Recurring Rule-outs will be automatically maintained by SanctionCheck when Unique Identifiers (UIDs) are included with each record in the search list.
In the present system master batches are edited and selected during the batch load process; this will no longer be necessary.
As long as unique identifiers are included for each entity in your batch SanctionCheck will automatically find the last completed list run and compare against it to rule out names that have been ruled out before (and that do not have any new sanctions found).
Less work for you!
Single searches will have the same level of detail as List (batch) searches.
Users, supervisors and auditors will be able to determine what the original searcher saw and what potential matches were ruled out by the searcher.
Improved search records!
During the search review process you will be able to select a reason for the rule-out from a drop-down list, and optionally add a note to a potential match or rule-out.
Improved review tools!
Online reporting tools available for all users.
An improved reporting menu will make it easy to print standard SanctionCheck reports as well as new reports. These will include ad-hoc reporting options for search summary and detail reports by user, list, date and results for ad-hoc reporting.
Lists will be now be maintained directly on the server.
Users will have the choice of uploading list files every review period (as in the past), or adding, editing and deleting names (and associated information) in the list directly through the website. Lists can be scheduled to run automatically on a specified day of the month, and users will be sent emails several days prior as a reminder to modify the existing list or upload a new one.
Improved security and streamlined batch updates!
Collaboration between users assigned to a specific list.
Users can be assigned multiple roles for a specific list, so that more than one person may load, review, and finalize each run of the list. Company administrators can view/review/finalize all completed list runs; list administrators may do the same for their specified lists. List runs (and their search history) will no longer be tied to a single user.
Improved process flow!
Yes. Additional columns will be added: Maiden Name, Former Name, NPI, SSN, License Number. But the order has not yet been determined, and the present system (SC4) cannot upload the new columns.
As in the past most columns will be optional, but we will now require Unique Identifiers for all large batches.
We will transfer the last run for each list in SC4 having Unique Identifiers already assigned to SC5 during deployment. When SC5 is deployed and you upload using the new templates SanctionCheck will be able to seamlessly incorporate the new columns of information based on UID.
Seamless transition from SC4 to SC5
SanctionCheck provides two type of user access.
Both levels may run Single searches on our website at app.sanctioncheck.com.
Web users log on to the website to upload all batch files and run all single searches.
Service users (requestors) send batch files to our Account Managers via email or secure FTP site. They may choose to run their own Single Search searches on the website, or email the name to be searched to their Account Managers.
SanctionCheck 5 will eliminate the passing of files between the user and the SanctionCheck system. Either you will modify your lists using the secure web interface or transfer the information within your upload file in a secure data transmission controlled by the web interface. When an SSN is received it will immediately be stored in an encrypted field. Only an authenticated user with permission to access a specific list will be able to display the SSNs in that list, and only through the secure web interface.
Improved security and accessibility!
SC5 will use a different web interface than SC 4.0, so when you log onto SC5 you will not see your searches run prior to SC5 deployment. However, you will still have access to the SC 4.0 website, and will be able to log on to the site to view all history as you do now.
We continue to make your data and search records a priority and are committed to maintaining them permanently.
Your data is safe with us.
Most of our users run single searches on an occasional basis. Names are searched one-at-a-time, and search results are determined immediately by the user.
In our active SanctionCheck version SC4 we also provide a batch search feature which uploads a text file listing the names and additional information to search on. SanctionCheck processes the entire batch, and the user or account manager is alerted when the batch is ready for review. Names that are potential matches must then be reviewed to complete the batch.
Not all users have access to the batch search feature. Contact your companys SanctionCheck administrator, or email firstname.lastname@example.org for clarification.
SanctionCheck 5 will maintain clients search lists on the server, and users will be able to edit them directly on the website or overwrite them through a file upload process. These lists can be run automatically on a schedule, and have repeating rule-outs processed automatically.
In SC5 Prime List will replace Batch and Recurring Rule-outs will replace Master Batch.
