We understand that trying to find out which healthcare policy management software is the best fit for you and your healthcare organization can be a daunting task. In addition to the commitment of time and money, there is a great deal at stake in regards to risk, compliance, and employee satisfaction. Over the years we have engaged with healthcare providers we have learnt that due to the ever-evolving world of policies and procedures, it is likely that most facilities will be required to upgrade or replace their current systems in the near future. In some cases our software can help with that need, in other cases we might not be able to help, but in either case we would be happy to help with your research.
How Do You Find Out Which Policy Management Software Is The Best Fit For You?
Whether you’re implementing policy management software for the first time, or replacing your current system, there are several steps that you need to take to be sure that your system is robust, user friendly, and will help you meet both short and long term policy management goals. The most important question to ask yourself before beginning your search for policy management software is:
What are your organization’s goals for policy management? You need to know what you want to achieve before you can identify the functionality that your new policy management system must have. Do you need workflow templates for creating and updating policies? Do you need to link your policies and procedures with a learning management system? Do you need forms management in addition to policy and procedure management?
Your Healthcare Policy Management Software Needs
Once you have determined your organization’s policy management needs, these are the top 5 factors that should help you make a decision of choosing which healthcare policy management software is the best fit for you:
Arguably, the most important feature of a policy management system is ease of use. Your employees may have varying levels of technological prowess, so it is important to have a system that can guide them through each step of the policy management process. To ensure ease of adoption, ask the following questions:
- Does the software have a user-friendly interface?
- Is there single sign-on functionality to reduce the number of usernames and passwords that users must remember?
- Are there easy-to-understand and easily accessible training and support materials?
In healthcare settings, security is paramount; specifically when working with software. It is imperative that the potential vendor recognizes the importance of security and that their platform reflects that. In addition to protecting your organization’s data from external threats, it is also important that the system can ensure internal security. It is important that your software allows you to set internal permissions, ensuring that only the appropriate users have the ability to search for, view, edit, and otherwise interact with policies and procedures.
Your policy management software should contain a robust search engine that allows users to search using whatever criteria they find most useful, including, but not limited to, keywords, review dates, or author. The search engine should rank results in order of relevance, in addition to enabling users to quickly refine searches to pinpoint exactly what they need.
When regulations require files to be kept, but they’re no longer needed for daily operations, they should be archived separately. An effective policy management system should be able to schedule appropriate migration, purging, or destruction of files. It is also important to ensure that your policy management system has the capacity to hold all of your policies and procedures; both current and archived. Inquire about any storage limits that will be imposed upon your organization, and whether storage is cloud or server based.
Since policy management software is a long-term investment, it is critical to ensure that the vendor is reputable and in good standing. There are a few questions you need to ask potential vendors before you purchase a new policy management system, including:
- How long have you been in the business of developing and supporting policy management software?
- How many new organizations have signed with you for policy management software in the past two years?
- Can you provide references?
Adopting new policy management software is a large undertaking, whether you’re transitioning from paper and binders, intranet, or another type of software. As you search for policy management software to satisfy the specific needs of your healthcare organization, take your time, and don’t settle for anything that could jeopardize the integrity and accessibility of your policies and procedures.
At PolicyMedical we will endeavour to help you with this undertaking to the best of our ability even if it turns out the best product for you is with another vendor. If you would like to see our software in action please ask for a free demonstration. Or contact us to find out more.