Healthcare facilities and organizations tend to have tons of policies and procedures that their staff are required to comply with. Due to the elaborate nature of the documents and what they entail, it can become quite overwhelming and complicated when trying to organize and manage policies and procedure manuals. Considering our primary purpose in the healthcare industry is to provide robust and effective policy management solutions, we have seen time and time again how disastrous it can be to employ an uncompetitive policy management system in hopes of soundly managing a healthcare facility’s policies and procedures documents.
After helping hundreds of clients implement our PolicyManager™ policy management system, they often give me feedback as to why they decided to upgrade their policy management system. I get a range of reasons, but the most common ones I hear are:
- It was difficult to find or locate the actual policy or procedure
- The documents were rarely updated on time
- It was difficult to show compliance with regards to the policy or procedure
If you have a policy management system that does not have a robust searching functionality it can cause hardship for your colleagues as they will not be able to find the information they are looking for in a timely manner. I have heard in the past that organizations use binders or a shared drive to store their documents which may sound efficient, however when a staff member is on the floor and they need to find information on a particular topic it is very difficult to have to sift through all those papers and files. If you have a policy management system that provides a powerful search engine, individuals will be able to locate the document they are looking for in a quicker manner.
Clients tell me that they hate dealing with policies and procedures because they are not exactly sure how accurate the information is and if the documents have been updated. As individuals we all have busy lives and it’s hard to keep everything scheduled and organized. Some clients have told me that they will set manual calendar invites to remind them as to when policies need to be reviewed or track this information on an Excel sheet and try to refer to it as often as possible. This is not the most efficient manner to track the status of your documents.
With an upgraded policy management system, the software can send and automated notifications to the individuals responsible for policies and procedures on a regular basis. That way the correct person(s) are alerted when a document needs to be updated. In addition, having an online editing tool that allows your colleagues to collaborate together is a huge benefit as well. Gone are the days where individuals will edit policies and then email it to the next person for approval hoping that they get back to them on time and provide their input. A policy management system that provides an online editing and collaboration tool will allow individuals to work on a policy in a more efficient manner by providing an automated workflow and audit trail to show exactly at what stage of the reviewing process the document is in and what the individuals actually modified in the document.
Lastly, another major pain point that organizations have expressed is that once a document is updated or created, it is hard to track which individuals have read the actual document. They have to go around with paper copies and obtain signatures that their colleagues have read the document. This can be very time consuming and may provide incorrect results. If a policy management system has some type of attestation or compliance module it can help track which individuals have read documents, this ensures all staff members are knowledgeable as to how to complete their assigned tasks. In addition it can help avoid unnecessary legal consequences as the number of incidents would decline because individuals would have a clear idea as to what policies and procedures to follow.
Why Choose A Robust Policy Management System?
Implementing a policy management system that has a robust search engine, sophisticated online editing and collaboration tool as well as a compliance module, can help organizations efficiently manage their documents and remove some of the pain points.
At PolicyMedical, our top most priority is to provide powerful policy management system solutions to healthcare facilities and organizations. Having such a solution helps healthcare staff members to focus on their primary tasks, such a taking care of their patients without wasting any unnecessary time and effort in managing policy and procedure documents. With that said, we recognize that despite our best efforts, we are not always able to cater to every healthcare facility’s needs and that there may always be another vendor that can provide a better suited solution. Regardless, we are more than happy to help you come to a conclusion, even if it means your best option is to go with another vendor. Please, do not hesitate to contact us should you need further assistance. Alternatively, you may book a free demo to see our solutions in action.