Here at PolicyMedical, we work with new clients every day. Each hospital or healthcare facility that we work with must migrate from their existing policy management system to our PolicyManager solution. In some cases their existing system is a manual system, consisting of binders and paper. Other times it is an in-house intranet system, or a different web-based policy management system. No matter what type of system you are migrating from, we want to make sure that the transition is as smooth as possible for you.
How Are Policies Migrated to an Electronic Policy Management System?
The migration process is a systematic three-step process:
- Extract all data from the old system
- Upload documents to the new system
- Train your staff on the new system
It is important for a software vendor to have in-house expertise to make migrations a smooth and efficient process. This takes a significant burden off the staff members of the hospital or healthcare facility. Before the contract is signed, it is important to understand the system that is currently housing your policies and procedures. It is very useful when organizations provide access to their current policy management system, whether that is a web-based system, an intranet system, or simply e-mailing copies of existing policies. This provides an opportunity to evaluate existing documents, including their format and any associated content to determine the best plan for migration.
Migrating From Paper Binders to An Electronic Policy Management System
Many hospitals already have a policy management system in place. It could be a manual system of paper and binders, an intranet system, or another web-based policy management system. At PolicyMedical, we work with all new clients to develop a project plan for their migration. With manual paper and binder based systems, this project plan includes:
- A plan for rounding up all policies
- Standardizing all policies
- Creating electronic versions of each policy
- Importing the new policies into the system.
Migrating From An Intranet or SharePoint
When migrating from an in-house intranet system, or even SharePoint, the process is much simpler, as all policies are already electronic. It’s simply a process of uploading those policies into PolicyManager. Hospitals and healthcare facilities that are using other commercial vendors for web-based policy management can be more difficult, as many vendors make it quite difficult to get your documents back out of the system.
Yusuf Rawji, Client Interactions Manager at PolicyMedical, has completed many policy migrations. We caught up with Yusuf last week to give us an example of a migration he managed.
“We recently started working with a large, multi-site hospital that was using a different web-based policy management platform, and they were very unhappy with it. We worked together to develop a scope-of-work project. They gave us access to their existing system; we evaluated it, and mapped out how we would carry out the migration. The actual migration included going into their existing system, extracting the policies and procedures, reformatting them, embedding links and attaching associated content. We finally uploaded all of the documents into PolicyManager and created workflows for the creation of any new policies and review of each existing policy. This was one of our largest and most successful projects to date and is a testament to the expertise of our Client Interactions and Implementation teams.”
Benefits of Migrating To An Electronic Policy Management System
Migrating to a new policy management system is not an easy task. It can take months of planning and a great deal of tedious work. However, the benefit of having an easy to use, efficient, and central repository for your policies and procedures makes it worth the effort. At PolicyMedical, we have carried out thousands of migrations, and we understand the stress that goes along with it. If you are considering migrating, please contact our team, and we would be happy to help you make a plan.