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Not Your Dad's Intranet [Webinar Slides]
- 1. Copyrights HospitalPortal.net 2015. All rights reserved. Not Your Dad’s Intranet Webinar provided to you by HospitalPortal.net Intranet/Policies and Procedures (P&P) Management Solutions Provider For Healthcare Facilities Welcome Healthcare Professionals Presented by: Anne La Francis, Business Development Manager Jason Oshita, Client Services Manager Stanton Viaduc, Marketing Coordinator (MODERATOR)
- 2. Copyrights HospitalPortal.net 2015. All rights reserved. Introductions Anne La Francis, Business Development Manager Jason Oshita, Client Services Manager Stanton Viaduc, Marketing Coordinator (MODERATOR) Head of Internal Communications Senior Marketing Specialist Accountant II HR Specialist Executive Secretary Support Administrator RN, Informatics Quality Coordinator IT Manager Computer Associate III Computer Support Specialist I Attendees: We have a variety of marketing, IT, business consultants, and executive administration representatives here today. Thank you for taking the time over your lunch to learn with us.
- 3. Copyrights HospitalPortal.net 2015. All rights reserved. Webinar Agenda What is an Intranet? How to use your Intranet for Document Management & Workflow Ease of Use in Intranet Content Management Tips for selecting an Intranet Solution & Provider Q&A
- 4. Copyrights HospitalPortal.net 2015. All rights reserved. An Intranet is an internal communication tool for sharing news, announcements, company updates, and documents in a private, protected, and secure online environment. The misconception today is that Intranets are like Your Dad’s Intranet…STALE, OLD, DIFFICULT and CUMBERSOME. Comparing old Intranets to modern Intranets is like comparing the old bag phones to smartphones…there is just no comparison. What is an Intranet? VS
- 5. Copyrights HospitalPortal.net 2015. All rights reserved. Connects everyone in the organization Gives quick, real-time access to important information Automates workflow and increases productivity Allows for standardized communication Why are Intranets important to hospital & healthcare environments? Nurses OperationsVolunteers PhysiciansEmployees Intranet Leadership Contract Staff Board
- 6. Copyrights HospitalPortal.net 2015. All rights reserved. Graphically unsophisticated Contained no standards for updates Not engaging A “dumping ground” for content and documents Policies, procedures and forms required individual document replacement Changes to policies were tracked in a spreadsheet Updates to documents were manual, paper-based and often kept on separate databases Content editing was difficult and required HTML/FTP and IT involvement for simple updates Let’s Remember Your Dad’s Intranet… Courtesy of Your Dad’s Intranet
- 7. Copyrights HospitalPortal.net 2015. All rights reserved. Webinar Poll
- 8. Copyrights HospitalPortal.net 2015. All rights reserved. Today’s MODERN INTRANETS Calendars, Announcements and ListsPolicies, Procedures and Document Management Class Schedules, On Call, Ticket Management Forms and Workflows Blogs, Profiles, Newsfeeds, Social Network Tools Integrated Search Engine Integrated View and Edit Controls All Inclusive Solutions
- 9. Copyrights HospitalPortal.net 2015. All rights reserved. Modern Intranet Benefits Improved communications Promotes regulatory compliance Reduced communication costs Enhanced patient care Streamlined workflow
- 10. Copyrights HospitalPortal.net 2015. All rights reserved. Intranet Solution Demonstration with Jason Oshita
- 11. Copyrights HospitalPortal.net 2015. All rights reserved. Document Management & Workflow Integrated with Intranet Provides audit trail for legal and administration compliance Automates workflow Includes policy notification mechanisms Custom reporting functions Other types of documents are also supported Integrated search engine makes policies and other documents are easily locatable Hospital Workflow
- 12. Copyrights HospitalPortal.net 2015. All rights reserved. Search & Access Notification Reviews and Revisions Audit Trail Reporting Document & Contract Management
- 13. Copyrights HospitalPortal.net 2015. All rights reserved. Automating Hospital Forms Modern Intranets should allow you to automate manual processes Administration forms can be fillable and sent through select workflows for approvals and review Electronic forms can be hosted, shared, and easily accessible online
- 14. Copyrights HospitalPortal.net 2015. All rights reserved. Document Management & Workflow Demonstration with Jason Oshita
- 15. Copyrights HospitalPortal.net 2015. All rights reserved. Simple and easy to make updates for non- technical staff Editing can take place on each page Updates or content changes should take effect immediately once saved and published Graphic templates should adjust with content changes WYSIWYG – what you see is what you get type environment Editing the Modern Intranet
- 16. Copyrights HospitalPortal.net 2015. All rights reserved. Content Editing Demonstration with Jason Oshita
- 17. Copyrights HospitalPortal.net 2015. All rights reserved. Things to Consider… When Selecting an Intranet Solution Based on the Poll from earlier in the presentation…look for a solution that has the following: Easy to use content management capabilities Robust searchability functionality Compliance Tools and Document Management Ability to Create Ad Hoc Electronic Fillable Forms Social Features Emergency Preparedness Features Integration-friendliness and Flexibility Out of the Box Healthcare Specific Tools Security and User Management Security
- 18. Copyrights HospitalPortal.net 2015. All rights reserved. Things to Consider… When Selecting an Intranet Provider Does the provider employ the best practices in Intranet Training and Implementation? Does the company continually make product updates, upgrades and releases? Are they tied to an actual vendor that is doing the work or is it an open source solution? Do they provide ongoing support after you go live? Are the provider’s solutions flexible and affordable? Doe the provider have experience working with other Hospitals/Healthcare Facilities? Do they require you to have a governance group? Do they offer an all inclusive Intranet and Policy and Procedures Tool?
