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To say that 21st century healthcare is in a state of change is probably the understatement of the century. However, there are at least two constants on which managers, caregivers, and clinicians can reliably depend.
One, the need for organizations, from ambulatory care centers to large regional systems, to deliver high quality care with fewer resources.
Two, the need to keep policy and procedure libraries up-to-date, well-organized, and easily accessible by staff at any time of day or night.
But for those who are responsible for managing and maintaining the policies and procedures that dictate how that care is delivered, the process is inefficient, tedious, and broken.
That’s actually a good thing. Here’s why.
In the age of lean processes and increased reliance on outcome data for accreditation and reimbursement, it’s impossible to deliver consistently positive inspection and audit results without an efficient and automated policy and procedure management process. And without that, it’s becoming increasingly difficult to deliver the best patient outcomes.
Yet many organizations — maybe even yours — still maintain their policy and procedure libraries in binders that take up acres of shelf space and require constant manual updating, copying, collating, and routing to departments who often have their versions of the same documents.
Today, the same digital technology contributing to better outcomes and diagnostic breakthroughs through data sharing can put the right information into the right hands at the right time.
Now, it’s easier than ever to be more efficient.
Policy and procedure management is a necessary yet cumbersome reality of delivering healthcare in today’s environment. But many organizations’ antiquated document management systems are replete with duplicated effort and elevated risk. Does it have to be so labor-intensive and time-consuming?
In a word, no.
Consider the experience of St. Vincent Heart Center of Indiana, the first freestanding heart hospital in the Indianapolis metro area. While a consistent market leader in terms of medical technology and patient outcomes, its manual policy management process was prone to error and duplication.
Until implementing PolicyStat, SVHCI leaders struggled with the general confusion and lost productivity inherent to a paper-and-binder-based system. They knew their policy and procedure management process couldn’t scale to the needs of a quickly growing care niche in a competitive market. They just weren’t quite sure how they were going to solve the problem.
You can read more here, but after carefully weighing options that included a homegrown system based on SharePoint, SVHCI selected PolicyStat’s lifecycle management solution.
Lengthy approval committee meetings are replaced with streamlined approval workflows. Instead of team leads chasing signatures, anyone who needs to sign off on a document receives automatic email notifications on whatever device they wish to use.
Policy and procedure content is organized by department, function, and even regional facility without duplication or inconsistency. Coupled with an intuitive search function, staff members can now quickly get their hands on the most current version of any document they need.
Like other PolicyStat clients, SVHCI now enjoys shortened audit surveys and reduced audit stress as a result of being able to present intuitively and consistently organized content that’s up-to-date, accurate, and immediately available.
We’re betting you could use some of that in your daily work life. And believe it or not, it’s easier than you think.
Minimize the burden for IT. Maximize efficiencies for all.
We won’t sugarcoat it. Migrating your policy and procedure library onto our platform from hard copies in binders and Word documents on SharePoint is a significant commitment and requires a lot of effort.
Just not on your end.
You don’t have to figure out who’s going to manually type all of those documents into our CMS, because we do the heavy lifting for you. We convert all of your old policies and procedures into documents that are searchable, accessible, and editable.
Once edits have been made, anyone who needs to read and approve them is automatically notified. All documents have a consistent format and look, which reduces reviewing time while displaying a high degree of cohesion and process discipline during audits.
Changing old habits – even ones that everyone admits are inefficient and detrimental to operations – can be hard. But PolicyStat removes the burden that managing policies and procedures places on IT with a solution that requires no additional hardware or software to buy or maintain.
It also offers accessibility via desktop, laptop, smartphone, or tablet from any location with Internet access, which is critical functionality for large regional systems that depend on the ability to deliver integrated care across satellite locations.
Day in and day out, authorized users can access policy and procedure content without a separate PolicyStat login. As a result, staff always have the information they need at their fingertips, allowing them to perform their duties and make decisions with confidence.
Naturally, data security and accessibility is going to be a concern as your organization evaluates solutions. PolicyStat’s solution is based on redundant servers located in geographically separated locations in order to guarantee 99% uptime availability. We also offer two options for disaster recovery of your entire policy and procedure library for ultimate worst-case peace of mind.
If you’ve got two minutes, watch our demo to learn how you can automatically begin to shift the thousands of hours you’re spending on policy and procedure management into focusing more time on delivering higher quality care.
Of course, you can also contact us to set up a live demo. You’ll quickly see why we have a 99% client retention rate and a 99.8% customer support satisfaction score.
You’ll also see how with PolicyStat, your facility can tackle the daunting task of repairing its broken policy and procedure management system more quickly and easily than you ever thought possible.