If you know the time has come to implement a new way of managing your policy documents, the process does not have to be complicated.
Software takes some getting used to, but it should streamline things, in the end, adding efficiency and hopefully, compliance to your organization.
Before you overhaul your existing method dive into electronic policy management, consider the following insights and best practices.
Conduct a policy audit and review
The first step to optimizing the electronic policy management process is simply taking a close look at the policies you already have in place.
You need to make sure your existing policies are in line with local, state, and federal regulations, along with any other governing bodies to which you are responsible. You will also want to make sure all your policies reflect your organization’s vision and mission.
In this regard, it’s important to pay attention to not only the content of your policies but how you organize and articulate them.
Develop a standard policy structure
Developing and sticking with a standard policy structure simplifies the process for everyone. When you have a regular template guiding you, developing and updating your policies will be much easier.
Along similar lines, your policies and procedures will likely be much clearer if they are organized efficiently. Any steps you can take to help your employees navigate documents you distribute is helpful.
Automate approval workflows
One of the major perks of electronic document management is the ease of collaborating and distributing your policies.
Make sure you take advantage of these functionalities by automating your approval workflows as much as possible. It’s helpful to decide ahead of time who needs to view and approve all your documents.
Once you establish this, you can electronically revise your policies with the suggested changes and submit them for final approval.
The next step is getting your policy and procedure manuals in your employees’ hands.
After all, they can only comply with the information they have. Come up with a game plan for distributing your policies and notifying your employees of any updates. Next, make sure your employees know how to use all the technology they need for accessing these documents.
Once everyone is on the same page, you can have your employees sign off on documents and easily keep their signatures on record.
Implement a training and education plan
Unfortunately, simply reading through policies and procedures does not ensure compliance. It’s important to engage your employees with this content through training.
As you know, your policies will continue to evolve over time. Make sure you come up with a plan for continued education of your employees.
With a policy management software, you can automate your training efforts. From creating customized curriculum to revising it with new information based on employee outcomes, cloud-based document management makes things easier.
You’ll also likely be pleasantly surprised at the amount of time and money you save along the way.
Perhaps you are just starting the process of exploring healthcare policy management software. Or maybe you are convinced of its benefits and ready to pull the trigger.
No matter where you are in the journey, ensuring compliance in your healthcare organization can only benefit your organization. When everyone in your company can access to the documents they need, everyone will be safer and more successful.
You are investing in your employees and, ultimately, the vision of your organization as a whole.