Portal Pro™ User Manual
Contents
1. 4 A Hover the mouse pointer over these images to see warnings or additional information e When logged in the Support menu contains an FAQ with many common questions amp answers e If you have questions please ask We aren t happy until you re 100 satisfied Bulk Scans Getting Started To enable bulk scans in Portal Pro Lists of individuals and entities need to be set up in Verify Comply This can be accomplished by either manually building a list within the interface or by importing values from an Excel spreadsheet instructions below Once your Lists are created double check your settings see Configure Settings and then scan the list s see Perform a Check Import Data To complete a data import the data needs to be in an Excel spreadsheet 5 or xlsx Individuals persons and Entities businesses need to be in separate worksheets Because the spreadsheet data will be mapped to our database during the import the spreadsheet fields may be in any order Header labels are optional Spreadsheet Import Format Individuals The required fields for an import of Individuals are the First and Last name with each name in a separate column Importing a unique identifier either a database ID or SSN enables Merge a bulk List update utility see Merge for more information The DOB will enable additional matching conditions that are scheduled for a future release Address City State Zip DriversLicense2. Verity Comply Portal Pro User Manual A N Table of Contents What to Expect General Info Bulk Scans Getting Started Import Data Spreadsheet Import Format Individuals Spreadsheet Import Format Entities Create a List with Data Import Merge Using Merge How Merge Deletes Records How Merge Adds Records What Merge Doesn t Do Manage Lists To Create a List Manually To Create a List with Data Import Perform A Check Manage Exclusions Reports User Setup User Roles Settings About Excluding Agencies About Search Values N ao uu uu Uu hb BP BP BP Ww WwW 0 WwW 0 Ww NY NY NY NY FP RP RP What to Expect Portal Pro allows companies to perform name matches against exclusion databases on a large scale On average 5 10 of names have matches or hits on one or more exclusion databases As a result the initial scan often requires a lot of work to validate the hits via SSN DOB Address etc Verify Comply was engineered so that once hits are evaluated they don t have to be revalidated on scans that follow This means the task of validating name matches is 95 front loaded and once it s completed scans that follow require much less effort to manage A full service option is available for companies who want to completely outsource exclusion validations If you would like to inquire about our full service offering please contact us at Orders VerifyComply com or via the Support Request menu General Info
3. SSN 123 Missing Dr Paradise TX 78777 74849884 444556546 3001 Roundabout Way Poteet TX 75168 45618666 558421684 Optional Spreadsheet Import Format Entities The only required field for an import of Entities is the Name Importing a unique identifier either a database ID or EIN TIN enables Merge a bulk List update utility see Merge for more information Address City State Zip EIN 8000 Locust Ave Richmond TX 77864 554461585 9415 Peach Tree Dr Atlanta GA 64841 513348657 Optional Create a List with Data Import 1 Create a spreadsheet either xls or xlsx with the values that need be scanned If Individuals make sure the First Last and or Middle names are in separate columns and do not include initials or suffixes Sr Jr Il etc If Entities do not include company type identifiers Inc LLC LLP etc More information on appropriately formatting your data is available in the About Search Values area of this document 2 From the Dashboard click on Import Data click Choose File and browse to the spreadsheet enter the Worksheet Name the name of the tab inside of an open spreadsheet check My file has header row if your spreadsheet has a list of column labels in the first row of the spreadsheet Click Upload List 3 Map your spreadsheet columns to Verify Comply columns Click Next 4 Review the mapping If appropriate click Finish 5 Repeat 1 4 for additional Lists Merge M
4. Name column and click Search iii Click the Entity name or Verify link iv Enter and EIN without dashes and click Verify 2 The website will return the status of the verification Match No Match etc In some cases a SSN TIN match is not available and other information must be used to validate a match If not able to validate contact the agency to see if more information exists on the exclusion About Search Values The method we use evaluate exclusion matches is more comprehensive than most federal or state web search interfaces so the Pro Portal can yield more results than a search performed on the federal or state page Below we describe the optimal structure of each field to facilitate the most comprehensive exclusion matching logic Lists of Individuals Our matching logic for individuals is where First AND Middle OR Last names match In other words we return results where the First Last matches and where the First Middle matches We do this because it s not uncommon for maiden names to be provided as a Middle Name and we want to ensure we catch that scenario Hyphens Hyphenated names First Middle and Last are split for the search First and Middle names are evaluated by using an and condition in place of the hyphen Meaning the first name of Ellie Mae would require the strings of characters Ellie AND Mae in the exclusion database to return a positive match Last names are evaluated by us
