We’re giving you the keys to the vault!
Just in time for the holidays, we want to let you in on an awesome new tool for practice owners and managers, designed to make your HR life easy-peasy. And it is included in every CEDR membership.
May we present, the HR Vault™.
Many of you are already using the HR Vault—but many others have not yet logged in. So now is the time!
What is the HR Vault?
It’s an exclusive online filing system to help CEDR’s members organize and store employee and HR data, and in terms of logic, it functions much like the filing cabinet in your office. But unlike your filing cabinet, the HR Vault knows (or, at least, we who stand behind it know!) that its job is to help you stay organized. It’s packed with features that make it much easier to maintain, distribute, sign, and keep track of all your employee files in one place.
Why are we so happy about the Vault?
The Vault allows us to more efficiently help keep you updated, and it helps you overcome one of the most onerous parts of being an employer: Keeping your employee files up to date and in order. For instance, we can upload updates to your handbook directly into your Vault. From there, all you need to do is tell the Vault who you want to see those updates, make the updates visible, and decide if you want your employees to sign acknowledgment. The HR Vault takes care of everything else from there, including tracking who opened each file, when they opened it, and whether they signed it or not. The Vault even sends out a notice to the employee(s) when there is something for them to see or acknowledge in their own personal versions of the Vault. You are always in complete control.
Plus, the HR Vault is your best way to retain tons of documents associated with your employees, like your I-9 forms, corrective actions, requests for time off, and much more. All of these can easily be uploaded to the employee’s Vault.
What makes it cool?
Well, first and foremost, the Vault was designed and is being curated by the biggest bunch of HR Nerds on the planet. We work on each capability until we’re excited about it! Second, our membership of over 1600 medical and dental-industry clients and their 19,000 employees are constantly informing our “how can we make this better” conversations back here at CEDR Central. It’s already pretty awesome, but we have some great additional features planned for release over the next 60 days.
What makes it secure?
We keep your information safe through encryption and by backing up your files on a consistent basis. We could share more with you, but we don’t want this to get into Russia’s hands! Suffice to say, we are highly vigilant (and nothing gets the Tech Nerds going more than an attack on our systems). We use best practices and some of the most robustly managed servers in the US to manage and store your information.
How easy is it to get started?
Add each employee by first name, last name, and email address. Bam! You are done. There is other information you can add to the interface, but for now, that is all it takes.
You can log into your HR Vault here. Click on HR Vault on the top menu, then click on My Employees under the My Account tab. Now you can start adding employees using the button at the top right.
You can then upload a document and distribute it to one or all your employees immediately. Alternatively, you can also designate any document in an employee’s file as invisible, and it would be associated with them, but invisible to all but you. That way you can easily organize and store paperwork your employees should not access, but that is associated with their employment and essential for you to retain.
Can I upload pictures of cats and share them?
Yes, if the pictures are PNG or JPG files, then you can share your crazy cat pictures with the team.
What if I have already added my employees to YourHIPAATraining.com?
GOOD NEWS! Since both YourHIPAATraining.com and the HR Vault are included with CEDR membership, that means your employees have already been added to the Vault. All you need to do is locate the Vault by following the instructions above and choose the Add Employee option. Activate each employee and you can start adding files right away. And guess what! Your employees’ HIPAA training certificates will already be in their Vaults.
I’m having a holiday party for my team. Attendance is optional, guests are invited, alcohol will be served, and use of public transportation is encouraged. I want my employees to acknowledge a memo that contains details about the party. How would the HR Vault help me?
Upload the memo. Check each employee you want to see it. Make the document visible and click on the pencil icon to request that they sign to acknowledge it. Watch what happens!
There is one thing we ask you not to do if you have a manager.
As you set up your account, don’t cede your role as the HR Vault “Super” user to your manager(s) by giving them your user name and password. Instead, make them “Administrators” when you enter them into the system, so they will be able to easily run the filing system for your practice. All you need to do is log in, enter their information, then click on the Admin box to empower your managers.
OMG I have tons of employees! Can CEDR help me enter all these names?
Yes! Send an Excel file to firstname.lastname@example.org with the word Vault in the subject. We will reply to you and let you know when your employees are all entered.
The Vault is currently in beta test mode, which means that we may occasionally ask you for input and feedback. It also means that you will likely see updates and design improvements ahead of all other users.
Great! how do I get started?
Enter your Member Login (at the top of the screen)
Find the HR Vault icon on the top menu bar
Under the My Account tab, click on My Employees
Click on Add Employee
And follow the directions.
If you prefer visual directions, check out our video tutorials here, which go through the set-up process step-by-step.
If you have questions, give us a call at 866-414-6056, or email email@example.com. We’ll help you get set up.