How All-In-One Compliance Training Systems Improve Efficiency and Streamline Learning

Sarah Jones
doctor teaching other healthcare professionals

Turnover is a huge concern across many industries. According to the U.S. Bureau of Labor Statistics, total annual turnover or separations reached 60.4 million people, or 41.9 percent of the workforce, in 2016. In the health care industry, turnover rates of 14 to 27 percent have been reported, while other industries, such as retail and hospitality, see rates as high as 30 to 40 percent. Distribution centers and warehouses cycle through temporary help during peak periods, and medical offices struggle to retain qualified staff to take care of patients and perform growing administrative duties.

High Turnover Requires Streamlined Onboarding

With such turnover rates, new employees are hired regularly and, in regulated industries, must follow specific rules and timelines for compliance training. This means that the onboarding process needs to be simple and cost-effective. Further, current staff must meet certain deadlines for continuing education and certification renewals. All this information must be tracked, properly stored and, in some cases, submitted to an agency to ensure compliance.

Many organizations have adopted technology to track compliance training requirements, but instead of simplifying the process, the siloed systems don’t communicate with each other, creating extra work and frustration. While the systems themselves offer certain efficiencies, the time lost to gathering, exporting and comparing data among systems makes management and other staff question the effectiveness of the technology.

Training can be delivered in many ways, from e-learning and distance education to instructor-led and group training. To efficiently track training progress and ensure compliance, it is important to bring these separate training types together into a single, cloud-based learning management system. With all the data and processes harmonized in one place, organizations can electronically manage vital documents, simplify employee onboarding and track staff learning requirements.

Combining Compliance Documentation and Training

Staff training often blends with compliance requirements, leaving organizations riddled with binders of written or printed documents that become outdated quickly. In addition, companies are often required to keep multiple copies, each with different versions and variations. Safety data sheets (SDS), policies and procedures, certificates, and other vital information must be up to date to ensure all staff are following the proper steps to address an issue, conduct a specific procedure, maintain compliance, or serve the patient or customer.

A document management component to a learning and compliance management solution ensures all the latest versions of vital documents are accessible to all staff at any time. Plus, with all files saved in a single database, administrators can easily update the versions by uploading and replacing the documents. Employees add an electronic signature when they’ve read a document, enabling organizations to track training and compliance requirements.

When employees can log in to a browser-based system to see exactly what they need to do for onboarding, to maintain their certifications or to complete continuing education requirements, they take ownership of their progress. If the courses and training materials are accessible through the same training portal, checking off another requirement is as simple as a couple clicks.

Once the requirement is completed, the system automatically updates the status for both the student and the administrator, noting progress toward completion and giving managers an immediate, high-level view of overall compliance for the organization. An all-in-one compliance and e-learning solution should also offer an engaging digital learning experience with expert content that can be customized to your organizational needs. With constant changes in regulations and compliance standards, it’s vital that the content also be up to date.

Meeting Regulatory Compliance

Standards from the Occupational Safety and Health Administration (OSHA), Health Insurance Portability and Accountability Act (HIPAA), Food Safety and Traceability Act (FSMA), Payment Card Industry Security Council’s Data Security Standard (PCI DSS), Center for Medicare Services (CMS), and many others have specific training requirements that organizations must prove during an audit. With all compliance information stored in a centralized, online database, it takes only minutes to run the reports necessary for these audits. The same information can be presented to management and the board of directors to showcase efficiency and training progress for the organization.

When the administrative burden of manual compliance training is eliminated, staff can focus their time and energy on the mission of the business. An all-in-one compliance management solution runs in the background of daily operations and enables health care, retail, pharmaceutical, hospitality, grocery, manufacturing and technology companies to maintain compliance, increase efficiency, and improve the overall patient or customer experience.