5. over the A symbol to see a sample image of each report Single Search Summary This report returns all search history from the Single Search menu No List scan data is included in this report This report renders to the screen and is not available for export List Scan Summary This report returns a summary of scan results for all Lists This report can be set up for automatic distribution in the Settings menu under List Auto Scans List Scan History This report provides an accounting for when your Lists were scanned Record Scan History This report allows a search of the system for a given value It displays an accounting of each instance where the value was scanned and includes data from List Scans and Single Searches List Scan Detail This report returns record level detail status amp notes for every record in the specified list Usage Audit This report provides an accounting of User activity in Verify Comply User Setup Verify Comply permits up to 5 users per account By allowing multiple users Portal Pro subscribers can more effectively screen for excluded parties All diligence is tracked and accessible in the same interface No more printing amp filing no more hunting for records it s all in one convenient location Examples e HR administrators can pre screen applicants e Accounts Payable clerks can screen new vendors as they re setting them up in the AP system e Credentialing clerks can pre screen and maintain
6. their own provider lists Separate the workload between multiple Compliance team members User Roles User roles allow a company to limit permissions for roles that don t need or shouldn t have access to sensitive functions Admin The Admin role has complete authority over the Company s account Jr Admin The Jr Admin role is intended for users that will be conducting searches but are not involved in managing your account administrative functions Jr Admins are not allowed to update Company Information or Billing Information request an Account Cancellation or Manage User Setup To add a new user Navigate to User Setup and click Add New User Enter the required fields and click Add User Verify Comply does not notify the user when an account is created Settings Exclusion Databases Choose which Exclusion Databases to include in your scans List Auto Scans Portal Pro Subscription only All Lists default to being included in monthly list auto scans Uncheck those you wish to exclude Portal Pro Subscription Auto Scans are performed monthly at roughly the time of month of the account sign up occurred Reports Portal Pro Subscription only Choose which reports to distribute each month in what format and to whom The List Scan Summary is the only report selected by default About Excluding Agencies Most records with hits can be verified using a SSN or an EIN For Federal Agencies this can be performed via the web For State
7. a Import under Data Import Once created Lists can be maintained by editing deleting or adding records manually or by using Merge through a Data Import see Merge for more details Perform A Check The Perform A Check menu allows two types of searches Single Searches and List searches To perform List searches Lists must already be set up see Manage Lists for information on setting up Lists The Single Search is a guick way check a single value sometimes used for pre screening employees or contractors The Single Value search history can be accessed via the Single Search Summary report in the Reports menu The List Search menu is used to scan an entire List of individuals or entities Simply choose the list you d like to scan and click Search When the scan is complete you will be redirected to the Manage Exclusions menu Manage Exclusions 1 If not already in the Manage Exclusions menu from the previous step click on Manage Exclusions Select the List you d like to work on and click Open Records with hits are at the top of the screen in red The records will remain red until all hits for the record are marked with a status of False Positive Click on the Name to manage the record s hits After performing a final validation with the excluding agency see About Excluding Agencies for more information a Choose the appropriate Status for each hit b Add a Note if applicable c Click Save Reports Hover the mouse