- 19. Copyrights HospitalPortal.net 2015. All rights reserved. Why HospitalPortal.net? Affordable and flexible pricing Proven solution in healthcare industry Dedicated client services manager for accounts Intranet and Policy and Procedures Solutions in One Best practices in training and implementation Ongoing support and maintenance – in house support staff Award Winning Solution
- 20. Copyrights HospitalPortal.net 2015. All rights reserved. Q&A
- 21. Copyrights HospitalPortal.net 2015. All rights reserved. Thank You Please note: This webinar was recorded all registrants will be emailed the recording. If you have any further questions about our Intranet or Policy Manager Software products or to schedule a more in depth demo with other department staff, please contact Anne La Francis at 847-632-0434 ext. 276 or email her at alafrancis@hospitalportal.net.
Hinweis der Redaktion
- Essentially, an Intranet is an internal communication tool for organizations to share news, announcements, company updates, staff wins (someone received a job promotion etc)., document management and form creation all within a secure environment only accessible to your employees. The misconception today about Intranets, is that they are like Your Dad’s Intranet…hence the reasoning behind our webinar today. Your Dad’s OLD Intranets were STALE, DIFFICULT and extremely cumbersome to update. We have included the comparison to Old Intranets to New ones with the old bag phone versus the smart phones…there is just no comparison in functionality or capabilities.
- 1st Bullet: Connects Everyone in the Organization When thinking of implementing an company-wide Intranet, we should look at why they are so important to hospital environments. They connect everyone in the organization. Often hospitals are the largest employers in rural and metropolitan areas. With staff numbers often reaching over 5k for many hospitals, keeping employees connected and informed can be a challenge. With an Intranet, your employee directory is synced with Active Directory. You have complete enterprise search abilities, you can literally find any document, employee or topic via a search term or keyword. Having this type of efficiency can often save lives, as healthcare professionals might say – “save a minute, save a life.” Next Bullet: 2-Gives quick, real-time access to important information Hospital information can be viewed across various departments, which allows for collaboration amongst staff working multiple shifts or at multiple locations. This can be extremely valuable for HR departments as you can get policy information or onboarding documents into employees hands very quickly, and staff has 24/7 remote viewing access to any important data allowing staff that wear multiple hats to perform numerous tasks concurrently and more effectively. Next Intranets Automate Hospital Workflow and Increases Productivity With a hospital Intranet, staff can schedule policy approvals and set daily or yearly reminders to update documents and procedures to stay compliant. Forms can be created quickly through online fillable forms which can be easily stored and shared with multiple or single staff. There are many online productivity applications that can streamline workflow as well so your teams can gain efficiencies and reduce task hours spent on manual communication processes. Finally, Intranets allow for standardized communication a key for Hospital and Healthcare environments. Since Hospitals are a highly-regulated environments - standardization, updates, contract management, and publishing timely, current information can be the factor in ensuring high quality care is being administered to all of your patients.
