Writing effective healthcare policies and procedures for healthcare organizations is a daunting task. It requires a great deal of time, effort, and attention to detail. Through the many healthcare organizations we have advised, we have learnt that the final product must reflect the values of that organization, while outlining processes for day-to-day activities, and ultimately preventing risk. Before being disseminated to employees, policies must undergo a multi-step process, of writing, reviewing, and approving. We know this process inside and out, and we are committed to helping you to get it right. That commitment is absolute, whether you find our software a good match for your organization, or if you find another vendors offering is a better match.

1. Which Healthcare
Policy Management
Software Is The Best
Fit For You?

2. Your Healthcare
Policy Management Software Needs
Once you have determined your organization’s
policy management needs, these are the top 5
factors that should help you make a decision of
choosing which healthcare policy management
software is the best fit for you:

3. 1) Ease of Use
Arguably, the most important feature of a policy management system is
ease of use. Your employees may have varying levels of technological
prowess, so it is important to have a system that can guide them through
each step of the policy management process. To ensure ease of
adoption, ask the following questions:
Does the software have a user­friendly interface?
Is there single sign­on functionality to reduce the
number of usernames and passwords that users must
remember?
Are there easy­to­understand and easily accessible
training and support materials?

4. 2) Security
In healthcare settings, security is paramount; specifically when working
with software. It is imperative that the potential vendor recognizes the
importance of security and that their platform reflects that.
In addition to protecting your organization’s data from external threats, it is
also important that the system can ensure internal security.
It is important that your software allows you to set internal permissions,
ensuring that only the appropriate users have the ability to search for,
view, edit, and otherwise interact with policies and procedures.

5. 3) Searchable Content
Your policy management software should contain a robust search
engine that allows users to search using whatever criteria they find
most useful, including, but not limited to, keywords, review dates, or
author. The search engine should rank results in order of relevance,
in addition to enabling users to quickly refine searches to pinpoint
exactly what they need.

6. Document
Retention/Storage Space
When regulations require files to be kept, but they’re no longer needed
for daily operations, they should be archived separately. An effective
policy management system should be able to schedule appropriate
migration, purging, or destruction of files. It is also important to ensure
that your policy management system has the capacity to hold all of your
policies and procedures; both current and archived. Inquire about any
storage limits that will be imposed upon your organization, and whether
storage is cloud or server based.

7. 4) Vendor Viability
Since policy management software is a long­term investment, it is
critical to ensure that the vendor is reputable and in good standing.
There are a few questions you need to ask potential vendors before
you purchase a new policy management system, including:
How long have you been in the business of developing and
supporting policy management software?
How many new organizations have signed with you for policy
management software in the past two years?
Can you provide references?

8. Adopting New
Policy management SOftware
Adopting new policy management software is a large undertaking,
whether you’re transitioning from paper and binders, intranet, or
another type of software. As you search for policy management
software to satisfy the specific needs of your healthcare
organization, take your time, and don’t settle for anything that could
jeopardize the integrity and accessibility of your policies and
procedures.

9. Thank you
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. If you would like
to see our software in action please ask for a free
demonstration. Or contact us to find out more.

10. Policy &
Contract Management
Solutions
policymedical.com