Lab impresses CAP inspectors with streamlined and accessible employee documentation

A large, Chicago-based laboratory system was struggling to manage employee documentation and dealing with scattered paper files and folders, so they approached MediaLab by Vastian for a solution to streamline their processes, mitigate stress, and better show their higher standards.

‍The challenge‍

This laboratory system was compiling employee documentation in paper files. Staff scanned documents to create electronic versions at some lab locations, but they couldn't easily report what documentation was missing. With so many employees, the staff struggled to manage their CLIA rosters. Not all leaders thoroughly understood CLIA Subpart M and needed guidance and assistance.

‍The solution‍

The lab system learned that MediaLab by Vastian had released Personnel Documentation to aid in CLIA rosters and managing subpart M requirements, so they purchased it. In a short time, the team set up our rosters and created confirmation processes for their medical director to approve. They easily identified which additional documentation was needed and created notifications for employees to follow up. All documentation was standardized across all sites and easily monitored with online access.

‍The results‍

The lab system started seeing significant benefits after their first internal audit. They were able to retrieve all requested documentation and show that all staff had their required documents. During their CAP inspection, the inspection team commented on how quick it was for the team to provide the files they asked for. The staff is happy and relieved knowing that, even as new members join the lab, they’re on top of personnel files from the beginning.