DMR Agency Review Process

DMRs can be configured to be routed for agency review, similar to Schedules.

Enabling and Configuring DMR Review Routing

A system configuration flag controls whether DMR review routing is enabled. This flag must be set in system configuration by Windsor as part of the configured deployment settings.

If routing is enabled, the DMR Reviewer can be configured by an administrator under Admin → Forms → DMR. The administrator can configure the workgroup and/or user who will be responsible for DMR reviews.

If routing is enabled, the DMR List screen reveals a Decision column allowing users to filter the list based on the agency DMR review decision.

Routing a Submitted DMR

To understand routing as it relates to DMR statuses, it is useful to understand how DMRs are related to Submissions in nVIRO. A DMR is just another type of submission. Every DMR has a corresponding Submission record, but the statuses of DMRs and Submissions are managed independently. The diagram below illustrates the relationship of the DMR status (as shown on the DMR List screen) with the corresponding Submission status (as shown on the Submissions - All list and DMR Details screens).

When a DMR is submitted, its Submission record and set to "In Process" status. The DMR is assigned to the Workgroup and/or user specified in the form configuration mentioned above. The assigned user will see the DMR in their My Tasks list.

Alternatively, if routing is not enabled, a submitted DMR is matched with a Submission record (under the Home → Submissions - All navigation menu) and is set to "Complete" status.

Regardless of whether DMR review routing is enabled, the DMR status will always display as Submitted on the DMR List.

Performing a DMR Review

Specific steps may vary based on business processes at a particular agency, but the basic steps for processing a DMR review are as follows:

To perform a DMR Review, perform the following steps:

Navigate to the My Tasks list to see any DMRs that are assigned to you for review.
Click the Open button on the My Tasks list to open the DMR for review. The DMR Review screen will display.
To view the DMR data entry screen associated with the submission click the View DMR button on the right sidebar of the Details tab. The DMR data entry screen will open in a new browser tab.
To view the DMR PDF copy of record (COR), click the Documents tab. Additional documents can be manually added to this list, if desired.
To add or view any events related to the DMR (such as a phone call or email sent to the DMR submitter) click the Events tab.
To view any violations created by the system when the DMR is received, click the Violations tab. Additional violations can be manually added, if desired. The violations screen also provides the ability to add a compliance action (such as a violation notice) by selecting one or more violations and clicking the Add Compliance Action button.

Reassigning the DMR Review

If another staff person should review the DMR, change the Assigned Workgroup and Assigned Processor on the Details tab to the new user. The DMR will now disappear from your My Tasks list and appear on the new user's list. The new assigned user is now responsible for the review.

Gathering Input from other Staff

Alternatively, if you will ultimately be in charge of completing the review but you wish to gather the input of another staff person, you can add a new task to the Workflow and Tasks tab and assign the new task to the other person. The task will then appear on the assigned user's My Tasks list, but the DMR Review will still be assigned to you and remain on your My Tasks list as well. As soon as the other user completes their task, you (the main processor) will receive a notification that the task has been completed, along with any comments they added to the task.

Requesting Corrections

If you wish for the DMR submitter to make corrections, this must be performed outside the system via a phone call or email. A copy of the email can be manually added to the Documents tab, if desired. Alternatively, you may wish to add an event on the Events tab.

Completing a Review

After the review is complete, the DMR can be marked Acknowledged. This is done from the Details tab in the DMR Submission Versions table at the bottom of the screen. Click the Decision button and set the DMR Decision to Approved, Not Approved, or Not Approved - Closed. Similar to schedules, a DMR set to Not Approved will remain “In Process” until a decision of “Approved” or “Not Approved - Closed” is rendered on the most recent submitted DMR version.

Once the decision is saved, the DMR submission will be marked "Complete", all workflows and tasks are set to "Complete" and the DMR will no longer appear on your My Tasks list.

Processing DMR Revisions

If the submitter revises and resubmits a previously submitted DMR, the corresponding Submission record will be set back to In Process which will again make the DMR appear on the assigned reviewer's My Tasks list.

The DMR Details screen will display the revision in the DMR Submission Versions list at the bottom of the screen.

The second Copy of Record will also display on the Documents tab as version 2.

The process of reviewing a revised DMR is the same as performing an initial review. Rendering an "Acknowledged" decision on the latest version will again set the submission back to "Complete" status.