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Uploading Compliance Documents

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Your program may require that you upload or add compliance items to your profile which may be shared with clinical partners. These can include (but are not limited to) health and immunizations, insurance, certifications, and more.

This article helps you learn how to add or upload the compliance documents.

Also, watch our video tutorial for detailed instructions.

 

To upload the Compliance documents, follow these steps. 

  1. Login to the Exxat Prism, using your university credentials.
  2. The compliance tile in the dashboard provides you the high-level overview of the compliance requirements.  In this tile you can see the following
    • Total Number of compliance documents required. 
    • Number of uploaded compliance documents. 
    • Number of pending document uploads.
    • Number of documents that need attention. 
  3. Click View All to go to the compliance section. 

     
  4. On the Compliance window, the following information is displayed: 
    • Mandatory Requirements – displays the documents that require your attestation. 
    • Category – displays the type of category set for the compliance requirement. 
    • Status – displays the status of your document. our document can have the following statuses:
      • Get started: you have not submitted any document to this requirement.   
      • In progress: You have begun submitting your documents for this requirement, but the process is not yet complete. Additional actions are required to fulfil the requirement.  
      • Pending Review: The document has been submitted in Exxat.  
      • Approved: The document has been reviewed, and it meets the requirement. 
      • Not Approved: The document has been reviewed and determined that it does not meet the requirement.  
      • Expiring: An approved document on file is expiring.  
      • Expired: The document has expired. 
    • Due Date – displays the day on which the attestation must be completed. 
    • Follow-up Date – displays the date when the follow-up will be conducted. 
    • Expiration Date – displays the date when the document attestation expires. 
  5. Click on the Compliance Requirement Status to open the Requirement. 
  6. Click the "+" to open the upload drawer. 
  7. On the edit window, specify the following details:
    • Start Date
    • Expiration Date
    • Note
    • Upload files 
    • Click Submit for Review.
    • Click OK to submit the report for review and Cancel if you need to validate the details again.
    • The status is displayed in the Compliance window.
      Please note that you must enter the Expiration Date of the document along with the start date if your school has asked to do so.

  8. After selecting a document, a drawer will open and it will display the guidelines for your compliance requirement, a template or sample document (if your school has provided one), and any information you have previously uploaded. Please review these items before moving on. 

    Note: Whether you can upload a single Immunization Summary or need to upload each immunization requirement separately depends on how your school has configured the compliance requirements.

    1. If your school has created individual requirements (for example, MMR, Varicella, Hepatitis B, etc.), you must upload the appropriate document for each individual requirement.
    2. If your school accepts an Immunization Summary as a single requirement, submitting the summary is sufficient.

    Always review the Guidelines displayed for each requirement. If you are unsure what your school requires, contact your program administrator.

     

  9.  You may see the following options:
    1. Vaccination 
    2. Titer Details: Can be used if you have titer information rather than vaccination detai
    3. Declination Details: If for any reason you would like to decline a compliance requirement, you will use this option. 

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  10. To begin uploading a document and completing the information for a requirement, click on the plus (+) icon next to the document name. To edit an existing item, click the pencil icon.
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  11. Enter the compliance document details. 
  12. Click Browse Files to upload the document. 

    Upload files upto 25 MB files size and of any of these formats.  .pdf,.doc,.jpg,.jpeg,.png,.heic,.docx,.xlsx,.pptx,.pptm,.potx,.potm,.ppt,.rtf,.xls,.docm,.bmp,.csv,.gif,.tiff,.mp4.
    If you have issues viewing the uploaded file, then re-upload the file in PDF format. 
  13. You can select the file from the document library or Upload the file from your local drive. 
    • Upload from Local Drive.
      1. Go to Upload
      2. Click Browse files to upload your file from the local drive or drag and drop the file to upload. 
        Upload the new file to document library is enabled by default,  you can choose to disable it - the document file will not be uploaded to the document library. 
      3. Uploaded file is now available in the Document Library as well. 
    • Use Document Library. 
      1. Click Document Library

      2. Click on the file name you want to add. 

        Note: 
        1. Deleting a file from the document library will not delete the file from the compliance required where it is attached. 

        2. Deleted file will not be available fin the document library for adding to the future compliance requirements. 

        3. If you are a student with access to Exxat One, you can find the uploaded document in Exxat One as well in the Document Library. 

  14. After you have completed all required fields, click Submit for Review.
  15. You will be asked to confirm your submission. Click OK.

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  16. The drawer will close, and you will see the status of the item you are working on change to Pending Review. 
     
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10. Once you submit a document for approval, keep returning to check the status of your requirements. When your school has reviewed the document, it will change to:  
a. Not approved: your document will include a status, and once selected will show you details as to why your document has not been approved.  Click on the pencil icon to make the needed changes and/or upload a new document. 
b. Approved: you are good to go!

Please note that if you see that your document has not been reviewed yet or reviewed but rejected:

  • You can also view the Reason and Comment column for the document and make the required edits and proceed forward. 
  • Contact your School Administrator of your school is not using Approve services.
  • Contact the Approve team if your school is using Approve services.


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Please note some of the below points while uploading the documents: -

  1.  
    1. After you upload the document, the approval timeline depends on your school’s procedures. If your school is enrolled in the Approve Services, the document will typically be reviewed and approved within 24 to 48 hours. Documents can be approved before the deadline or on the due date.
    2. If you have any questions about the document template or instructions provided please do reach out to your program administrator. 
    3. If you are trying but unable to access the compliance section immediately after making the payment:
      • You must log in and log out to gain access.
    4. If you are trying but unable to upload a document from the compliance section:
      • Check the status of the document. If the document is already uploaded in 'Approved' status, you will not be able to re-upload the same document. However, you can add a new document by following the below steps:
      • Click on the ‘Approved’ status or the pencil icon under the Action column for that specific requirement.
      • Click on ‘Add New Record’ to add the new document. This will add the new document in the same and the old one will be archived.

Removing an Uploaded File

You can only remove uploaded files if they are in ‘Pending Review’ status and have not been ‘Approved.’

To remove an uploaded file:

  1. Click Compliance from your dashboard or left-side menu.
  2. Locate the requirement with ‘Pending Review’ status.
  3. Click the pencil icon under the Action column.
  4. In the drawer, view the document details.
  5. Click the pencil icon next to the uploaded document.
  6. Click the trash bin icon to delete the document

 

Retrieving Compliance Records from an Old Profile

You can download a report of your submitted compliance requirements if your account is still active.

To download compliance records:

  1. Click Compliance from your dashboard or left-side menu.
  2. Navigate to the Reports section.
  3. Generate and download a report of your previous compliance submissions.
 

 


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