Teal Tracker
how does it work?
Teal Tracker is a compliance technology platform, designed by Teal Compliance, to assist law firms and Compliance Officers to assess whether their compliance programmes work.
Why we built the Teal Tracker
Teal Tracker was built by Compliance Officers for Compliance Officers. We’ve done your job, we’ve been COLPs, COFAs, MLROs, DPOs and we know keeping accurate records is critical for demonstrating compliance. But we’ve also had the pain of finding time to populate endless spreadsheets, getting all the details we need to fill in Registers, checking whether people have completed their training records, and wondering whether anything actually changes as a result of findings in file reviews.
Policies come round for review and keeping track of versions and who has received them can be an administrative headache. At Teal we believe technology should do the heavy lifting of the records side of compliance, freeing the Compliance Officers up to consider the impact of any issues which arise.
To help with that we’ve created our Heat Map which will show you which area of your operation is causing the most issues, so you know where to investigate.
Incident Management
What it does…
We define an incident as something not going to plan, whether it is just a time when the firm’s policy can’t be followed, or when there is a breach of the law or regulatory rule, and even those near misses.
We’ve designed a form for your staff to complete, letting you know about incidents really easily which, when submitted will let the relevant compliance person know, and populate the right Register for you.
Features…
- Easy to use form for staff
- Email and in-tracker notifications of issues to review
- Auto populate the relevant Register
- Templates for reporting to Regulators
- Heat Map showing areas of focus
Competence Training
What it does…
Whether it is to comply with regulatory requirements, or to make sure people are attending training which is relevant, it is important to make sure people assess properly their needs, identify relevant courses, and when they’ve attended them record the detail and whether it delivered! Our Training Tracker takes the learner through a series of questions to identify their training needs, suggests relevant course outlines and when they’ve completed them, a way to evaluate and record the training.
We also provide reports on who has completed particular training courses, as well as optional regular reminders for those who need a nudge.
Features…
- Training Needs Questionnaire
- Suggested course outlines
- Training Plan
- Training Record
- Training Evaluation form
- Chaser emails
- Reporting for Practising Certificate Renewal
File Reviews
What it does…
File reviews are a critical early warning system, that will let you know if there are problems with your policies and procedures, or if a particular person is struggling. They are often seen as a tick box exercise, and the results of them are difficult to collate and analyse. Corrective actions are allocated, but it’s a fair piece of work to follow up on them.
Our file review module will let each supervisor and staff member know how many files are to be reviewed, provides a form to capture the outcome of the review, alerts staff of the corrective action and, in the event of a potential incident notifies the appropriate Compliance Officer.
Features…
- File review form (compliant with Lexcel and CQS)
- Email notifications
- Corrective Action Logs
- Department/Firmwide reporting
- Notification of incidents to relevant Compliance Officer
Policy Management
What it does…
Keeping track of your policies and procedures is a huge task. With regulation and law changing, as well as live data from your root cause analysis you will want to be able to identify policies which need updating quickly and circulate them to relevant staff members as soon as possible.
The Tracker’s Policy Library enables you to upload your Policy, set a reminder for review and will save any changes made in a new version, so you have complete traceability of which version was in force at a particular time (which is useful when dealing with issues).
With a couple of clicks you will be able to circulate the Policy to all relevant staff and ask them to acknowledge receipt. The system saves those receipts and you can report on them, giving you confidence the right people have seen it.
Features…
- Policy Upload
- Policy Register
- Email and on-platform notifications for updates
- Distribution email
- Read receipts
- Reminder emails
Gifts & Hospitality Register
What it does…
The Bribery Act makes it an offence for a person to gift or receive a bribe. Firms who have adequate procedures in place may be able to obtain a defence of failing to prevent bribery taking place. One of the most common area firms have wanted to demonstrate that they manage and supervise their bribery risk is making sure that all gifts and hospitality, given and received are recorded to ensure limits within their policy are adhered to.
Features…
- Intuitive form for staff to complete.
- Authorisation by manager
- Configurable limits
- Reporting by client, department and staff member, type of gift or hospitality
Own Conflicts Register
What it does…
Law Firms cannot act for clients where there is a conflict between a potential client and another client, or the firm. Whilst firms have processes within their case management systems for checking for client conflicts, conflicts between the firm and people who work there, and their potential clients can be overlooked.
We have produced an Own Conflict Register where staff can add their interests (for example School Governors, or Trustee roles) onto the Register using our easy to complete form. The Register can be searched as part of the file opening process.
Features…
- Easy to complete form
- Centralised database
- Searchable by organisation name/number
- Downloadable pdf report for your records
Undertakings Register
What it does…
To comply with Anti Money Laundering legislation, law firms are required to assess whether clients are high risk for money laundering or terrorist financing and, if so, conduct enhanced due diligence, and ongoing monitoring.
As Independent Auditors we’ve seen that firms don’t always have a Register. By keeping a Register firms will have a central record which can be provided to senior management to approve take on of clients, it can provide reminders for staff to review the client due diligence and risk assessment as part of ongoing monitoring, and it can easily be provided to Regulators and Auditors when requested.
Features…
- Type of risk, why the person is high risk, any associated Fee Earners and/or matter numbers
- Incorporated approval process
- Email reminders for ongoing monitoring
High Risk Client Register
What it does…
Keeping track of your policies and procedures is a huge task. With regulation and law changing, as well as live data from your root cause analysis you will want to be able to identify policies which need updating quickly and circulate them to relevant staff members as soon as possible.
The Tracker’s Policy Library enables you to upload your Policy, set a reminder for review and will save any changes made in a new version, so you have complete traceability of which version was in force at a particular time (which is useful when dealing with issues).
With a couple of clicks you will be able to circulate the Policy to all relevant staff and ask them to acknowledge receipt. The system saves those receipts and you can report on them, giving you confidence the right people have seen it.
Features…
- Policy Upload
- Policy Register
- Email and on-platform notifications for updates
- Distribution email
- Read receipts
- Reminder emails
Want to find out more about Teal Tracker?
To find out more about Teal Tracker, simply email hello@tealtracker.com
Alternatively, click here to find out exactly what’s in the Teal Tracker subscription.
our
services
SORTED Programme
This programme will enable you to spot the gaps in your compliance and fix them quickly.
Training & Education
We make our compliance training courses as practical and enjoyable as possible.
Legal Compliance Audit
Our audit answers those compliance questions that you’ve been struggling with.
Policy Review & Writing
We love reading policies and procedures, but we know not everyone does.
Website
Audit
Is your website compliant with the SRA Transparency Rules? Our website audit will help.
Teal
Tracker
Our technology solution for your compliance needs. Keeping you and your clients safe.