CASE STUDY: DOCUMENT MANAGEMENT SYSTEM PROCESS

document management system process operations content

Summary

BDT helped a medical practice management company implement a document management system process to organize and manage business operations content.

The per quarter results averaged out to:

 

Introduction

The executive director of a medical practice management company needed a process to create, organize, manage, and track documentation and associated support tools not only at corporate headquarters but also at the medical practices it managed.

The Issue

The medical practice management company had trouble ensuring current versions of documentation for policies, procedures, and their associated support tools were available to employees at corporate headquarters and at the medical practices it managed. This led to lost time and money and decreased productivity as employees searched for the proper document version to use.

The executive director hired Bell Design Technologies, Inc. (BDT) to offer a solution for organizing the operational documents and to design a document management system that included version tracking for these documents.

The Solution

BDT did an analysis to determine policy and procedure documentation requirements. The existing documentation was poorly designed and written unclearly. The next step was to search for supporting documents; documents such as work instructions, job descriptions, forms, job aids, etc. These documents lacked a consistent look and feel. Poorly designed forms hindered the logical flow of process inputs and outputs. Employees did not understand how the supporting documents connected with policies and procedures. 

BDT implemented a document management system that included a process for version control. Document management system design also included:

The Result

Storing operational documentation with their associated support tools on the client’s server made it easy to maintain and update.

Employees more readily understood why and how things were done within the company, the medical practices, and their respective departments. They better understood what their duties were and how they tied into the applicable policies and procedures.

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