Note: Some of the terms defined below have specific drop down values that your organization selected during its initial configuration of Ntracts. For more explanation, please contact your internal system administrator as he/she was most likely involved in selecting the values..
| Term | Definition |
| Action | An Nbox message sent to a user with an assigned task. Actions customarily have one or more questions to be completed by the user. Upon completion of the questions, a user submits the answers and the action status is marked complete. Actions are sent from executing workflows awaiting a user’s completion response before resuming. |
| Address Book | An app within the Ntracts software that is a directory of organizations and individuals. |
| Address Book Entry | The details of individuals or organizations contained within the Address Book. |
| Administration (menu) | A drop down menu for the managing of users, roles, organizations, contract settings, and utilities. The Administration menu appears only if a user account has permission to access it. |
| Affiliated Party | An individual or organization that has a level of affiliation to one or more contract records. |
| Apps (menu) | A drop down menu containing Contracts, Address Book, and Workflow Scheduler. The user account permissions determine whether a user has access to an app. |
| Assignment | A clause within contracts that may allow one party, the assignor, to transfer its rights or obligations under the contract to a third party, the assignee. |
| Attributes | Used for some custom workflows to specify routing when a health system may have different individuals at the same participant level in a workflow. |
| Automatically Renew | A provision within contracts that allows the term to extend for an additional term without notification from client to vendor. Often times, there is a notification period which allows the client the ability to terminate the contract prior to renewal. |
| Category | A way to group contracts substantively or by subject matter. Contract categories are also linked to Custom Tabs. Identifies the types of contract described in the contract record. |
| Closed Contract | A contract record with any status that has been identified as closed and by default will not appear in Contract Records search results. |
| Commencement Date | A date which initiates the start of the contractual terms. Often referred to as the effective date. |
| Compensation Type | Frequency of payment (weekly, monthly, etc.) for a compensation schedule entry on the contract record datasheet. |
| Contract record | A record in the Ntracts system that represents a real contract that has been entered into by your organization. |
| Custom tab | An additional tab in the contract record of client defined fields. |
| Datasheet | A tab in the contract record, that contains details from the contract such as primary parties, termination date and compensation as well as data needed for tracking and maintaining the contract record such as affiliated and responsible parties, and compensation information You can keep a collection of datasheets that capture how a contract has changed over time. |
| Department | Additional way to secure and grant access to contract records. Your administrators have set up departments to further define how the contact records are accessed. |
| Document Type | A label or tag used to identify different documents within a contract record documents tab. When adding a new document, a drop-down menu containing the client’s document type list will appear. |
| Favorite | A way to designate a contract as a favorite allows you to find the contract quickly. Clicking on the blue star to the left of the contract marks the contract as a favorite. |
| Filtered Search | A configurable search function that queries a user’s selection of contract record fields and values. |
| Finalization Date | An optional date field that your organization may choose to use with your internal business process. Typically used to signify the latest signatory date which finalizes the negotiation and acceptance of the contract. Check with your internal system administrator regarding the use of this field. |
| Individual | A type of address book entry that represents a person that may be assigned as a primary party, affiliated party, responsible party to a contract record or other areas of the system where the participation or activity of a person is tracked. |
| Keyword Tags | A free form text field located within a contract record details tab that allows words or tags to be typed so they can be searched and reported on to pull specific contract records related to said words. |
| Knowledge Base | A portal within a client’s Support Center which houses QRGs, or Quick Reference Guides, that are useful resources for clients. |
| Learning Center | A site within a client database which houses training eLearning modules for an Ntracts user and system administrator. The eLearning modules cover full system training. |
| Nbox | A tool for communication within the site for required actions and/or notifications that a user receives. |
| No Cause Notice Days | A predetermined number of days based off of the contract terms that the party terminating a contract must alert the other party of said termination by. |
| No Cause Termination | A provision within contracts that allows a designated party the ability to terminate a contract without cause or without any reason. |
| Notification | An Nbox message sent to a user from an executing workflow. The executing workflow does not pause to wait on the user’s read receipt acknowledgement. |
| NPI | The National Provider Identifier is a unique identification number for covered health care providers. It is a HIPAA administrative simplification standard. |
| Organization | A type of address book entry that represents either an internal entity or an external organization. |
| Owner Organization | An internal organization that enters into contracts and is identified as a primary party. Additionally, this selection is used to group, organize, and secure the contract record. Also known as Internal Legal Entity. |
| Primary Party | An individual or organization that is legally bound by the terms of the contract for one or more contract records. |
| QRGs | A QRG is a Quick Reference Guide hosted in the Knowledge Base portal within an Ntracts system. These guides provide users with steps to accomplish frequently asked questions or challenges. |
| Quick Search | A search function that queries on contract record fields. |
| Reference | A free form text field located within a contract record details tab that allows clients to designate a specific reference number or word to, so that they can be searched and reported on. Check with your internal system administrator regarding the use of this field. |
| Related Contract Record | A way to link contract records which are associated with each other. (example: Master and Amendment) |
| Renew/Non-Renew Notice Days | A predetermined number of days based off of the contract terms that the party terminating the contract must alert the other parties by. |
| Report | A graphic or column-based view of the data contained within Ntracts. |
| Reports (menu) | A menu item to access the reporting tool. |
| Responsible Party | An individual or organization that has a level of responsibility over one or more contract records. |
| Review Date | An optional date field that your organization may choose to use with your internal business process. Check with your internal system administrator regarding the use of this field. |
| Role | A template of permissions that can be assigned to one or more users that facilitates consistent security management. |
| Search (site search) | A search function that queries a pre-configured selection of fields in contract records, address book entries, and workflow instances. |
| Start (menu) | A drop down menu you use to start a workflow. The Start menu appears only if a user account has permission to access it. |
| Status (contract) | Identifies the current stage of the contract record in the contract life cycle. |
| Support Center | A portal within a client database that allows clients to submit support or help desk tickets, review open tickets and view the Ntracts Knowledge Base and supporting documentation located there. |
| System Administrator | An individual within your health system who is the main contact for questions and information regarding your Ntracts system. This user has additional functionality and can support the users of their database. |
| Termination Date | A date the contract expires by its terms. If a contract has renewal provisions, this date can be updated to extend the term. |
| Termination Notification Days | A predetermined number of days based off of the contract terms that a user would receive a notification in their Nbox to review their contract. |
| TIN | A Tax Identification Number (TIN) is a nine-digit number used as a tracking number by the U.S. Internal Revenue Services (IRS). |
| User | An individual who uses the Ntracts software. |
| Utilities | A group of tools found under the Administration menu that includes Contract Address Book Substitution, Contract Category Maintenance, and Scanner Security Test. |
| Workflow | An automatic series of procedural steps (processes) which requires input and produces output to accomplish one or more tasks. |