Hi, my name is Lisa Nichols and I am one of the Accreditation Review Specialists with the ACC and I specialize in chest pain and heart failure accreditations. Thank you for joining me in this mini-module to learn about uploading and attaching new documents into the accreditation tool. This process is necessary to demonstrate how your facility is meeting the intent of the essential component. The main objective of this mini-module is to increase your familiarity with how to upload new supporting documents into the tool and then how to attach those documents to the corresponding essential component. First we will identify where your supporting documents are stored in the tool. Then we will explore available functions in the supporting documents library. Next we will list three ways to add documents to the supporting documents library and lastly demonstrate how to attach documents to the essential components. Supporting documents are stored within a library that can be accessed from the home page of the tool. Simply click the supporting documents tab on the left hand side of the screen and the supporting documents library will open. You will notice at the top of the library an area to upload a new document. Please note that all documents must be in PDF format and less than 10 megabytes in size. If your document is too large, the file can be compressed or you can divide the document into multiple parts and upload each section as part 1, part 2, and so on. The two options to upload documents from this page are by selecting a file from folders on your computer or by clicking, dragging, and dropping a file from your computer. We will discuss all the upload options in detail later on in this presentation. Let's turn our attention now to the columns under the current documents header. You will notice in the columns moving left to right the caret function, name of the document, number of pages in the document, uploaded, which is the date the document was uploaded, a delete option button, and a view button. The caret function, when selected, will display a pop-up box showing every essential component that specific document is attached to. This is a quick way to see a list of each essential component item where the document has been uploaded rather than clicking through each section of the tool searching for it. If you want to go directly to that essential component, all you have to do from this screen is to click on the Go To button and it will open up that essential component for you. The name column is exactly that, the name of your document. It is highly recommended to name your documents exactly what they are as seen on this slide. Please refrain from naming the document by the essential component you are going to attach it to. There are multiple reasons for this. The main reason is, as the tool is updated, the essential component numbering system changes and your document name will no longer match the essential components in future accreditations. Another reason would be that many documents can meet the intent of multiple essential components and not just the one you named it after. And lastly, as the reviewer is going through the tool, they may recall you have a document that can help support the intent in other areas, and if they can search by the name, it will be easier for them to find and assist you by adding that document to other essential components. Next, the number of pages lets you know how many pages long your document is. This is important when you upload multiple pages in one document. Later on, we will discuss how you can draw the reviewer's attention to the area of the document that supports the intent of the essential component. For example, there are 27 pages, but what you want the reviewer to see is on page 16. You will have the option to mark the page for the reviewer to look at. We will look at an example later when we discuss attaching documents to the essential component. Next is the uploaded column, which provides the date the document was actually uploaded. Then we have the delete button. It is recommended to not use this unless you are sure you have uploaded a document that does not belong in the tool. It is recommended to consult with your accreditation review specialist before deleting any documents. If you delete a document from the supporting documents library, it will remove that document from every essential component it was attached to. This can be problematic if that essential component had already been approved by using that document. Lastly, the view button will open the document so you can view its contents. Another function of the headers name, number of pages, and uploaded function like a sort of filter, if you will. When you click on them, it will rearrange the items below alphabetically, numerically, and newer versus older. Now let's turn our attention to building your library. Your library of documents within your tool starts with an organized library of documents stored on your computer. Again, remember to name the document by what it actually is. For example, your charter would be named Charter. A specific quarter meeting minutes could be 24 Q1 meeting minutes, community education, and so on. There are three ways to upload documents to add to your supporting documents library. Two of these options can be done while in the supporting documents library and the other option is available while in the essential components section where you can attach a new document to the essential component. That document now becomes part of your library and can be accessed to add to other essential components if appropriate. The first option within the supporting documents library is to use the select files button. This will open files stored on your computer and you select the file you want to upload as shown. This file would be uploaded to your supporting documents library. The second option within the supporting documents library is to use the drop files here to upload method. While your file folder is open on your computer screen, simply click, drag, and drop into the area labeled drop files here to upload. You will see the file uploading and then it will appear as a current document in your supporting documents library for future use. The third option is available while you are in the essential components section of the tool. To access this option, you will click the caret next to the essential component you are attaching the document to. Ensure the supporting documents tab is highlighted. You will notice two options. You will choose the upload a new supporting document option, a pop-up box titled upload will appear. You will click the select files button to upload a new file. Your document will be attached to that essential component and now it will also be added to your supporting documents library. Now that we've mastered uploading documents into the supporting documents library, let's turn our focus on how to attach a document to the essential component. We can accomplish this task by either attaching a document that already exists in the supporting documents library, or we can attach a new document directly from our computer files that will also become part of our library. The first option is to add an existing document that has already been stored in the supporting documents library. For this example, we will use EC2.M2. To attach a document, you will click on the caret next to EC2.M2. This action will open a row of options and you will select the supporting documents tab. Next you will select the add existing document button. This will open your library and you will select the document you want to add. The document is named chest pain center copy. This document will now be added to EC2.M2. The second option is to upload a new supporting document directly to the essential component from your computer files. We discussed this method earlier, but as a review, you will select the upload a new supporting document tab. A pop-up box titled upload will appear. You click on select files. This will open files on your computer and you will choose the file you want to upload and then it will be added to that essential component. If you have a document with multiple pages, but the information that supports the essential component is somewhere in the middle, you will want to add a page range when you attach that document to an essential component. This makes it easier for you, any additional users at your facility, and the accreditation review specialist to quickly locate the information they are looking for. For reference, we will look at our supporting documents library and see that the cardiologist DOPs are 52 pages long, but the information in that document that supports the essential component can be located on pages 27-30. While we are in EC9-M2G, we will click on the supporting documents tab and then the add existing document tab. A pop-up box appears. You will click on the document drop-down caret and that opens your existing documents library. For this essential component, we will select cardiologist DOPs. A new pop-up box appears showing the document you selected and then you have the option to select first page and last page. You will select 27 and 30 as these are the pages we identified earlier as having the information we want the accreditation review specialist to look at. Then you will click the update button. You will now see the document titled cardiologist DOPs page 27-30 as the section of the document that supports the intent of the essential component. This concludes our mini-module session on how to upload and attach supporting documents in the accreditation tool. I appreciate your time and encourage you to explore other educational offerings available in the QII Learning Center. Thank you.

Lisa Nichols

Accreditation Review Specialist

uploading documents

attaching documents

accreditation tool

supporting documents library

essential components