ADAM FAQs


ADAM FAQs

Frequently Asked Questions about ADAM

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Account

I forgot my username. What do I do?
Your username is your work email address. If you are unsure which email address you have used for logging in, contact Adam_help@ana.org

I forgot my password. What do I do?
On the Magnet login page, click the Forgot Password link. You will be directed to a page where you can enter your email address. The system will send you an email at that address with a link to reset your own password.

How do I create a new account?
If your organization is already using ADAMTM or ADAMplusTM, speak to your organization's Magnet Program Director, who can create an account for you. If your organization is not yet using the system, contact the Magnet Program Office at Adam_help@ana.org

How long is my account good for?
Organization accounts will remain active from the time the organization's application is fully processed through the completion of the appraisal process.

Can I transfer my log in to another person?
Accounts cannot be transferred to other users. An Organization Administrator may create as many accounts of each organization user type as they wish. Each account must use a unique email address.

Who do I contact if I have an issue with ADAM?

  • Technical issues: The first level contact for technical issues is the Magnet Program Specialist supporting your application.
  • Content issues: The Senior Magnet Program Analyst assigned to your application is your content for clarification of sources of evidence.

What do the different user roles mean?

  • Organization Administrator
    1. Creates and maintains the organization's accounts
    2. Creates, edits, and uploads narrative and evidence
    3. Submits narrative and evidence to the Magnet Program office
  • Organization Contributor
    1. Creates, edits, and uploads narrative and evidence
  • Organizational Pre-Submission Reviewer
    1. Views (cannot edit) all narrative and evidence
    2. Typically, this is nursing leadership selecting the final drafts for each SOE/example for submission to the Magnet Program office
  • Organizational Post-Submission Reviewer
    1. Views (cannot edit) narrative and evidence after submission to the Magnet Program office

Can we have more than one Organization Administrator?
Organizations may have as many accounts in each role as they wish. We recommend that organizations restrict the number of Organization Administrators to avoid confusion and conflicts.

Can I work on behalf of more than one hospital?
Employees of a system can be given accounts for more than one entity within the system.

How many people in one organization can have access to ADAM
There is no limit to the number of people in an organization who can have access.

Can an individual outside of my organization have access to ADAM?
The Organization Administrator may create accounts for employees of the organization or employees of the system. Access to the system may not be provided to anyone that is not an employee of the applicant organization or applicant system.


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General

How much does it cost to use ADAM?
There is no fee or cost to use ADAM.

How much does it cost to use ADAMplus?
Access to ADAMplus costs $16,750 per application (for one application cycle only). This includes all ADAM features PLUS guided templates for key elements, checklists for each SOE, the ability to create multiple drafts for each SOE, and the ability to enter text directly into the SOE narrative.

Can we submit our documentation on a flash drive or website instead of using ADAM?
ADAM or ADAMplus is required for Document Submission as of February 2020. If your organization has a signed contract with a vendor who is preparing your electronic documents at the time ADAM is released, all contracts will be honored.

What is the difference between ADAMplus and ADAM?

  • Both ADAM and ADAMplus users:
    1. Applicant uploads evidence in PDF format.
    2. Content is searchable.
    3. SOE\examples are flagged for PHI, additional documentation, and new content.
    4. The system controls the number of evidence items submitted.
    5. The system verifies a complete submission.
  • ADAM users:
    1. Applicant uploads narratives in PDF format.
  • ADAMplus users:
    1. Applicant completes a template for entering narrative content which guides the inclusion of all key elements.

What is meant by the term "Version"?
User experience with a manual may reveal the need to modify the wording of an SOE/example. In ADAM and ADAMplus, the original wording is version 1, and the new wording becomes version 2. Organization users have access to the most recent templates available when the organization purchases the product.

What happens when the Magnet Manual is updated?
When the Magnet manual changes, a new "version" (see 2.d above) will be created for any SOE/examples which were updated. Any organizations which have not yet completed the Written Documentation Review process will have the option of either writing to the new version of the SOE/example or continuing to write to the original version.

What file formats are allowed in ADAM?
Users may submit evidence and narrative documents in PDF format only. The only exception is that ADAMplus users may upload participant lists in either PDF or CSV format.

