How to Successfully Implement New Document Management Software in 2024

Document Management Software (DMS) has demonstrably shown increased productivity for the healthcare organizations that embrace it. As the entire industry continues to navigate larger mountains of data and an ever-evolving regulatory landscape, it’s more important than ever for organizations to seek out the best document management software. 

Related: Enhancing Patient Care Through Better Document Management.

Your Document Management Software Roadmap

Take these steps for a successful DMS deployment:

1.   Clarify the Goal: As with any important strategic decision, it’s imperative to first identify the final objective. What challenges are you facing with document management, team collaboration, and even access? What are you hoping to achieve with a new system? Perhaps you’re striving to cut paperwork, streamline collaboration, or enhance accessibility. Build these into your scope to ensure the new DMS delivers on these outlined objectives.
2.   Get Specifics from Stakeholders: Once you’ve defined the overall goal, you’ll need to take time to understand each of the specific objectives and workflows key team members across departments want to address. Administer a needs assessment to get buy-in and also collect valuable on-the-ground information. Answer questions like “Which document types will be organized? Which user roles and permissions will be needed? How will you integrate with existing technology like EHRs? and Which compliance requirements have to be met?” With this information, you can seek a solution that best matches your organization's unique needs.
3.   Include All Key Team Members: Just as you would involve them in other large strategic decisions, keep all important players apprised of the selection process. They are a wealth of information about their day-to-day use of the program, and will be those most involved with the technology moving forward. Empowering them throughout the selection process and beyond will not only ensure ownership but a successful implementation and future usage. It will also help build morale.
4.   Create the Implementation Plan: Design a comprehensive plan that not only maps out the end goal, but also includes the smaller steps and deadlines, as well as roles and responsibilities. Often, it’s a multi-month process whose success requires strict adherence to the proposed timelines, so make sure they’re feasible. Devise a clear communication plan to keep all stakeholders informed, acknowledging any concerns and providing a simple implementation and transition roadmap. This is the first important step in an effective transition.
5.   Stay Involved with Training and Support: It can be overwhelming and frustrating to change from a system with which people are comfortable and also complete a large-scale transition of information from one system to another, all while continuing to serve patients. Take the time to check on employees as they undergo the training. The sessions should provide practical applications and benefits and only include those whose roles require them. Keep the lines of communication open with support staff and let them access a resource library of videos to assist in learning. This can be an emotional time for those making the change, and having various levels of support is invaluable to getting over the finish line in training and beyond.
6.   Set Up Security: Since security is so important, make sure there is robust encryption, access controls, and audit trails to protect sensitive patient data. Have them set up user roles and permissions to control access to sensitive documents based on job responsibilities. Ensure the system consistently updates and has patches to protect against security breaches.
7.   Monitor and Enhance: The healthcare world is constantly innovating, so it’s important to continue to track DMS performance against your most recent objectives. Talk with users to ensure it’s delivering what they need and audit for compliance regularly. Make any changes necessary.

Related: How Healthcare Information Management Reporting Tools Help Improve Performance.

Get Started With Digidoc 

From evaluating each system for alignment with goals, to setting it up correctly, to monitoring it as operations evolve, these key steps will save time and headaches in the future. Most importantly, keep your people involved from the start through implementation beyond. When they feel heard and empowered, they will make the technology a success too. Are you considering a new DMS solution for 2024? Let DigiDoc prove that technology can increase your productivity—and ultimately help your patients too.