Vendor Response

NOTE: Do NOT enter any Personally Identifiable Information (PII) into the IHTA system! In addition, please address only one vendor in any (each) QIR.

# Vendor Replies to QIR

Participant: Vendor

Action: Vendor Responds to an Approved QIR

Once the National Administrator approves the QIR, the Vendor is required to provide a response.

NOTE: The Vendor has ten (10) business days to reply to a QIR with a status of "Approved". After ten (10) business days, if there is no response from the Vendor, the application automatically sends an e-mail indicating that the response is overdue.

The Vendor provides a response by completing the following steps:

1. Locate the QIR and click once in the QIR row (the row will be highlighted and buttons will appear at the bottom of the table, including Edit).

2. Click Edit and review the QIR by selecting the following tabs:

   - Summary tab: Provides the Status, Tracking Number (TN), Headline (subject of QIR), Submitted Date, Submitted By, Facility, Vendor, Type of Complaint, Contract or Purchase Order Number, Device Model, Serial Number, and Cause of Complaint.

   - Recommendations and Remarks tab: Review any comments provided by the Originator and the National Administrator during the approval process.

3. Click on the Vendor Actions tab. Note the Vendor Response Due date at the top of the tab.

1. - If the Vendor requires additional information from the Originator, refer to step 4.

   - If the Vendor wishes to enter an official response, continue to step 5.

4. If the Vendor requires additional information from the Originator before submitting the official reply to the QIR, the Vendor makes the request by completing the following steps:

   1. Enter the request in the Vendor Actions field.

   2. Click Update.

   3. The Originator will receive an e-mail indicating that an update has been added to the QIR. The status of the QIR remains "Approved".

   4. The Originator and the Vendor may go back-and-forth until the Vendor receives the required information; however, the Vendor Response Due field will remain active until the Vendor clicks the Reply button (see step 5 below).

5. If the Vendor is satisfied with the information provided and is ready to provide the official response to the QIR, the Vendor should complete the following steps:

   1. Enter the solution to the QIR in the Vendor Actions field.

   2. Click Reply.

   3. The status of the QIR is now "Replied". The application will automatically generate an e-mail indicating an update has been made. The QIR will advance to the Originator. (See Originator Response to Vendor.)

   4. The Vendor Response Due reminder is no longer active for this QIR. The clock has stopped.

NOTE: If the National Administrator requests additional information from the Vendor using the Update button, the clock will reset and the Vendor Response Due reminder will display again. The response will be due ten (10) business days from the date the National Administrator submits the request. (See When to Use the Update Button.)

6. An attachment can be added to the response by selecting the Attachments tab (refer to Add or Remove Attachments).

NOTE: Text entered and submitted in the Vendor Actions field, by clicking either the Update or Reply button, will display in the Vendor Actions History field with the timestamp and User Name.

See Also

National Administrator Approval

Originator Response to Vendor