administrator. Not Approved = Item was rejected and will include a Note explaining the rejection. You will be able to Update and/or Delete the Item. Pending Review = item has been entered and is pending approval by an Administrator. Applied for Exception = Exception request is awaiting approval by an Administrator.

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Know Your Status

Category Status Complio shows Category/Item compliance in two places: There is an Icon on the far left in the Data Entry area and a Status column on the far right. All Categories and Items begin as Incomplete, move to Pending Review, and end as Approved (or Exceptionally Approved). Different Category Statuses:

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

If there is no data entered, the icon will be a Red X for the Category as well as your Overall Status indicating you are Not Compliant.



Incomplete: If the Category is not complete, not compliant, and/or includes items that were rejected by an Administrator, the icon will be a Red X and your Overall Status will be Not Compliant. An Incomplete Category can include Pending Review Items if they are awaiting approval.

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Expired: If the Category includes at least one expired item, you become Not Compliant and see a Red X for the Category as well as your Overall Status indicating you are Not Compliant. Notices will be sent in advance to your attention warning of the expiration deadline.

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Approved: If the Category and Items are Complete and have been approved an Administrator, the icon will be a Green Checkmark. The Approved Category will contribute to an Overall Status of Compliant.

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Pending Review: If a Category includes at least one item that is Pending Approval by an Administrator, there will be a Yellow Exclamation Mark. Your Overall Status will remain Not Compliant until the items are approved. o Note: Pending Review status will only appear at the Category level if Approval of the pending item(s) would result in an Approved status for the Category.

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Exceptionally Approved: If a Category was approved with at least one Exception, the icon will be a Blue Checkmark and the Category will contribute to an Overall Status of Compliant.



Know Your Status

Overall Status Your Overall Status will always be either Compliant or Not Compliant. 1. Compliant: All Categories are complete and approved at this time. Because some requirements will expire, your Overall Status may change over time. 2. Not Compliant: One or more items are incomplete, not accepted, or expired. Please check individual Category and Item Statuses to see which one(s).

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Messaging Center Complio Messages: When you receive a message in the Communication Center, Complio will send a notification email to the email address associated with your account. Please check your email frequently to ensure you do not miss an important message. For your privacy, you may need to follow a link from the email and log in to Complio to read the messages. New messages will show in the My Recent Messages section of your Dashboard.

Using the Communication Center: 1

From your Dashboard, click on Message Center to access previous messages, new messages, or to send a message.

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The User Communication Grid displays your most recent messages received from the system.

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Click Go to Communication Center to start sending messages.



Messaging Center

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Click New to create a New Message. You can select from the To link to whom you want to send your message. You must give your message a subject to clarify what the message is about. You can attach files by clicking the Attach Files button. Enter your message in the body of the email. Click Send at the top left hand corner of the message screen, Save to send later, or Cancel to exit out of the message without sending or saving.

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Messaging Center

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Double-click the message you would like to open. Click Reply to respond to the message. You can also Print or Delete the email by clicking on the appropriate buttons.

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Complio’s Communication Center works very similar to email systems you use today.



Report

By clicking Report on the left hand of your Dashboard, you are able to generate a Compliance Tracking Summary Report. It will provide you a snapshot of your current Compliance Category and Item status. This can be printed off to provide to Administrators, at Clinicals, or for your personal use.

You can export the report by clicking on the purple disc. It can exported and saved as an Excel, PDF, or Word document.

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Profile Sharing

Profile Sharing allows you to share your Compliance Detail Information with third party agencies such as your immunization data, documents, and background check summaries for clinical experiences (externships, internships, etc.)

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Profile Sharing

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All fields with a red asterisk *must be completed.

RESTRICTIONS & CUSTOMIZATION 

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

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“Would you like to restrict this invite until a specific date or for a set number of views?” o Setting a specific date allows your recipient to view your information until the date you enter. For example, if you choose 12/12/2016, your recipient can view your information until 12/12/2016. After that date, your recipient will no longer have access to your information. o Setting number of views allows you to choose the number of times your recipient can view your information. For example, if you choose “10,” then your recipient can only access your information a total of 10 times until they no longer have access to your information. “What Profile information would you like displayed in the invitation email?” o You can choose what you would like your recipient to see within the email you send. You may click in the box next to each selection in order to display it in the email. Custom Message: You can customize your message to your recipient or leave the default message in the white field.



Profile Sharing

2 SHARING COMPLIANCE TRACKING & SCREENING DATA   

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Summary: Selecting to share a Summary provides your recipient with your Passport Summary Report, which includes your Overall Compliance Status and Category and Item dates and details. Data, Documents, and Summary: Selecting to share Data, Documents, and Summary will provide your recipient with the Passport Summary Report information in addition to any documents you have uploaded. Limiting Categories: You can limit which categories to share with your recipient. Select the categories you wish to share by clicking the box next to the category name. If there is a category you do not want to share with your recipient, simply deselect the category by clicking the box next to its name, removing the checkmark. Criminal Background Check: You can select the box to share your completed Criminal Background Check report or deselect the box if you do not wish to share your completed Criminal Background Check report.

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Click Preview and Send Invite to review your message prior to sending the invitation. Click Send Invitation to send your message, granting your recipient access to your compliance information. You can Cancel out of the message if you do not wish to send the invite.

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Contact Us

Questions? ©American DataBank is always happy to help. You may call, email, or message us with any questions or concerns you have about Complio, your account, or your status.

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Email:

[email protected]

Phone:

1-800-200-0853 Live Service: 7am-6pm MT Monday-Friday; 8am-4pm MT Saturdays

Address:

110 16th Street Suite 800 Denver, CO 80202

LiveHelpNow:

Click on the “Get Help” button on the side of your Complio Dashboard to send one of our representatives a message.



Student Tracking Technical Manual

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