Case Study

Designing a Documentation System and Hierarchy

The Issue

A medical practice management company needed a way to track and organize policies, procedures, and other associated documents for its corporate headquarters and for the medical practices it managed.

The Solution

We interviewed all department managers to determine each business function's requirements, and to determine current access to needed information. We also assessed the relationship of required policies to other groups of documents such as procedures, work instructions, job descriptions, forms, etc.

Our recommendation was to create a documentation system segmented by business function. This included designing a numbering system with a structure based on the policies written for each business function. This also included organizing and storing the documents linked to a policy with that policy. All documents were stored on the company's server within a corporate library.

The Result

Storing all documents in one location made for ease of updating and for ease of access regardless of site. Employees were able to understand easily why and how things were done in their respective departments.