Managing documents within a healthcare organization can be a complex and time-consuming task. Prompt aims to streamline the process through our innovative cloud-based management system, benefiting all levels of your healthcare organisation.
Here are five key benefits that Prompt Documents offers:
1. Reduced Management Costs
Prompt tracks and manages your organization’s documents by departments and sections, allowing staff to update information quickly and easily. By nominating responsible users at different levels within your organization, you leverage their time and expertise to ensure that documents are of the highest quality. This not only reduces the time and effort spent on document management but also ensures that users always have access to the latest information, ultimately reducing management costs.
2. Tighter Management Control
When a document is updated in Prompt, it is tagged, versioned, and converted to PDF. All resulting printed or emailed copies of the document contain essential information such as the document ID, version number, last updated date, last review date, responsible user, and attached accreditation frameworks. Users responsible for administering documents are automatically reminded by email when it’s time for a review, ensuring that documents are always up-to-date and within quality guidelines. This level of control ensures that there is no confusion about the version or origin of a document.
3. Simplified Accreditation Processes
One of the key challenges in healthcare is managing accreditation processes. Prompt allows you to attach documents to any number of accreditation frameworks, simplifying the management of your accreditation processes. You can easily report on all documents that adhere to a specific framework section and see when they were last updated and reviewed. This simplification not only saves time but also ensures that your organization is always compliant with accreditation requirements.
4. Identification of Best Practices
With Prompt, you have the unique opportunity to share information with other health organizations. This allows administrators to establish best practices by comparing documents with other organizations’ documents. Documents can be imported from another organization and linked so that when the original document is updated, the responsible user within your organization is notified about the change automatically. This sharing of information not only helps in identifying best practices but also fosters a culture of collaboration and continuous improvement.
5. Easy Reporting and Auditing
Prompt maintains a full audit trail, making reporting and auditing tasks easy and efficient. Built-in reports allow you to discover:
- Who made a change to a specific document,
- Which user accounts have logged in during a period,
- How many times a document was accessed,
- The search terms your users are using to find documents, and
- List of documents that need to be reviewed.
This level of transparency and accountability ensures that your organization is compliant and up to date with its document management practices.
Prompt Documents offers a range of management benefits that can greatly enhance the efficiency and effectiveness of document management within your organization. By leveraging these benefits, you can streamline your document management processes, improve compliance, and ultimately deliver better patient care.
To learn more about the benefits of Prompt Documents, book a demo today.
