As the head of finance for a telehealth organization, you know the importance of streamlining the approval and tracking process for staff certifications. A certification management system (CMS) can help you achieve those goals, but it’s not enough to just invest in the technology; it’s important to also evaluate it and make sure it’s properly implemented.
A CMS should make it easy to track staff certifications, approve or reject certifications, and generate reports. It should also provide analytics to give you a better understanding of the certification process. Evaluating a CMS against the features and implications discussed below can ensure that you’re getting the most out of your technology investment and achieving the goals of streamlining certification tracking and approval.
Mapping Out the Process Before investing in a CMS, it’s important to clearly define the current state of the process, including how staff requests certifications, which departments should be involved, and how long it takes to make a decision. Having a well-defined process helps ensure that the CMS will be properly implemented and configured so it can efficiently manage certifications.
In addition to understanding the current process, you should also map out any potential changes to the process that the CMS can manage and automate for improved efficiency. Each step should be thoroughly examined and tested to confirm that the system works the way it is intended.
Usability A CMS should make it easy for non-technical users to understand and manage the certification process. Without proper implementation and user training, a CMS can easily become a convoluted and inefficient system. The user interface should be intuitive and well organized so users can easily find what they need.
Reporting and Analytics To assess the effectiveness of the CMS, you need to understand how it is being used and which certifications are most frequently requested. A certification management system should provide adequate reporting and analytics to help you understand user activity and identify even minute discrepancies.
In addition to activity tracking, the data gathered from a CMS can provide valuable insight into cost savings. By comparing the estimated cost of manually managing the process against the cost of the CMS, you can determine both the tangible and intangible benefits of the system.
Security and Compliance When a CMS stores sensitive data, like Personally Identifiable Information (PII) or Protected Health Information (PHI), it’s important to make sure it’s compliant with industry regulations. A CMS should include security measures like encryption, user authentication, and access control so you can trust that your data remains secure.
The Future When assessing a CMS, it’s important to consider how it will be able to handle any future changes. The CMS should be able to support the addition of new certifications and standards, while accounting for any updates or changes.
Overall, taking the time to thoroughly evaluate a certification management system before investing in and implementing it can help ensure that your organization is getting the most out of its technology. With the right CMS, you can streamline the certification process, better protect sensitive data, generate accurate and actionable analytics, and ensure your organization is always compliant with industry regulations.