The #1 Feature you need in your Policy Management Software

We’ve worked in the healthcare governance, risk, and compliance (GRC) industry, for quite some time now, over a decade and a half in fact. Over that time we’ve learned how important some features are to our clients, prospects, and to document management software users as a whole. That’s why at PolicyMedical, we constantly work on improving our product offering and enhancing all of our software features so that healthcare organizations continue doing what they do best, keeping the community healthy.

The top rated and number one requested feature that we always hear about from prospects is search functionality.

How easy would it be if you only had to type in the word you’re looking for and find all the documents related to that topic/word and, in some cases, the specific document you need? Healthcare professionals often find themselves in a situation where there’s not much time and vital information is needed quickly, so a comprehensive search function is crucial and even life changing for those in healthcare. So, what’s the best way to use it? Here’s a short tutorial:

How does the Keyword Search work?

Let’s use the PolicyManager™ application as an example. The keyword search feature helps you find documents related to a specific subject. For instance, this feature would be most helpful if you wanted to review all the policies on “handwashing”. By typing your keyword in the search box, you’ll receive a results page with all related documents.

Working with the Results Page

After you perform a keyword search and results are found, the results pages will appear with documents that fit within that keyword criteria. You’ll see the title of the document and its location, and, depending on how comprehensive the policy management software is that you’re using, you’ll also find a document quick view option where you can look at part of the document before having to click and fully open it. This way you can confirm it’s the one you’re looking for and save time. The quick view will also display the metadata of the documents without having to click on the document.

Using the Advanced Search Function

Once you find the document you’re looking for and you want to open it up, you can click on it to view the content of the document right away. If that is not the document you’re looking for you can also perform a more elaborate search. This is where an advanced search feature comes in handy.

PolicyManager™, in particular, uses Boolean search terms in the advanced search. For example, “AND”, “OR”, as well as ASTERISKS, QUOTATIONS etc. are used to narrow down or expand a particular search. To give you a better idea on how to use these search terms, below are the definitions of the most common Boolean terms used in the advanced search function:

AND: This operator is inclusionary and thus limits your search. E.g. Handwashing AND patient care
OR: Offers flexible inclusion and typically broadens your search results. E.g. Handwashing OR Infection control.
NOT: This excludes specific search terms, meaning the query will exclude any results for that term (or terms). E.g. Handwashing AND nurse education NOT infection control
*: The search will return and highlight any words that begin with the root/stem of the word truncated by the asterisk. E.g. Admin* will return administrator, administration, administer, administered.
“: Must be used when searching for exact phrases of more than one word. E.g. “handwashing”

There are some great policy management systems out there, and having an extensive search functionality built in the application is a huge addition, and in our opinion, the #1 feature your software should include. Having a reliable search system can help you and your healthcare organization manage policy and procedure documents across facilities and departments, as well as enable teams to perform their jobs in a trustworthy and versatile environment.

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About PolicyMedical

PolicyMedical is founded on the principles of making people happy and healthy. We ensure the health and happiness of the people that we touch through our thoughtful, world-class solutions. If you have any questions about our software, feel free to contact us here or request a free no-obligation demo. If you like our content and want to stay in the know, sign up for our monthly digest and get our latest and greatest posts directly to your inbox!

About the author

Bianca Zefa

I have been involved with client interactions for over ten years in my various professional guises, which has allowed me to build a vast wealth of experience. I hope to bring this experience to PolicyMedical so that our clients enjoy a great implementation process and training. It is my job to make sure healthcare professionals find all the support and motivation needed to get the most out of the application. I endeavour to provide the best usability of our software and engage learners with varying skill levels so that they can meet their various deadlines.