The Unique Identifier (UID) is an alphanumeric value you or your company assigns to the individuals and vendors (entities) being searched in a batch. No two entities on a particular list should have the same UID, and the UID of each entity should the same every time the list is uploaded or updated. We recommend that the UID be under 16 characters in length (25 characters max).
SanctionCheck 5 will use UIDs to ensure that once a name has been ruled out by the SanctionCheck user or account manager it will not be returned again, thus saving time in the review process. In todays SC 4.0 program the Master Batch performs this task, but in SC5 the user will no longer need to update and select a Master Batch during the list load process: SanctionCheck will automatically find the most recently completed run of the list (usually the previous months run) and compare the UID in the completed run to the UID in the new run.
No more master batches!
Options for assigning UIDs:
Most companies have Employee IDs that can be used in employee batches and Vendor IDs for their vendors. If your upload file is being automatically generated from a company system that system probably already has some version of a UID. Or, if you are manually editing your upload file, you may create your own UID. Some of our clients use employee phone numbers for employee files. Others combine the first and last name with DOB. Some users add 1 to the UID of the previous entity added to their list when adding the next entity.
The important thing to remember is that the ID you assign the first time must be carried by that entity into all future upload files in order for the Recurring Rule-out feature to run correctly.
No. UIDs must only be unique within a specific list. And individuals/vendors that appear on two lists may have the same UID in both lists but are not required to.
For example, an employee list and a physician list can have the same UID for different entities, and a doctor that appears on both lists can have the same UID or different UIDs.
Identifiers must be unique only within a list that is regularly searched.
No. SanctionCheck will use UIDs only to compare past runs of a list against a new run.
Identifiers must be unique only within a list that is regularly searched.
No. SanctionCheck only uses Unique Identifiers when a list of names is being searched.
Yes. Your SanctionCheck Account Manager will require the UIDs to track past rule-outs.
You are considered a Service user if you submit batches without using the SanctionCheck.com website.
Review your IDs:
Are they truly unique? We have seen users assign a practice id to their providers; all the doctors in the same practice had the same id, so that once one of the doctors was ruled out then new doctors added to a practice would be automatically ruled out. This may cause you to falsely ignore a relevant sanction!
Are they too big? If your method of assigning UIDs can vary in length, can they ever grow larger than 25 characters long?
Do all names have UIDs assigned? This is not a requirement, but any name without a UID may become a recurring potential match, requiring review after every list run.
If you only run single SanctionCheck searches (one name at a time), No.
If you have come to depend on our master batch feature to rule out names that have been ruled out in the past, YES.
If you have not been using our master batch feature but would like to stop reviewing names that have been ruled out before, YES.
If you upload small batches and do not mind repeat rule-outs, NO.
If your upload files change significantly each time you run them, with few names appearing more than once over time, NO.
In many cases the problem is that the csv file has extra rows at the bottom of the file. This is not visible when you open the file in Excel, so if you get the message open the file by right-clicking and select Edit or "Open With" to open the file in a text editor like NotePad. Scroll to the bottom and delete the rows with commas, save, and try uploading again.
At this time you must print the file out as a PDF and then extract the pages you want into separate files.
Action items are still in a pending state and need to be review. History shows all pending and completed searches.
You can run your search from either, though you may get more returns from an employee search due to the formatting of an individual's name.
The system does not rule out by SSN due to the fact that many databases do not include SSN. It can still be useful for the individuals perfoming the rule outs later.
Please always include a middle name or initial if there is one. This helps the reviewers rule out potential matches.
Please do not use any placeholder text as that can cause a false rule out. It is better to leave something blank then use filler text.
You are not required to print anything, but it is strongly recomended that you keep a physical copy of all results.
The system rules out the same sanctions, so if the name comes up again it is either a new sanction or information has changed in the ruled out sanction.
There is a 'Save Progress' button that you can use to save your progress without using 'Complete' on the batch.
This is an internal descion that must be made by your Company using its standards of practice.
Once you rule out a name the same sanction will not return on later searches.