To access the Contract module, click on the hamburger menu in the upper left of the HEMS One screen (1), then select the Activities menu (2) followed by the Contracts submenu (3).
The three search fields, Contract #, Vendor, and Control # default to the Active Only state.
To Add a new contract, click on the New item icon in the upper right of the Contracts module.
A Contract record consists of four tabs of information: Contracts, Equipment, Labor/Travel Details, and Attachments. Each tab is covered in detail in this article.
The Contract Record: Contracts Tab
Basic Information
Contract #: The user defined contract number.
External Contract #: The contract number provided by the vendor.
PO: The purchase order number used for the contract.
Active: if this box is checked, the contract is active.
Title: The user defined title for the contract record
Internal Manager: The internal manager of the contract. To select an Internal Manager, that person must first be defined as an Employee in HEMS and their email address must be included on the employee record in the Email field.
Vendor: The contracted vendor.
Contract Period
- Start Date: The start date of the contract.
- End Date: The end date of the contract.
- Notify Before: The number of days before the contract end date that HEMS will automatically notify the contract’s Internal Manager about the upcoming end date.
Contract Cost
- Amount: The dollar amount of the contract.
- Other Amount: Any other dollar amount that needs to be included in the contract cost.
- Contract Cost: This field shows the calculation of the Amount plus the Other Amount and cannot be edited.
Contract Type
- Service Contract radio button: if this radio button is checked, the contract record is for service.
- Time and Material radio button: if this radio button is checked, the contract record is for time and materials.
- Other: This is an open text field for the user to define other types of contracts as needed.
Contract Coverages
- PM: If this box is checked, the contract covers preventive maintenance.
- Covered/Year box: The number of PMs the contract covers per year.
- Repair: if this box is checked, the contract covers repairs.
- Parts: if this box is checked, the contract covers parts.
- Glass: if this box is checked, the contract covers medical imaging glass.
- Other: if this box is checked, the contract covers whatever is mentioned in the Other field.
- Auto Renew: if this box is checked, the contract automatically renews.
- First Call Agreement: if this box is checked, the contract includes a first call agreement.
Notes
- Notes is an open text field. To add a timestamp in the Notes field, click on the clock icon on the far right of the Notes field.
- To expand the Notes field, click on the magnifier icon on the far right of the Notes field.
- To use predefined text in the Notes field, click on the list icon on the far right of the Notes field.
The Contract Record: Equipment Tab
The equipment tab is where equipment records are associated with contracts. Use the Update Equipment button to add new equipment.
After clicking the button, the Select Equipment window will appear. Use the search fields and the Search button to find equipment to add to the contract.
Use the plus icon to the left of the equipment records in the search results grid to add an individual record to the Selected Equipment grid (1). Use the double right caret button to move all the search result records to the Selected Equipment grid (2).
Once an equipment record is selected, the option to add custom end dates to each equipment record will be available. Click in the End Date field to type in a custom end date.
To export the Selected equipment, use the export buttons in the lower left of the Selected Equipment section. Export options are List report, Detail All selected, and Detail Current.
The contract cost for equipment is required and can either be typed in the Cost column, or the Assign button can be used to assign the same dollar amount to all equipment selected for the contract.
To manually enter the contracted cost for a piece of equipment, click on the corresponding field in the Cost column and enter the dollar amount.
To assign an equal dollar amount to all the equipment, use the Assign button at the bottom of the Select Equipment window. Type the dollar amount into the available field and then click Assign.
The Total Equipment Cost field is the sum of all the defined equipment contract costs. The Contract Amount field references the Contract Cost on the main tab. Neither of these fields can be edited.
Once the equipment has been selected and costs have been defined, click on the Save button on the right above the Selected Equipment grid.
The Contract Record: Labor/Travel Tab
The Labor/Travel tab is used to track Labor and Travel charges for contract records.
Labor Coverages
In this section, use the radio buttons, checkboxes, and Start and End time fields to define which Labor is covered by the contract. If the 24x7 radio button is selected, the weekday checkboxes and the Start and End time fields will disappear.
Labor Rates
Use this section to input different hourly labor rate charges, in dollars, charged by the contract.
The Labor Details field is open text for users to add any Labor details needed on the contract record.
Travel Charges
Use this section to input travel and/or zone hourly travel rate charges, in dollars, charged by the contract.
Legal Details
If the checkbox is checked, the vendor has completed a HIPAA Business Associate Addendum.
Hourly Rate if not Contracted
Any value in this field is the Estimated Labor cost of the vendor if there was no contract.
The Contract Record: Attachments Tab
The Attachments Tab is for attaching files to the contract (e.g. a copy of the contract). Use the Select files button to browse for the files to be attached.
To edit the description of an attachment, click on the Edit icon to the right of the attachment record. The Name of the attachment cannot be edited.
The attachment Name field cannot be edited. Once the Description field has been edited, click on the Accept button to accept the changes.
To delete an attachment, click on the Delete icon on the far right of the Attachment record.
To save the contract, click on the save icon in the upper right of the Contracts Add/Edit window. To cancel, use the Cancel icon.