Creditor Compliance Licence and Insurance Validation

Creditor Compliance Licence and Insurance Validation

Strata Managers can view whether a Provider's licence and insurance information is current and valid, allowing you to make an informed decision before you send them work or quote requests or approve invoices received from them.

Contents

• Compliance Settings
• How to set the Compliance Management service
• Premium Compliance Follow Ups
• How to view the licence and insurance details for Providers

Compliance Settings

Organisations have a few options available to them for managing compliance in the Portal. To configure compliance settings, navigate to Settings > Features - Internal.

Note: Only Organisation Admin users can change the feature configuration for their organisation.

How to set the Compliance Management Service

To enable Premium Creditor Compliance, select the checkbox for 'Enable Compliance Management service for your organisation'.

To enable the Compliance Management Service, select Enable Compliance Management service for your organisation

Note:  You can also enable these additional options:

Tick Enable valid compliance for work request to prevent users from issuing a work order to a Provider with invalid compliance items

Tick Enable valid compliance requirement for invoice processing to prevent invoices being processed for a Provider with invalid compliance items.

If you are using the Compliance Maintenance Service, the viewable statuses are Approved, Pending, or Not Required.

Premium Compliance Follow Ups

If you are using the Compliance Management services, Email reminders are automatically sent to Providers 30 days, 7 days, and 24 hours before the expiration date and again on the day a document expires. If a document expires, reminders are sent every 7 days until the document is updated.

Every time a work order is sent to a Provider with invalid or expired compliance, they receive an alert to let them know that they are non-compliant and that they should update their documents.

Premium Compliance Status Key

• If the licence is invalid, 'Licence Invalid' appears in red
• If the licence is valid, 'Licence Valid' appears in green.
• If there's no licence requirement, 'Licence Not Required' appears in blue.
• If there's no licence information provided or the licence is outdated, 'Licence Not Added' or 'Licence Expired' appears in grey.
• If the insurance is invalid, 'Insurance Rejected' appears in red.
• If the insurance is valid, 'Insurance Approved' appears in green.
• If the insurance has recently been added, 'Insurance Pending Approval' appears in yellow.
• If there's no insurance information provided or the insurance is outdated, 'Insurance Not Added' or 'Insurance Expired' appears in grey.

To learn more about the premium Creditor Compliance Service please refer to the Customer Product Service Agreement which clarifies the terms of use of the service.

How to set Strata Master Compliance Status

To sync and view the Compliance Status of Providers (called Creditors in Strata Master) recorded in Strata Master in the Portal, Select Import the compliance status of your service providers from Strata Master.

If you select this option your organisation will need to manage all compliance updates from within Strata Master.

Note:  you can also enable these additional options:

Tick Restrict service provider from receiving a quote or work request that do not have a compliant status, to prevent work requests being issued to non-compliant Providers

Tick Enable valid compliance requirement for invoice processing to prevent the processing of invoices for non-compliant Providers.

When using Strata Master compliance, the viewable statuses are Compliant, Restricted or Exempt. 

How to view the licence and insurance details for Providers

Go to the Providers page

If you're using the Compliance Maintenance Service, the compliance status of each provider appears in the Licence/Accreditation/Insurance column.

Compliant items show with a green legend, expired or invalid items show with a red legend, and pending items show with a yellow legend.

To view further details about compliance items, open a Provider record and click on the tick beside the compliance item. 

You'll be able to see the document and move between the front and rear view of the document if applicable.

All actions taken in relation to the compliance item (including any reminders sent) show on the far right of the screen

Strata Managers should contact us with any further questions regarding this process.