Document Management Bootcamp presented at Advanced Learning Institute, July 2013 Focus on Hospital Policy Management
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Even with the remarkable technology available today, organizations large and small across industries struggle with Document Management. This session will share from the trenches Best Practices and Pitfalls to avoid in crafting your organization’s Document Management strategy . Complex options around Governance and Implementation will be discussed along with pros and cons of each approach. Real-world successes including screenshots and outcomes will be highlighted. Key considerations to shape an approach that will match your organization’s requirements will be discussed including tricky issues such as • Version management • Review/Update notifications • security configuration • workflow considerations • accountability • reporting • reliability in our BYOD world
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Document Management Bootcamp presented at Advanced Learning Institute, July 2013 Focus on Hospital Policy Management
- 1. Document Management Boot Camp Best Practices for Governance, Organization, Searchability, and Security
- 2. About Olmsted Medical Center Our History •Olmsted Medical Center began in 1949 in downtown Rochester, Minnesota, as the solo family practice of Dr. Harold Wente. •Opened in 1955, the Olmsted Community Hospital ended its county affiliation and became part of Olmsted Medical Center in 1996. It is now called Olmsted Medical Center—Hospital. •In 2013, Olmsted Medical Center celebrates its 64th year of service to Southeastern Minnesota. What We Do •Olmsted Medical Center is an integrated community healthcare provider known for convenient, expert, and personal primary care. •Olmsted Medical Center also offers more than 20 specialties. •A not-for-profit organization, Olmsted Medical Center cares for patients regardless of their ability to pay. Where We Work •160 clinicians and nearly 1200 staff provide healthcare services at 17 locations: two multi-specialty outpatient clinics, a rehabilitation/physical therapy facility, weight loss/wellness center, and three walk-in retail clinics in Rochester •a 61-bed Level IV trauma hospital with 24-hour emergency department and BirthCenter, •primary-care branch clinics in ten Southeastern Minnesota municipalities (Byron, Cannon Falls, Chatfield, Pine Island, Plainview, Preston, Spring Valley, St. Charles, Stewartville, and Wanamingo).
- 3. OMConnect Intranet Support Staff One (1.0 FTE) dedicated portal administrator One project manager/backup administrator as needed One (1.0 FTE) documents coordinator 36 content managers and 21 content editors Content authorities to support content managers Multi-disciplinary OMConnect Optimization Core Team
- 4. ORGANIZATIONAL HUB FOR INFORMATION AND RESOURCES As a first-source, one-stop communications hub for all employees, Olmsted Medical Center’s intranet provides hyperlink shortcuts to the organizational resources: Burich Clinicians’ Library Customer Service Excellence Information Privacy & Security Electronic Health Records System Krames Online Services Management Information Portal OMC RePortal OMC Website OMC Regional Foundation Electronic Time Clock & Manager OMC Employee Well-being Employee Self Service Outlook Web Access Policies & Procedures Documents Departments Committees Education Resources News and Events Announcements On-Call Schedule Electronic Forms
- 5. Three Key Points 1. Intranet Governance 2. Intranet Policies 3. Organizating - Planning
- 6. GOVERNANCE In an effort to promote document consistency throughout the organization a policy was put into place. Purpose To preserve version control of Olmsted Medical Center (OMC) documents. All documents and policies are housed in two centralized intranet directories and subject to the organization’s document management process, including revisions according to OMC Identity Standards.
- 9. ACCESSIBILITY Each OMConnect intranet page provides tabs for Policies and Documents. Policies Documents
- 10. DOCUMENT MANAGEMENT CHALLENGES • Documents stored in different locations • Links to documents broke when a document changed location or the name changed. All links had to be adjusted • Finding documents • Regulatory and compliance issues – (HR, Lab) • Documents not getting updated for long periods of time • No archive (tracking) of document changes and who approved changes
- 13. DOCUMENTS STRUCTURE • Departments or Committee • Folders • Files • Consistent structure with all departments Folders are categorized and files types are identified. Files indicate “New” or “Revised”
- 14. SEARCHING FOR DOCUMENTS • Global Search – performed from the all Documents page • Document Search – performed from the documents landing page Search Results: 1.File Name/Link 2.“Parent” Folder Name/Link 3.Full File Location (Folders and sub-folders, keywords) or words from Document page
- 15. • Maintains sohisticated directories of documents • Supports workflow automation for document authoring, review, approval, and publishing • Reminders and notifications automatically sent to users from the system to notify them of pending tasks Individual task reminders appear on the Welcome page. AUTOMATED DOCUMENT REVIEW
- 16. • The control panel is available from any of the open component folders in the P&P component. • It provides information on all documents that need updating for the individual logged into the intranet. • The actual documents in review will appear to the right of the status bar. CONTROL PANEL
- 17. POLICIES AND PROCEDURES • 896 active organizational policies • Access to all OMC policies • Search for a policy
- 18. POLICIES STRUCTURE • Category • Folders • Files
- 19. SECURITY Document Coordinator •A Document Management Coordinator assigns security for each document that goes through the automated revision process. •Security can be set up for individual documents or groups of documents to be reviewed. •Groups of documents can be visible to a specified security group or open to all staff.