- Ok so now that we know why it is important to healthcare organizations to have an Intranet, let’s look at how Intranets used to function. Let’s remember your Dad’s Intranet… 1-It was graphically unsophisticated… 2-There was NO standardization for updates or changing contents 3-They did not promote engagement 4-They were basically a dumping ground for content and documents – documents uploaded to your Dad’s Intranet would go to a document burial ground and might never be found again… 5-Policies and Procedures and forms required individuals to replacement documents 6-Changes to policies were tracked in an excel spreadsheet 7-Updates to document were extremely manual, paper-based and often kept on separate databases 8-And finally content editing was difficult and usually required HTML and IT involvement for simple updates. At the end of the day, all users on the Intranet were left disconnected and disjointed.
- Now Stanton is going to do a quick poll for us, Stanton.. Thank you Stanton. Based on the poll results, it is clear to see that not one but all functions are important which we have seen with our clients…
- We took a look at what Your Dad’s Intranet didn’t do…so what can Today’s Intranets do…it is important to point out that Modern Intranets are All Inclusive Solutions. A quality intranet should include: 1 - calendars, announcements, and lists 2- They provide document management features, threaded communication, and sequential approvals for policies and procedures 3- They support productivity applications such as on-line fillable forms and workflows. They offer simple content editing (What You See is What You Get type of editing). 4-You can manage class schedules, and training calendars which can be personalized to a job function and/or department (i.e. clinical content for nursing staff), on call features, and ticket management tools 5- they promote social engagement with blogs, newsfeeds and other social networking tools 6 – they contain integrated views, and standardized and decentralized content management 7- and finally they include integrated search engines So it is safe to say…that they kick your dad’s intranets’ butt
- So what are the benefits to using today’s intranets? 1- Well overall, they provide Improved Communications. Your staff can gain instant access to information There is robust content search-ability Decentralized content management Facilitates better cross departmental collaboration and direct interactions 2- Promotes regulatory compliance Joint Commission, CMS, HIPAA, etc. Reduced risks of lawsuits 3 - Reduced communication costs Paper and printing/distribution productivity Legal and Compliance 4 - Enhanced patient care Easy access to information and protocols 5 - Streamlined Workflow Centralized policy & procedure management Increased productivity Improved knowledge sharing Elimination of tedious and time consuming tasks
- At this time, I will have Jason in our Client Services department, show you some of the features of a Modern Intranet using our sample hospital site. Jason? Take it away.
- Thank you Jason for taking us through that demonstration of a Modern Intranet. Now let’s take a look at some of the more detailed functionality that a quality, modern Intranet can include. 1 – Today’s modern Intranet has Document Management & Workflow tools integrated with the Intranet. 2- By having this component as part of your Intranet, this provides an audit trail for legal administration compliance 3- Essentially you are automating workflow, eliminating any paper-based processes your teams would normally use. 4- You can have your Intranet alert you of policy workflow tasks that need to be addressed through the use of notification mechanisms and reminders 5- You can create custom reports with the solution 6- And there are many other types of documents that can be supported such as standards of work, protocols, standing orders, even contracts can be automated in the same fashion 7 – documents are all searchable so finding and locating important policies, supporting forms, and department announcements is quick and easy
- Some of the features would of a document management and contract management Intranet, inlcudes the ability to… 1- search for files and access them quickly and easily 2- Once configured, the system will send out a notification to all involved staff at the right time 3- The workflow allows for Reviews and revisions to the workflow making the approval process seamless. 4 – Utilizing this type of functionality leaves an audit trail for compliance and so you can go back and track changes for archived policies 5 – The system removes manual workflow – reviewing and revising documents is all done through a workflow, no more sending of docs to other departments, uploading to a server, etc. Everyone involved can see where documents are in the approval workflow. Sequential approvals support even the most complex approval workflows for policies or other critical documents. 4 – there is Full audit trail and reporting capabilities which support compliance and quality efforts 5 – and finally, you can create custom reports for tracking contract and document changes Essentially your intranet should offer standardized access to all hospital documents, the same type of repositories, and the same search interface, regardless of document types.
- Automating the creating of hospital forms can be done through your Intranet. 1- 2-Adminstration forms can be fillable and sent through select workflows – like PTO requests, print shop orders, prescription refill forms, patient tray request forms and more 3-electronic forms can be hosted, shared and easily accessed by anyone, anytime, 24/7
- Now Jason will step you through some of the features on how you can use your Intranet to manage documents.