8. agencies an email and or phone call is usually required Instructions for verifying the two Federal databases are as follows SAM United States General Services Administration System for Award Management 1 Click on the Open Website URL in the Manage Exclusions menu 2 Click on the Search Records button and search for the name with hits 3 Check Performance Information 4 Check Entity Information a If an Individual filter by SSN as follows i Check Individual Name ii Check First Name and enter the individual s first name ii Check Last Name and enter the individual s last name v Check SSN and enter the individual s SSN v Check Apply Filters b If an Entity filter by TIN as follows i Check Entity Name and enter the entity s name ii Check TIN and enter the tax identification number iii Check Apply Filters 5 If results are returned the SSN or TIN did not match any SAM records If results remain you have a positive SSN or TIN match HHS United States Department of Health amp Human Services Office of the Inspector General 1 Click on the Open Website URL in the Manage Exclusions menu a If an Individual i Enter Last Name and First Name enter exactly as it s seen in VC s Name column and click Search ii Click the Last Name or Verify link iii Enter SSN without dashes and click Verify b If an Entity i Click Search For A Single Entity ii Enter an Entity Name enter exactly as it s seen in VC s
9. erge is a List bulk update utility Merge saves you time in 2 ways 1 Merge can add and delete thousands of records from an existing List in seconds 2 By updating an existing List you won t have to revalidate hits that have already been evaluated creating a new List reguires all new validations Because Merge must link List data with the new import a unigue identifier is reguired in your List data and in your spreadsheet data to use Merge Even if you think you won t use Merge we highly recommend including a unique identifier when creating a list if available Several fields can be used to link data during a Merge For a List of Individuals the ID or SSN field can be used For a List of Entities the ID or EIN field can be used Using Merge Using Merge is really simple it s exactly like the normal data import process with a few extra fields to specify To begin a merge navigate to the Import Data menu choose Merge with existing list specify the List you want to merge into 8 what to match on and then we ll update the List by adding amp deleting records How Merge Deletes Records Merge begins by marking all records in the destination List as deleted It then looks for matching identifiers and reactivates List records that 1 Have matching IDs in the spreadsheet and 2 the required name values are present To summarize a record is deleted if a matching ID isn t found or if the name in the spreadsheet is empty H
10. ing an or condition in place of the hyphen Meaning the last name Smith Hughes would reguire one of the strings of characters Smith OR Hughes in the exclusion database to return a positive match Last names are treated differently to appropriately match hyphened last names that contain maiden names Special Characters With exception of the hyphen DO NOT use special characters in your data Special characters will not result in appropriate matches for your value Lists of Entities Entities are searched using the AND condition between each word Meaning the name Ethics Partners Unlimited would reguire both words Ethics AND Partners AND Unlimited in the exclusion records to return a positive match Because many exclusion records do not include the business type it is important to remove all business types from the business names e g LLC LLP Inc Special Characters The only allowable special characters are commas slashes and hyphens periods and the ampersand amp All other special characters should be removed
11. ow Merge Adds Records For spreadsheet records with no ID match those records are added to the list as long as values are present in the First and Last name fields if Individuals or Name field if Entities In summary we don t add new records if the required name fields aren t present What Merge Doesn t Do Merge only Adds and Deletes List records Merge does not edit individual fields Meaning if you update a name in a List and the spreadsheet being imported has a different name the name in the List will not be changed to the value in the spreadsheet during the update Manage Lists To enable efficient amp accurate scans Verify Comply Lists are either all Individuals persons or all Entities businesses Lists can either be created amp maintained manually in the Manage Lists menu or during the Import Data process To Create a List Manually 1 From the Dashboard click on Manage Lists 2 Click the Create Blank List button 3 Enter a List Name select a List Type choose Individual for persons and Entity for businesses and click the Create List button 4 To add records to a List navigate to the Manage Lists menu then click the Edit Records link in the Action column 5 Click the Add New Record button 6 Enter the information reguired fields are denoted by an asterisk and click the Add button 7 Repeat 5 6 to add additional records To Create a List with Data Import Please refer to the Create a List with Dat
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