- 20. CONSIDERATONS FOR ORGANIZING A CONSISTENT DOCUMENT MANAGEMENT SYSTEM Consistency and Accountability • Organizational Document Management Policy Document Setup - Standards • Naming convention for easy searching and grouping Instructions Sheets – Information Sheets – Forms – Consents - Letters • File format – Word, Adobe PDF, PowerPoint, etc. • Categorize documents – Department/Location • One centralized location for all documents
- 21. Version Control • Devise a numbering system • Revision Process How often will documents come up for review Revision numbering system Workflow Considerations • Who is going to write, modify, and approve documents • Document update notifications set-up Who and how often?
- 22. Three Key Points 1. Intranet Governance defines ownership and management and provides a foundation for consistency 2. Intranet Policies are a guide to support consistent content and functionality, set and reviewed by the governance team 3. Organize and plan the document structure, naming and numbering convention, and security around policies and documents
- 23. For Information on OMC’s intranet vendor HospitalPortal.net visit www.HospitalPortal.net, give us a call at (847)632-0434x276, or email marketing@HospitalPortal.net
Editor's Notes
- Olmsted Medical Center has provided healthcare services to Southeastern Minnesota for 64 years. We are a not-for-profit organization offering more than 20 specialties. With 160 clinicians and nearly 1200 staff providing healthcare services at 17 locations: two multi-specialty outpatient clinics, a rehabilitation/physical therapy facility, weight loss/wellness center, and three walk-in retail clinics OMC is a 61-bed Level 4 trauma hospital with 24-hour ER and BirthCenter There are ten Southeastern Minnesota primary-care branch clinics
- Our focus with the intranet is to provide a common location for all employees to communicate information. Decentralized content management means that staff from all areas maintain intranet information.
- This list demonstrates how much the OMC’s intranet expands into all areas in the organization to provide the one-stop communications hub for all employees.
- Three key points I’m going to make today. The importance of intranet governance, policies, and organizing.
- Governance is the first key takeaway for today Who should own the intranet? Communications, I.T., HR, or all of them? Who is the present owner? At OMC the intranet governance team represents several departments, committees, and locations. Governance defines ownership and management, and provides a foundation for consistent behavior. Consistency is accomplished through the implementation of policies around content and functionality that are approved by the governance team.
- That brings us right into the second key takeaway for today. The importance of intranet policies and procedures. The policy for document management specifies that the intranet is to support an electronic document storage and revision process. OMC-created documents located in a central repository follow a consistent process. Document that are exempt from OMC’s document management system include: training and visual presentations, meeting minutes/agendas, and certain other documents approved by the document coordinator.
- With support from the governance team the documents coordinator enforces the document policy. The OMC Document Management procedure states that: Documents are reviewed, approved, and assigned a document number prior to being used by OMC staff in accordance with OMC’s Document Coordination policy. Policies follow a similar procedure in accordance with OMC’s Policy and Procedure Protocol.
- OMC’s intranet governance defined the content placement for the organization’s policies and documents for easy access.
- We were faced with document management challenges you may be familiar with: documents stored in different locations creating multiple versions, using network drives difficulty finding documents and not accessible when links are broken regulatory and compliance issues are created when documents are not reviewed regularly and there isn’t tracking of document modifications or review documents not getting updated or reviewed for long periods of time we needed to have visible tracking of changes and who approved them for each document Chris Heinl - examples
- Where did we start and what was our progression into the automated review process? Before we used the automated review process that is currently in place we used a database to manually record the events around each document in our repository. We already had a document naming and numbering convention in place.
- Point number 3 - It is important to plan ahead and organize. Organize and Plan the structure and security of Policies and Documents. We have over 4,000 active organizational documents in 75 department and 13 committee document folders Our naming convention identifies the type of document in the name. For example: Information Sheet, Instruction Sheet, Consent, or Form are the first part of a document’s name. Plan your document and revision number structure. As with the policies, staff have the ability to search for specific documents. Searching can be done by Document name or number, as well as document content.
- Our current document structure is easy to use, consistent, and informative. Document files are uploaded into a folder structure that is consistent for all departments File types are identified, such as Word or Adobe PDF If a file has been recently uploaded or revised this is indicated with red text is next to the file name
- Make it easy for staff to find documents. A Global Search for documents can be performed from the “All Documents” page or from the department’s document page. Search results have three lines of information: File name and link directly to document Parent folder where the document is located Full File location
- We have an automated document review process in place. A document is set up with a review timeframe by our documents coordinator. When the document comes up for review emails notify the reviewer and a reminder appears on their intranet home page.
- A control panel is available for individuals to view the status of all their pending documents. Reviewing documents can be accomplished from this panel by clicking on the document name.
- Policies and Procedures We have 896 active organizational policies visible to all staff from a repository similar to all documents and located on their own page.
- Each category is set up in a folder structure making it easier for staff to use Policies have their own numbering system Chris Heinl – Structure ?
- The document coordinator sets up viewing and reviewing Security for each document or group of documents
- To review what should be taken into consideration for organizing a consistent document management system : -- an organizational document management policy provides a foundation for consistency and accountability -- standards guide document setup Name conventions for easy searching and grouping File formats Document categories One central location
- -- develop a numbering system and revision process to support version control -- allow for workflow considerations by assigning staff to specific roles for document management and the document review process
- I hope the best practices I have shown you today demonstrate how valuable it is to define ownership and management with an intranet governance, set policies into place to support the foundation for consistency, and to organize and plan the document structure, naming convention, and security around documents. These three crucial elements have proven valuable for the end-user experience and document searchability.