The Document Manager

The Guard's Document Manager is a place to help organize important templates, files and other corroborating assets to keep your documentation at hand and easy to retrieve.  Think of the Document Manager as a digital filing cabinet, which provides a lot of flexibility to manage folders and files – Officers and Admins can create folders and subfolders, download templates and upload documents to archive and track!

To access the Document Manager, select Documents on the left-hand Navigation Panel.

Once in the Document Manager, users can review and download any of our templates from the Document Folders. The Administrative Documents Folder, for example, includes Forms and Templates, like a Notice of Privacy Practices Form, Patient Authorization Form, Front Desk Log, Medical Fax Cover Sheet and more! There are also Folders that include Policy Manuals that can be personalized, Vendor Agreements, and Training Resources; a whole host of different Files to help implement a Compliance Program.

Downloading Files

Officers and Admins can download any Document from the Document Manager and can personalize it with company information. To do so, click on a Folder to open it and access the Files stored inside. Each Document in the folders has an icon that looks like three dashes in its rightmost column, click that icon and choose Download Document from the menu that appears.

Creating Folders

Users can create new folders and subfolders (or create subfolders within the default folders) to organize documents the way they want! In the Document Manager, click the Create Folder button and in the window that appears, type the name of the folder in the Folder Name field. Users can create the new folder as a subfolder of an existing folder by selecting the existing folder from the Parent Folder dropdown (this is optional). 

Leave the “Viewable by Admins Only” box unchecked (unless you are uploading documentation into this Folder that you don't want Compliancy Group to see) and set the Expiration Date if there is a due date for the files you will be uploading into the Folder.  If not, you can leave that field blank. Then just click the blue Create button at the bottom of the window to create the folder.

To create subfolders, simply click on the folder to create a subfolder, click the Create Folder button, and follow the steps above.

Uploading Files

User can upload files into the default folders or the folders and subfolders you create. Click on the folder in the list to open that folder and then click the blue Upload Documents button to upload files into the folder.  

In the Upload Files dialog box that appears, choose the program that corresponds to the file from the Regulatory Act dropdown at the top (it defaults to HIPAA but can be changed to OSHA if that program is part of the package purchased). Users can change the location of the file to a different folder or subfolder, choose the new location from the Folder dropdown.

Make sure the “Requires Attestation” box is checked so employees can attest to the files once training is completed. Then either drag and drop files into the Upload window or click the Upload window itself to browse for the file on your computer. Once the files have been added to the Upload window, click the Upload button.

Updating Folder and File Information

Users can edit the folder and file information, changing the name of each and move folders and files between folders. Each folder and file in the Document Manager includes an icon that looks like three dashes in its rightmost column in the list. Click the three dashes and in the menu that pops up, click the Edit Permissions option. 

Change the folder or file name in the respective field (be sure to keep the file extension in place if renaming a file!), select the new folder to move the file or folder to and click the blue “Update” button at the bottom of the window to complete the changes.

If you would like to learn more about Editing/Personalizing and Saving your Documents, click here.

*If you have any additional questions regarding The Guard's Document Manager, please email [email protected]