Lab reduces Two FTEs by implementing Document Control

Twice named MLO’s Lab of the Year, this multi-state health system with a large academic medical center prides itself on always leveraging the latest technologies and treatments to drive patient outcomes. However, they were spending too much time on document management and they needed a solution. So, they approached MediaLab by Vastian.

‍The challenge‍

This health system’s document management system was hybrid paper and digital. Not only was it difficult to manage, but it also didn’t fulfill all ISO standards. Living in both worlds created more work, which required the team to dedicate two full-time employees to managing it. Whenever a procedure was updated, they had to print it, stamp it, record its physical location in an Excel spreadsheet, and collect sign offs in a binder. This was especially hard to manage across the various sites.

‍The solution‍

Document Control centralized and standardized all their documentation in one platform. With the ability to collaborate on document revisions, securely track document changes, and automate employee sign-off notifications, the lab managers felt more assured that only the most current version of each document was in use. Quality coordinators saw at a glance what documents were approved, in review, or in need of updates. Administrators analyzed usage reports to know which documents were most valuable to staff.

‍The results‍

After implementing Document Control, the health system standardized all documentation across all sites. No matter where the lab director was, all documentation was reviewed, approved, and signed off at all sites on time. All staff now use the most up-to-date documents and are much more compliant. They were even able to re-allocate two full-time employees to other important tasks, providing a return on investment for the MediaLab by Vastian software that was three to four times higher than the cost of the software itself.