Discover how Cheyenne Regional Medical Center improved policy management by adopting DocTract to replace an inefficient system that couldn’t support remote work. After a failed vendor experience, they chose DocTract for its Word integration, reminders, version comparison, and ease of use. The implementation improved efficiency, increasing processed policies from 8 to 40 per month. Staff use the portal to view, review, and approve policies based on role. DocTract’s responsive support and continuous improvement have made it a valuable solution for managing healthcare policies effectively.
Industry:
Healthcare
Size:
2,500 employees
Use Cases:
Policy Management & Distribution
.png)
In today’s fast-paced healthcare environment, managing policies efficiently is crucial for ensuring quality care and compliance. Our organization recognized the need for a streamlined, scalable solution to handle the growing volume of policies and improve collaboration among stakeholders. Before adopting DocTract, we struggled with a system that lacked the necessary functionality for remote work and effective policy review.
Faced with the challenges of managing policies across multiple platforms, we sought a solution that would offer ease of use, integration with existing systems, and enhance overall efficiency. This case study explores how the adoption of DocTract transformed our policy management process, leading to significant improvements in workflow, collaboration, and productivity.
.png)
Overcoming Policy Management Obstacles
Before DocTract, we used the free version of SharePoint combined with backup folders on our shared drive. Our Policy Review Committee (PRC) meetings often lasted up to two hours, during which, changes to policies were updated in real-time.
The Need for Change: Adapting Policy Review for Remote Work
When the COVID-19 pandemic hit, we needed a way to review policies remotely, without requiring everyone to be in the same room or on a Webex call.
Finding a Modern Policy Management Platform
We initially entered into an agreement with another company, but had to terminate the contract due to their failure to fulfill promises made during the sales phase. Following this, the hospital leadership prioritized implementing a contract management system. We attempted to adapt this system for policy management; however, we were ultimately informed that it was not designed for such purposes.
After looking at several policy systems, we arranged a demonstration with DocTract and supplied them with a comprehensive list of our expectations. We emphasized that if the system could not fulfill these requirements, we would not proceed further. DocTract was the first company to genuinely listen and understand our needs for a Policy Management platform.
The integration with Word was a key selling point. Other systems we evaluated used software that mimics Word but doesn’t provide the same experience. We also appreciate the reminders and automatic notifications about published policies. The compare feature has become even more useful over time. The pricing was also highly competitive.
One of the things we truly appreciate about DocTract is their commitment to continuous improvement. The product keeps evolving based on customer feedback, and their customer service is exceptional.
Whenever we have needed support, issues are typically resolved within an hour. We have always found the customer support at DocTract to be responsive and helpful.
"Overall, the implementation process went smoothly. The team at DocTract was responsive throughout the process."
Andrea Galik - Legal Services Administrator, Cheyenne Regional Medical Center
|Everyone in the organization uses the Site Portal to view polices.
Staff who use the review functionality are managers and directors who own the policies; our Vice Presidents approve policies.
“Role-Based User preferences makes it easy to assign owners to policies."
Andrea Galik - Legal Services Administrator, Cheyenne Regional Medical Center
The primary benefit we've experienced is a significant increase in efficiency. Before implementing DocTract, we could process on average eight
policies per month. With DocTract, that number has increased to as many as 40 policies per month.
“After evaluating several policy management systems, none compared to the user-friendly experience that DocTract offers.”
Andrea Galik - Legal Services Administrator, Cheyenne Regional Medical Center
.png){kind=logo}
.png)