May 17, 2018
Estimated Read Time: 10 Minutes
Background checks are just for employees, right? No, background checks are actually required for any student and volunteer who work in the same capacity as staff that provide care, treatment, and services to patients. Nursing students must have a clear criminal background check to participate in placement in clinical facilities. On top of having a completed background check, drug testing and immunization tests are additional requirements that need to be completed and updated regularly to be cleared to work in a hospital.
Completing all of these items and checking them off your list can cause stress for everyone involved. The student first has to fill out their information for a background check and then go to a collection facility to take a drug test. Then, it’s up to the student to figure out how to turn everything in to the school and on time making sure all of the paperwork is completed correctly. There is also the added layer of complexity that each student might have their own list of what is needed from them, different from the next. Then, on the administrator side, how do you manage all of these documents? How do you know if Sally completed everything? This can lead to a lot of time spent searching for documents and phone calls with students about what they need to be completing and how they should be completing it. Completing these documents can all be very costly for students. So what if I told you there was a solution for all of this? What if I told you you could get everything completed and managed all in one place?
Say “hello” to Document Management System, also known as DMS. DMS is an online software that stores, manages, and tracks electronic documents and images. For most DMS’s, the paper documents are being scanned into the system and automatically uploaded into the assigned file location for each. DMS is a powerful tool that can really help companies and schools dramatically improve their process and cut down on wasteful paper.
Every company, organization, school, and so on has some kind of paper they deal with regarding their students or applicants. We need paper to communicate, turn in reports, and write messages for our day to day activities. Managing all of these papers is something that DMS really plays a big role in.
There is a plethora of items on a student’s checklist that they need to complete/turn in to the school in order to be allowed to work in the hospital. Let’s say, for example, Sally is starting her preceptorship in the fall and she has a list of items on her to do list. This is where the Document Management System will come into play. Sally will submit all of the documents through the DMS site, thus saving her a lot of time and stress of getting all of these things turned in and completed. Everything she has to complete will all be listed out on this portal where she will go to on the DMS site. She will see exactly where to upload every document.
The checklist is different for each student and the requirements on the checklist vary by institution, depending on the clinical requirements. The requirements above are just a few of the main ones and how DMS plays a heavy role in each. Some of the other main requirements are:
So you’ve learned a few of the common checklist items that students have to complete in order to get into school. Now how does DMS work for administrators managing that checklist? Well, there are different features every DMS has and we are going to look at one specific to the site we use at Validity. DMS was built in house, known as Validity DMS. It is a Software-as-a-Service (SaaS) solution designed to meet certain needs of organizations of different professional and academic professions. The system is an online repository for schools to collect the necessary documents that they need from their students.
Check out How It Works DMS, to give you a step-by-step guide on how our Validity DMS works.
The school will give Validity a student roster, list of tasks/requirements, and specific instructions. Validity will then customize the system based on that information. The students go online, pay, and are then sent a registration link to DMS. Once they are in, they upload the information for each task needed. Once the student has paid for DMS through our online application, an invitation will be sent to the student to invite them into the system. The student will then be able to login to DMS using the username that was provided, and the password that was created. Once in the system they will be able to upload and attach the necessary documents, according to the parameters that the institution has set to meet clinical standards.
Documentation can be forwarded to any person or entity by the user and program manager who is in charge of the documents. A link will be provided which includes the file of documents and then is delivered directly to the person requesting it.
Institution view is slightly different than the student aspect. Institution users can view student documents, check document status and run student reports. Student reports can be filtered by program and cohorts. These reports will show them information based on tasks, expiration dates and event dates. The institution can view where their students are within the process.
You can also customize the documentation tasks which are the tasks you want the person completing them to do. The school has full control and can customize the system to meet their specific needs. They can also create as many or as little tasks and requirements as needed.
Users can also have expiration notices sent to them so that new certifications and immunization records may be uploaded. DMS will let the applicant know that they need to resubmit their certification and immunization records so that they are staying up-to-date and in compliance with their specific program.
Another great benefit that Validity provides with our DMS is that we make sure to review all the documents and make sure they are complete, as well as mark them complete to ensure the user and or applicants are done with the task. Validity will also let the user/applicant know that they need to provide more information or correct their document if there is an error or it does not match the school’s requirements. There is also the reports portion of the DMS site where the administrators can look to see if the student’s report is completely finished or incomplete. The admin can also post any announcements or documents to their students for them to obtain and figure out what more they need to complete or do within the portal itself. The school can log in and view the tasks and the statuses of any student. The system will store all of this, and track everything by simply typing in their name.
Overall, DMS is a lifesaver to say the least. Instead of having a million excel spreadsheets to list and track everything for a student and having the school manually reviewing everything, DMS takes all of that work off their plate. DMS also has a very user friendly dashboard that displays the information in and easy-to-read manner. DMS makes it easy for the students to have their entire information saved right on one site, so they can return to it later if need be.DMS was originally built to track information and documents for students, but it can really be used to track ANY documents. If you haven’t thought about using DMS for organization maybe it is time you did. DMS is a tool that can make your workload especially easier and quick and can be used for any kind of document. DMS will save you time, money, and be more efficient when getting all of your documents in order.