Lab saves time and energy with centralized employee documentation

A large health care system was struggling to manage their documentation for 2,000+ employees and have it available before, during or after an inspection, so they turned to MediaLab by Vastian.

‍The challenge‍

This large healthcare system felt the pressure of CAP GEN.54400, which contains the specific requirements for the types of records that must be maintained in the personnel file to demonstrate compliance. They had a paper checklist inside their personnel file to manage which documents they needed to collect. The files were managed by department managers, often inheriting old files and transferring employees, so they often lacked consistency. The lab leadership changes also added to the difficulty of staying on top of it all and as with any lab, changes in staffing almost made the paper-based approach untenable. 

‍The solution‍

The healthcare system knew they needed software with automation and email reminders to help manage the process better. They also wanted an electronic format to save time and energy, so they purchased Personnel Documentation. With Personnel Documentation, staff can cross-reference their employee documentation with CLIA’s 42 CFR Subpart M requirements and tell at a glance what documentation is still needed. Personnel files are stored safely and securely in the SOC 2 Type 2 certified system. Administrators can export CMS and CLIA rosters that exactly match the format required by these agencies, ensuring they’re inspection ready at all times.

‍The results‍

After implementing Personnel Documentation, the team experienced significantly improved visibility and accountability in their employee file management process. Staff noted how easy it was to pull a file quickly. They noticed a huge difference during their last CAP inspection; they retrieved their entire current roster in an instant on the CLIA template. The team now uses their MediaLab roster as the source of truth to update their CAP roster on their portal.