Are there any file size limitations?
No, you are not limited by file sizes, but depending on your network speed, you may experience longer upload times when uploading files larger than 10 MB. We recommend reducing the size of your files whenever possible.

Can we make changes to our documentation after it is submitted to Magnet?
Once your documentation has been submitted, all SOE/examples are locked, and no changes can be made.

How long will we have access to our documentation?
You will always have access to your documentation.

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Written Documentation – ADAMplus Users

What are Drafts for?
Drafts allow your organization contributors to create multiple possible "answers" to a given SOE/example. Your team can then review the drafts and decide which one best represents your organization.

How do I create a new Draft?
Click on the SOE/example and click "Create a new draft".

How do I delete a Draft?
Click on the draft you would like to delete. If the draft has been flagged for organizational review, you will need to unlock it. You can then click the Delete button to delete the draft. Note: you may only delete a draft if it has never been submitted as a final version for an SOE/example OR if the SOE/example has been flagged for PHI.

How many Drafts can I create?
You can create as many drafts as you would like.

How do I indicate which Draft we have chosen to submit?
Click the "Flag for Organizational Review" button at the top of the SOE/example. If any required template questions are incomplete, the system will indicate what changes need to be made. If all is complete, you will see a green flag on the draft in the left-hand navigation.

How can I tell which Draft was submitted?
In the left-hand navigation, the submitted draft will have a green flag next to it, and it will have the word "Final" next to it instead of "Draft".

How do I submit a Participant List?
You may either type in the participant list manually, upload a PDF version of the list, or import a CSV file. The system provides a convenient CSV template which you can download, fill in, and import back into ADAMplus.

ADAM is only letting me attach one document to an SOE, but our evidence is in several different files. What do I do?
If the SOE only allows a single document upload, you will need to combine your evidence documents into a single PDF before uploading them.

What happens if I submit the wrong draft by mistake?
Once your documentation has been submitted, all SOE/examples are locked, and no changes can be made.

Will the system guide me to write the documentation?
Yes. Each SOE/example contains a template with input fields, document upload functions, and other tools which ensure that you include each of the required key elements in the documentation.

Will the system tell me when I have too much evidence submitted?
Yes. If you have flagged too many evidence documents, the system will display a warning message when you click "Flag for Organizational Review".


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Written Documentation – ADAM Users

How many documents can I attach to a Source of Evidence (SOE)?
You may attach as many documents as you would like to an SOE/example. See below for the requirements on how many of each type of document may be submitted.

Can I still use a consultant to help me write the documentation and upload it into ADAM?
Yes. They cannot be given access to ADAM or ADAMplus.

How many evidence documents are required for each SOE?
You are required to submit between one (1) and five (5) evidence documents for each SOE/example.

How many narrative documents are required for each SOE?
You are required to submit one (1) narrative document for each SOE/example.

Why do I need to flag the documents and also flag the SOE?
ADAM is designed to let you upload as many documents as you would like for each SOE/example. This gives you the ability, as your team is writing to the manual, to gather multiple "alternate" documents for each SOE/example. When you are ready to submit, you indicate which of the documents will be sent to Magnet by flagging each document. Once the appropriate number of documents is flagged, you must then flag the SOE/example to indicate that it is complete.

How can I tell if an SOE is complete?
The left-hand navigation will display a green checkmark next to the SOE.


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Using the Document Library – All Users

How do I upload a new document to the Document Library?
Navigate to the Document Library and click the "Upload Document" button. A popup window will appear. Click "Browse…" to open a file explorer window where you can locate the document on your computer or network. After locating the document, double-click on it to close the explorer window and return to ADAM.

Next, enter information into the "Explanation of Action" and "Owner" fields. "Explanation of Action" is an opportunity for you to provide a brief summary of why the document was added to ADAM. The Owner should be the name of the staff member who is responsible for the document.

How do I search for a document in the Document Library?
Use the Filters at the top of the screen for searching. The Text Search field will search within the content of your documents, and the File Name field will search within the names of the files. You can also filter by Component, Source of Evidence, and Example.

I uploaded a document from the library. How do I attach it to an SOE?
Navigate to your written documentation and then to the SOE/example to which you would like to attach the document. Click "Add Previously-Uploaded Document" to bring up a list of all documents in your document library. (Note, this list will not include any documents which have already been attached to the SOE/example you are currently in.) You may use the filters to find a specific document. Once you have located the document, click the Radio button next to the document and then click "Add". The window will close, and the document will now display on the SOE/example.

