Over the last 15 years, we’ve worked with many healthcare systems and large corporations looking to acquire or upgrade their policy management software system. Through our countless interactions with clients, we’ve come to find there are four key features that health systems, IDNs and large healthcare corporations should look for in a policy and procedure system.
These key features include flexibility level, access control, content duplication and enforcing templates.
To give you more insight into what to look for in terms of policy management software at the corporate level, I’ll go more in depth for each of these features and explain their importance:
Good policy management software should provide a flexible but controlled environment for their users. Most of the time, each site or hospital facility within an organization has its own set of practices when dealing with policies and procedures. When a software acquisition takes place, often times those facilities and employees are forced to adapt to that way of operating. Having a flexible and robust policy management software allows employees to easily transition to the new software and helps them stay focused on the real task at hand – taking care of patients. Let’s be honest, it also reduces the resistance to change because they won’t be forced to adopt an entirely new work process (and that’s always half the battle).
A frequent question that we get at PolicyMedical is “How do I allow only some people to access certain corporate policies, but not all?” Having policy management software with powerful access control allows you to define the access level in a very granular fashion, opening or “locking up” folders and/or documents.
Content duplication can quickly become the worst nightmare of a policy and procedure system administrator. For example, if a policy document is the same for two healthcare facilities but different for a third, administrators tend to keep a copy of the document in each of the sites and/or hospitals where it’s required. At that point keeping track of which policy resides in which location can become very tedious. A good policy and procedure system, or contract management system for that matter, should address this scenario and help facilitate and guide the end user to be able to update and keep the files while staying organized.
Enforcing templates is another key feature that should be present in any policy or contract management software for healthcare corporations. Maintaining a consistent corporate brand is very important and having this feature guarantees that any policies, procedures or contracts hosted in the policy management software application makes use of the official corporate template.
Finding the right policy management software that will fit all of the needs of a large healthcare organization can be very difficult. If you’re a policy administrator or compliance professional, I recommend using these four features as a starting point for your policy management wish list when upgrading or acquiring an application to neatly house all of your policies and procedures.
PolicyMedical, specializes in policy and document management software designed specifically for the healthcare industry. Their signature policy management software application, PolicyManager™, is currently being utilized by over 3,000 healthcare organizations and hospitals throughout the United States and Canada. If you have any questions about our software, contact us here or click below to book a demo.