Policy Management Software Implementation Challenges (and Solutions)

So you have chosen new policy management software. You’ve found a policy administrator, created a policy on policies, and finally selected the software that fits your healthcare organization. Now what? Your new policy management software is sure to reduce stress, save time, and help you reach your policy management goals. However, as with any new software implementation, there are sure to be a few bumps in the road. That being said, we are going to address the common challenges when implementing policy management software with you today and how to overcome them easily.

Policy Management Software Challenges Are Not What You Expect

Unlike what you might think, the challenge with implementing policy management software does not result from complicated or difficult to use software. All tasks from running reports and attaching content, to searching and viewing policies are very straightforward. These modules are quite powerful, while remaining user friendly. The challenge for most organizations arises because they have spent many years perfecting a laborious, and now outdated manual processes. It can be intimidating to re-imagine your process in the context of your new software.

Manual vs. Electronic Processes

Here at PolicyMedical, we have helped thousands of healthcare facilities implement policy management software. One issue that comes up with organizations, both big and small, is how to adapt their existing policy creation, review, and approval processes to their new software. Every hospital has a system that has been developed over time to fit their unique needs. Some organizations have multiple policy committees that must review a policy before it’s approved, and some organizations have a single individual who reviews and approves all policies.

We understand and are here to help. One of the best ways that organizations can work through this challenge is to map out their current process on paper. We call this your policy workflow. Take some time to determine the following:

Who writes the policies for each department?
Does it have to pass through a committee?
How many people must review it?
Who must approve it?

Policy Workflow Feature

Most policy management software applications have a workflow feature. Once you have been fully trained on the workflow tools, you can begin adapting your manual workflow to function automatically within the software. . You can this flow chart to help you get started. Most healthcare organizations that we work with find that this saves an incredible amount of time and frustration by carrying out policy creation, review, and approval in a central, easy to access location.

If you have a solution like PolicyManager, this process is even easier. Once your policy workflow is mapped out and adapted to our software, you can create and save it as a template. For instance, if each of your Laboratory policies must go through the same individuals for creation, review, and approval, you can save that specific workflow as a template. From then on, each time you start working on a new Laboratory policy, you can select the template, and the policy will automatically be sent to the appropriate individuals to be finalized. Workflow templates are a new feature in 2014. After working with numerous clients who were having similar challenges, we created this feature and have been continually improving it.

It’s Too Hard To Change Our Current Policy Process

If your organization is adamant about retaining your existing policy workflow process, you can implement policy management software without utilizing the workflow template feature. We have several clients who have easily implemented PolicyManager while sticking with their existing policy workflow process. We do believe, however, that they are missing out on some of the efficiencies that the system could provide.

Increase Efficiency By Using Policy Workflows

Implementing new policy management software is a daunting task, and it is not without challenges. By mapping out your existing policy workflow, and taking some time to adapt it to your new policy management software, you will greatly increase efficiency in your policy management process. Our clients that have done so have shared with us a great sense of relief. They’re finding a lot more order to their work, and they can focus on more important activities. If you need advice about creating your policy workflow or adapting it to your policy management software, don’t hesitate to contact our team who is always here to help.

About the author

Saud Juman

I founded PolicyMedical in 2001 with the initial goal of improving the health of others through the use of technology. Ever since then, I have strived to make sure that our product, PolicyManager, sets the industry standard in healthcare policy management software. Not only this, but I have learned the value of strong client relationships, and that is why over the years I have placed as much time and investment in that area of the business as the product itself.