Ten Steps To Policy Management For Hospitals

Through consultations that we have ran with various healthcare facilities, we understand that there is a lot more to policy management software than the content that goes into it, or the regulations, surrounding it. I often get asked the questions that aren’t brought up in a classic “sales pitch;” the questions that, although may not be important to an everyday user of the product, are very important to the administrators within a healthcare facility. This top ten list won’t address the technical aspects of the product, but it will cover the top behind-the-scenes questions asked by hospital administrators. From my experience of engaging with healthcare facilities, who have used more than one software vendor in their lifetime, I have learnt that these steps are fairly universal, whether you use our software or not. Therefore, although this article bases the specifics on PolicyManager, the advice is generally a good rule of thumb for all solutions.

How do I find out what policy management solution is best for my healthcare facility?

Once you have decided to implement a hospital policy management solution, it is time to do your research to figure out what solution will best suit your healthcare facility’s needs. This is no easy task, as you need to consider multiple aspects of each product, and how they will benefit, or possibly, hinder your healthcare facility. First and foremost, which ever product you select needs to be adaptable to the ever changing world of healthcare. Every healthcare facility is different, and has different needs. Therefore, it is important to determine what your needs are, and make sure the solution you select can conform to those needs.

Other important aspects to consider are, the product’s ease of use, system security, searchable content, and the compatibility you have with the vendor of the software solution. In terms of our offering, it will either work well for your facility, or another vendors software may be a better fit. In order to help you figure that out, we have created a more detailed outline of which is the best policy management software solution for your healthcare organization.

How is the pricing structured for policy management software?

Often, pricing for any policy management solution will depend on the size and requirements of the healthcare facility, and could be determined by multiple factors. To give a point of reference, our pricing structure is based on the number of full-time employees of the healthcare organization. We use this number to determine the needs the healthcare facility will have in terms of the level of access. In addition to the licensing fee, there is a one-time implementation fee and a one-time training fee. The implementation fee provides you with your own PolicyMedical implementation specialist to help guide you through the process of incorporating a new software into your healthcare facility. The training fee amount is based on the level of training the facility requires, and will provide you with a specialist that will train the healthcare professionals, within your facility, on how to use the product. Often, vendors have additional features that can be integrated into the product. To learn more about the pricing structure of policy management software, visit this helpful article.

How long is the standard contract for a policy management solution?

The standard contract term for a lot of policy management software solutions is 3 years. The contract begins on the date of the signature of the agreement, and will be a valid binding contract for the three years following that signature. The standard contract also includes an auto renewal clause; meaning, for each year after the initial three year period, the policy management licence will automatically renew without any binding obligation, if no notice is, otherwise, given.

What happens when my original contract expires?

As mentioned, the standard policy management solution contract expires after three years, but some companies offer an auto renewal clause that will allow the healthcare facility to continue to use the product without the obligations of continued use for years to follow. Most policy management solutions are consistently updated to meet the needs of the client; and so, many clients that have been with vendors for many years will have seen multiple versions of the same product. If after the three year contract is complete and a vendor has a newer version of their product that would better suit to the needs of the facility, it is a good practice to always offer the ability to migrate to the newest product.

How does the billing work for a policy management?

When purchasing a policy management solution, you are essentially purchasing a licence for the product. The licence term is one year; therefore, when you sign a 3 year contract, you are essentially agreeing to purchase 1 licence each year, for 3 years. Most vendors invoice the licence fee each year on the anniversary of the date of the signature of the agreement.

What is a policy management licence, and what does it give me access to?

A policy management licence permits the healthcare facility the ability to access the web-based policy management solution. This licence will allow users to seamlessly search through the healthcare facilities’ policies and procedures in a centralized location. A licence will also give you access to helpful tools that will guide you through learning and using the product.

How will my staff be trained how to use a hospital policy management software?

The training, most vendors offer, is tailored to the needs of each healthcare facility. One of the most effective offerings is live online training where a software specialist will guide you through the product virtually, and often offer the option for in-person training where a training specialist will travel to your healthcare facility and provide comprehensive training session on site

How do I get the most out of my training?

Ideally, to get the most out of your policy management training, it is best to divide the trainees into groups of no more than 20 people. Each person attending the session should have access to their own computer with the policy management software up and running so they can easily follow along. We have found it’s beneficial to have a projector and large screen available to those attending the session. This allows the trainer to share their screen, whether it be in person or online, and point out critical areas of the software. It is important for those attending the class to address any areas they need clarification on with their instructor. We find that an open concept class, with the ability to ask questions and provide feedback, is the most successful and productive.

How do I find the support I need after I have purchased PolicyManager?

Once the software has been implemented into the healthcare facility, and the staff have been trained, our goal at PolicyMedical, is to give of our clients the resources they need to successfully use the PolicyManager product; to us, this means having 24/7 client support. Most policy management vendors offer a support portal that gives users access to quizzes, a list of frequently asked questions, training videos, and how-to-guides to assist in any questions or concerns a user may have. If you are unable to find a solution or answer to your question with these resources, many vendors offer client support and technical support through a support line.

How do I view and understand the capabilities of the software before making a commitment to purchase?

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. We are far happier seeing a hospital working safely and efficiently with another vendor if they are more compatible with your healthcare facility. In order to find out more about our software, please ask for a free demonstration. Or contact us to find out more information, we would be happy to help.

About the author

Alida Dhama

I have a vast background with developed skills in business administration and event coordination. In 2007, I attended Seneca College to pursue and receive a diploma in Business Administration. During this time I discovered a strong interest in creating and managing projects and events, from the beginning stages all the way to its finishing point I later transferred to, and graduated from York University, in North York, Ontario. Here I streamlined in the Global Economy and Corporate Social Responsibly, later receiving a BA in Business and Society. Prior to joining PolicyMedical, I worked as an Events Coordinator, managing and creating large-scale events including corporate business meetings, tournaments for charities, auctions, and personal events. I have also worked as an administrator, assisting in managing projects, managing accounts and processing billing. I enjoy spending time in Ontario’s cottage country with my family and friends. I also enjoy travelling to new and exciting places that allows me to experience new cultures. The two things I dislike most in life are the cold (yes I know this odd given I live in Canada) and writing about myself.