Choosing the Best Healthcare Compliance Software

Sarah Jones

Can you imagine dealing with healthcare compliance processes and issues without software? It wasn’t that long ago that paper and email were the go-to reporting methods. The chance that human error, lax incident reporting, or improper document filing left healthcare organizations open to compliance violations and the hefty fines that come with them.

Today’s healthcare compliance software has taken much of the “chance” out of compliance by offering features and functions to help organizations maintain compliance with the 629 legal and regulatory requirements governing quality care delivery. Software provides a centralized platform to manage policies, procedures, and documentation, ensuring that everything is up-to-date and easily accessible.

But how do you choose the best healthcare compliance software for your organization? This blog will outline the key features to look for in healthcare compliance software and why opting for an all-in-one solution is smart.

What Is Healthcare Compliance Software?

Healthcare compliance is following the laws, regulations, and ethical standards governing the healthcare industry. It ensures that healthcare organizations and professionals adhere to guidelines that protect patient safety, maintain data privacy, and uphold the integrity of medical practices. Compliance is essential for operating within the legal framework, providing high-quality care, and keeping the trust of patients and the community​.

Elements of the Best Healthcare Compliance Software

Healthcare compliance software features can vary based on the solution. Still, they should offer functions that help organizations adhere to regulatory standards and guidelines while easing the burden of document and policy management for new-hire onboarding, incident reporting, training, and more – all in a scalable, customizable package.

Here are some key features to look for in the best healthcare compliance software:

Full-Cycle, All-in-One Document & Policy Management

Bringing every aspect of healthcare policy management into one digital platform eliminates wasted time, extra software, and outdated processes. Whether moving away from a manual process or consolidating multiple digital technologies, many benefits can be gained.

A full-cycle solution eliminates the back and forth with collaboration, version tracking, electronic signatures, storage, and reporting. Automation such as reminders, tracking, and storage streamline this complex process.

Choose software that handles all parts of the document and policy management process and is designed specifically for healthcare organizations. Look for these functions:

  • Policy Creation: Choose a policy management solution to create and upload documents. Completed copies of documents are automatically stored within the user’s profile for easy access.
  • Policy Management & Reporting: Look for automated tracking and customizable reporting so you can set up reports ready for a regulatory or accreditation inspection.
  • Electronic Signatures: Opt for a mobile-friendly application that incorporates electronic signing into the same place as document creation, management, and reporting.
  • Multiple File Formats: Ensure there’s an option to upload many file formats, including .doc, .docx, .png, .jpg, .pdf
  • HRIS Integration: Choose a policy management platform that integrates with your human resources information system (HRIS). When new employees are added to the HRIS, they can be automatically assigned all required policies by role, department, or location.

Remove the Friction 

Do you ever feel a bit like Wile E. Coyote chasing Roadrunner? Like you constantly chasing a signature or having to enter your password in a different system? A full-cycle healthcare policy management system will keep tabs on all revisions, approvals, and acknowledgments so you don’t have to. Everything is tracked in one platform without all the downloading, uploading, scanning, and moving from one software to the next. It’s ideal for organizations with multiple locations, where maintaining visibility and standardization is tough.

Save Money By Eliminating Software

Traditional electronic signing solutions are very expensive. Especially when additional software is required to manage other parts of the process. For example, many signing solutions don’t offer document creation or storage. With a full-cycle healthcare policy management solution, you may be able to eliminate as many as five other platforms. In addition to all the money you’ll save, you’re juggling fewer contracts, logins, and support teams.

Onboard New Hires More Quickly

An average of 54 tasks must be completed for every new hire, and combined with healthcare’s high turnover rate, this becomes a very tedious process. A full-cycle policy management solution allows automatically assigning policy acknowledgement to new hires based on role, department, and location. This one-click solution sets new employees up for success while freeing up administrators’ time.

Incident Reporting

Software should allow you to pinpoint and evaluate potential organizational compliance risks, enabling proactive mitigation strategies. For instance, the best healthcare compliance software includes online incident reports with customizable templates, automatic tracking, and reporting for a comprehensive view of trends broken down by incident type, department, location, and more. 

Healthcare Learning Management System

A learning management system (LMS), as part of medical compliance software, signals a dedication to the industry’s unique challenges. Look for healthcare-specific courses, proof they meet regulatory and accreditation standards, and are updated as rules change. Course completion reporting is also critical for healthcare compliance, which is why the best healthcare compliance software offers customizable and on-demand reports. Automatic certificate issuance provides employees with a record of completed training.

Reporting and Analytics

Robust reporting tools enable organizations to create detailed compliance reports, monitor key performance indicators, and pinpoint areas for enhancement. These reports can be tailored to meet specific accreditation standards, ensuring the organization is always ready for surveys or audits.

Alerts and Notifications

Automated alerts and notifications keep relevant personnel informed about compliance deadlines, policy updates, or emerging issues that require attention. Examples include training completion reminders, document attestation, or policy revisions.

Mobile Accessibility

Web-based access is crucial in healthcare settings, where many staff members don’t have a dedicated workstation. Mobile-friendly training and electronic signature capabilities allow employees to maintain compliance even while on the move.

Customization and Scalability

The software’s flexibility to adapt to a healthcare organization’s unique requirements and its ability to scale as the organization grows are critical factors in choosing a compliance solution.

User Training and Support

Thorough training resources and responsive customer support ensure users can maximize the software’s potential. A top-tier compliance platform should be intuitive and highly rated, and customer support should provide quick assistance when questions or issues arise.

MedTrainer Is the Best Healthcare Compliance Software

MedTrainer was recently named the #1 healthcare compliance software for spring 2024 as ranked by G2 reviewers. We’ve led the category since its inception, which speaks volumes about the investments MedTrainer is making to provide the healthcare industry with the best compliance software.

More than 3,000 organizations rely on MedTrainer to streamline compliance with a unified digital platform that optimizes workflows and accelerates education, credentialing, and documentation. As a leader in healthcare technology, we’re constantly innovating to give customers the best experience and the most capabilities within one platform.

Ready to see why users love MedTrainer Compliance? Request a demo.