Any clinic that has multiple locations or rotating providers can provide a standardized reference for front and back-office staff as well as providers. All can contribute files of general interest to staff. Eventually, the data collection becomes mature and refined and serves to enhance office operations.
Benefits of Using an Intranet
More Efficient Distribution of Information to Staff
Up to data versions of all data that is shared with the office staff is stored in one place, and only one file needs to be updated for all accessing this file to have the most current data.
Some of the items that may change regularly that can be shared are:
- Employee contact lists
- Birthday Lists
- Current COVID-19 policies in force.
- Reference material for Occupational Medicine providers and case managers
- Office procedure manual
- Facility policies
- Team projects
- Internal memos
- Meeting announcements
What Happens When You Don’t Use an Intranet?
Consider one topic such as keeping staff and providers informed of the latest COVID-19 polices at your facility.
If there is no intranet, memo and policy documents will be distributed to staff via internal email. As these are received, it will be difficult to find a specific document or memo unless the attachments are saved in an organized fashion. If your team involves 10 people, then all 10 people are saving attached documents in custom folders on their computers, and are responsible for keep these updated with the latest versions.
This is very tedious work, and many members of the staff may only have a peripheral interest in the latest COVID-19 policy updates since they may not be involved in implementing them. However, they have to work on an ongoing basis to keep their memos and file attachments up to date with the last versions for reference when needed.
This is a very inefficient system for distributing information and is prone to errors because each staff member has variable computer experience. Some may not know how to organize such information efficiently, and some may not ensure that all updates are applied to their custom folders.
Further new staff and providers can study the material from remote locations to familiarize themselves with office procedures and policy.
Encourages Employee Engagement
An internal blog can be used for post-operational statistics, patient feedback, or complaints, and provides an opportunity for staff to comment on these issues and make suggestions to resolve problems. Staff engagement is increased because the process of dissemination of information and the ability to comment on it or suggest enhancements is very efficient.
If any patient medical information is contained in the material, a password login will be required for security. Within the office, the intranet will be adequately protected by operating system passwords and security group policies that encourage best practice procedures.