Can more than one document be attached (used) for a SOE?
ADAMplus users: Each SOE/example has specific requirements regarding the number of documents which may be attached and which must be submitted. Some allow only one document, while others allow multiple documents.

ADAM users: There is no limit to the number of documents you may attach to an SOE/example. However, you are required to flag and submit one (1) narrative document and between one (1) and five (5) evidence documents per SOE/example. This enables you to store multiple "alternate" documents as your team is writing the documentation.

Can a document be attached (used) for more than one SOE?
There is no limit to the number of SOE/examples to which a document can be attached.

How can I tell which SOEs a document is attached to?
In the grid of documents, the "Associated SOE/Examples" column displays a list of all SOE/examples to which a given document is attached. If the document is not attached to any SOE/examples, the column will display "(n/a)".

How do I replace a document?
Click the "Update" link next to the document. You will see a popup window where you can browse for a new document from your computer or network. After you save the replaced document, any SOE/examples which were attached to the old document will now contain the new document.

What happens when I "archive" a document?
The document will remain in the system, but it will not be available to attach to any SOE/examples.


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PHI

How will I know if an SOE has been flagged as containing PHI?
The Magnet Analyst will inform you via email which SOE/example(s) were flagged for PHI. Also, when you log into ADAM, the left-hand navigation will display a red stop sign icon next to any SOE/example/version/draft which has been flagged.

What if I find additional PHI in other SOE/examples besides the one(s) flagged by the Analyst?
Contact the Magnet Analyst and inform them of which other SOE/example(s) contain PHI. The Analyst will then unlock them for you to update.

Is there a deadline to remove PHI?
You have 10 business days to remove PHI. If the originally-submitted information is not updated/replaced within 10 business days, it is automatically deleted by the system.

How do I remove PHI?
ADAMplus users: If the PHI is in a text field or other input field, simply update the content of the field and save the record. If the PHI is in a PDF document which was attached to the SOE/example, delete the document from the SOE/example. Alternately, if you have multiple drafts for an SOE/example, you may submit a different draft. Be sure to delete the original draft which was submitted.

ADAM users: Navigate to the SOE/example where the PHI was found. Review the documents attached to that SOE/example. Delete any documents which contain PHI. You may need to upload new documents to replace the deleted one(s).

All users: NOTE that a document may be attached to more than one SOE/example. If that is the case, you will receive a warning listing the other SOE/examples which will be affected by the deletion. You will need to replace the document on all SOE/examples.

How do I resubmit our documentation to Magnet after removing PHI?
After you have updated the SOE/example(s) which were flagged as containing PHI, be sure that all evidence/narrative documents you are submitting are flagged, and that you have clicked "Flag for Organizational Review" on all SOE/examples. Then click "Submit Final Documentation to Magnet", and the system will revalidate that all SOE/examples are complete.

Once I submit our documentation to Magnet, do I need to log back in to see if there are any issues, e.g. PHI?
The Magnet Analyst will inform you via email if any further deficiencies are found.


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Additional Documentation

How will I know if an SOE has been flagged as needing additional information?
The Magnet Analyst will inform you via email which SOE/example(s) need additional information. Also, when you log into ADAM, the left-hand navigation will display an "unlock" icon next to any SOE/example/version/draft which has been unlocked.

Is there a deadline to provide additional documentation?
Yes. You have 60 business days (minus holidays) to submit the requested additional documentation.

How do I provide additional information?
The Magnet Analyst will unlock any SOE/examples which need additional information and will communicate to you via email which SOE/examples you need to review. You may update any information on the SOE/example that you choose. If you are an ADAMplus user, and you have created multiple drafts, you may select a different draft to include in your resubmission.

How do I resubmit our documentation to Magnet after providing additional information?
After you have updated the SOE/example(s) which were flagged as needing additional information, be sure that all evidence/narrative documents you are submitting are flagged, and that you have clicked "Flag for Organizational Review" on all SOE/examples. Then click "Submit Final Documentation to Magnet", and the system will revalidate that all SOE/examples are complete.