- Thank you Jason. So all Intranet solutions should have editing tools that serve the task that is on hand. This is really key for a successful hospital Intranet. Editing a modern intranet should be extremely easy. Most editing functionality is based on roles. There is a pass through authentication so staff doesn’t have to log into your Intranet and computer station – staff doesn’t have to remember multiple passwords 1- All editing can be made by personnel and administration vs technical staff 2- you should be able to make real time edits that take place on the page you are editing 3- updates should happen immediately once published 4- graphic templates should adjust with your content changes 5-What you see is what you get (WYSIWYG) type of editing
- Now Jason will show us some simple ways to edit content on our demo site.
- Thank you Jason. I think my 70 year old mother could even edit this. Kidding aside, it is very simple to do. When considering purchasing an Intranet Solution, there are some things you should consider regarding the functionality and how it fits with the dynamic needs of your organization. Based on the poll from earlier, here are some of those features that you should look for: Easy-to-use Content Management: A system that allows easy content editing by non-technical end users allows knowledgeable departmental staff to manage their own content instead of relying on IT staff to edit content. 2. Robust searchability: In healthcare, saving a minute can mean saving a life, so it is critically important for staff to be able to find what they are looking for quickly. It is essential that staff not need to know where to find the information within the intranet, but can use search functionality to find it easily. Ironclad Compliance Tools and Document Management: In healthcare, compliance is paramount. A good hospital intranet must include compliance tools such as automated policy management with a solid audit trail and sophisticated workflow features. Although Document Management certainly includes Policies and Procedures, many other types of documents from forms to contracts and project documents should be able to be managed as well. Ability to Create Ad Hoc Electronic Fillable Forms: Workflow automation such as electronic form submission makes an intranet a very powerful tool. The ability for departmental super users to add electronic forms as needed is a huge benefit and efficiency-builder. Social Features that connect, engage, and boost productivity: Today’s successful intranets are finding useful ways to allow internal communication to be two-way as opposed to simply broadcasting information. Features such as the ability to comment, follow, blog, and chat represent the tools that amp up engagement and productivity. Emergency Preparedness Features: The nature of healthcare demands that Emergency Preparedness be incorporated into hospital intranets. Having critical documents and tools readily available when they are desperately needed can mean the difference between a no-sweat emergency performance and a regrettable showing. You can also use the intranet as a platform to connect staff during an emergency. Integration-friendliness and Flexibility: An intranet is intended to be a central repository of information as well as a launching pad to numerous enterprise systems. The ability to seamlessly integrate with other systems, pull data, and features like single-sign-on allow users to be smoothly connect, even discretely moving to other systems. Intranets are not one-size-fits-all; every healthcare organization’s unique communication style includes what information staff expects to see and how they expect to see it organized. Great graphics capabilities: Gone are the days of hyperlinks and text heavy intranets. Users have spoken and they consistently want more visually engaging intranets including not only photos and video but other features such as image galleries. Out of the Box Healthcare Specific Tools: There are so many needs and workflows that are specific to healthcare, why should hospitals have to reinvent the wheel? The ability to manage content like Call Schedules, Class Registration, and search standing orders and formulary are common needs shared by all hospitals. Security and User Management: Security and view rights restrictions are critical in healthcare. It is extremely important the Intranet can easily be configured to restrict view or edit rights to certain published content and documents. Furthermore, the portal should easily integrate with external LDAP (for example Active Directory) to simplify account setups and users and groups management.
- Some questions to consider when evaluating and selecting an Intranet Provider… 1- is training included, is it extra, what does the training include? On-site support or only online? 2- is this a company that is still conducting business and updating their product – or was this an older solution without a development team backing it up? 3 – Same as 2 essentially, is there a vendor that is tied to the product or is it strictly an open source, cloud based service? 4 – What type of ongoing support is provided or is the support just for the initial launch? 5 – Is the pricing affordable for your institution – and are there flexible pricing options, payment installment plans or subscription based pricing? 6- Does this provider have experience working with healthcare organizations – are they an expert? 7 – do they require you to have a governance group before beginning implementation 8 – do they offer an all inclusive Intranet and policy and procedures tool?
- We offer both an Intranet and a Policy Manger Solution Our pricing is extremely affordable and flexible to accommodate hospital and healthcare organizations budgets We offer licensing options, subscription-based payment plans or flexible installment payment options. We have a proven solution used by 170+ hospitals across the US. We also have a client services department and you will have a dedicated client services representative to oversee your account.
- Thank you for attending our webinar today. We hope it provided you with some insight into the many capabilities of Modern Intranets and helped prove that they are nothing like Your Dad’s Intranet. Thank you again, and have a wonderful rest of your day!