Headquartered in Sault Saint-Marie in the Upper Peninsula of Michigan, Sault Tribe Health Division is a tribal health center that provides various medical services to a seven-county area.
Previously, the provider organization struggled with managing and delivering high-quality training to its staff of more than 250 spread throughout eight health clinics. Administrators were expected to create their own educational presentations to train staff members on protocols.
Further, the organization primarily used a combination of paper records and spreadsheets for tracking who had completed their necessary training and different renewal dates. This created challenges in meeting federal, state and accreditation requirements.
“We also kept all our written policies and procedures stored in physical binders at each clinic,” said Joanne Umbrasas, director of operations at Sault Tribe Health Division. “Therefore, any updates to policies needed to be printed and manually dispersed to ensure consistency across our network. It was difficult to guarantee that all the binders were completely up to date at any given time.”
Sault Tribe Health Division realized it could not continue to rely on paper and spreadsheets to manage training and compliance. It decided it needed a more modern approach. In searching for a solution, the provider organization learned of health IT vendor MedTrainer and its compliance management suite.
“MedTrainer offered an affordable way for us to eliminate our manual, paper-based processes and digitize our training programs, tracking, policies and procedures, and more in their system,” Umbrasas explained. “We could centralize these key tasks and move them online, thereby streamlining training, improving compliance and alleviating the administrative burden.”
MEETING THE CHALLENGE
Rather than creating presentations and taking the time out to hold training sessions, Sault Tribe Health Division uses the large library of training modules included in the MedTrainer suite. The organization also has the flexibility to upload its own modules.
“We don’t need to track deadlines in spreadsheets anymore, as the system automatically updates due dates and sends notifications to the relevant staff and supervisor when deadlines are coming up,” Umbrasas said. “With the ability to assign training, we’ve been able to create a complete orientation package. When new employees come on board, we assign training to them in bundles, which include policies to review and training that needs to be completed before they can begin working with patients.”
For all policies and procedures, the organization has uploaded them into the MedTrainer suite, giving all staff and administrators access from their dashboard within the system. If there’s any protocol they are unsure about, they can quickly search for the right policy or procedure to follow.
And when the organization updates a policy, it is shared universally so everyone always has the most up-to-date information. The organization can even require electronic signatures from staff to acknowledge they have read new additions or changes.
To learn more about how Sault Tribe Health Division was able to raise its training compliance up to 99.98 percent and its other benefits through MedTrainer, download the full case study.