We recently had the opportunity to catch up with Denise Ringel, Health Outcomes Practitioner at Emerson Hospital to discuss their policy management practices.
Emerson Hospital is a full-service non-profit community hospital, headquartered in historic Concord, Massachusetts. Founded in 1911, the facility is a 179-bed hospital with more than 300 primary care doctors and specialists, employing 1100 full-time employees and prides itself on delivering high-quality healthcare to more than 300,000 people in 25 towns.
PM: Denise, can you share with us the key factors that contributed to the hospital selecting PolicyManager ™?
DR: Yes, of course. The primary factors were functionality and cost. At the time we were using Windows folders and a ton of Windows capsules to manage our policies and procedures. With PolicyManager ™ we were able to automate and streamline the workflows associated with managing all of our policies and procedures. This provided us with immediate efficiencies and cost savings.
PM: Denise, can you please elaborate more on the efficiencies that you have gained from implementing PolicyManager ™?
DR: Sure. In the past, our policy management process was very manual. We had one person who would coordinate the changing . . . adding, and deleting of policies. They were the central policy gatekeeper. With PolicyManager ™, we now have the flexibility for each department to maintain their own policies within the solution. This provides greater autonomy for each department as they have the ability to easily make any necessary changes on the fly within the system without relying on the central policy gatekeeper. By deploying PolicyManager ™, this eliminated the burden of one or two people managing the entire system. Each department is now responsible for maintaining, using and managing their own policies. This provides us with much greater efficiency.
PM: Denise, as you know not everyone likes change, sometimes with change comes resistance. Was everyone happy to adopt a new automated policy management solution? Did you experience any resistance?
DR: Overall acceptance of the new solution was positive. We took advantage of the onsite training provided by PolicyMedical which helped get our team onboard and user acceptance went much smoother as the team quickly saw how easy it was to use the new solution and how it could benefit them in their role.
The solution is very flexible which provides our teams with the option to either add and edit policies or use the project methodology approach. We have one or two departments that are using Works and others that just edit the documents live or download and upload documents as they need them to be changed. Overall, our team has found the system easy to use.
“The team was impressed with the product’s ease-of-use which helped build immediate confidence. Overall user acceptance went smoothly,” said Denise Ringel, Health Outcomes Practitioner, Emerson Hospital
PM: It is always great to hear that the solution is easy to use and provides the right level of flexibility. Were there any other features that your team found particularly helpful?
DR: Well, the ability to report on what’s past due has basically been critical for us. The email alerts notifying us whenever there is a policy coming due is extremely helpful. Upon receipt of the email, the team can then take immediate action. This saves us time and money as the timely alerts enable us to remain compliant.
PM: You mentioned that our team provided onsite training. Can you share with us your experience collaborating with our Client Success team?
DR: Yes, of course. We found the experience to be excellent. The PolicyMedical Client [Success] team is very responsive. We always get a response within a day.
PM: Denise, how long has Emerson Hospital been using PolicyManager ™?
DR: We have been using the solution for approximately six years and have been very pleased.
PM: Denise, if you were to give advice to one of your peers who is currently in the process of researching policy management software for their organization, what advice would you give them and what are the key things they should consider as part of their search?
DR: Great question. I would advise anyone who is currently researching healthcare policy administration software to consider selecting a cloud-based solution that is easy to use and one that is Windows-like as this will help accelerate user adoption. We found with PolicyMedical’s software that it was easy to convert the data from a Windows environment and put it into an environment that is very similar to Windows which helped us eliminate any trepidation or intimidation within our teams. Again this helped us with user acceptance.
PM: Denise, thanks for this great advice and thank you for your time today.
DR: Thank you.
PolicyMedical specializes in policy, contract, and business associate document management software designed specifically for the healthcare industry. Our software solutions are trusted by and currently being utilized by over 3,000 healthcare organizations and facilities across the United States and Canada. If you have any questions about what we do and how we can help your healthcare organization, please reach out to us and one of our teammates will provide you with a free – absolutely no commitment – demo of any of our products.