Development of a list of the key overview to make the QM Guide more user-friendly

Introduction:

The university clinic of the Goethe University implemented a quality management system in accordance with the legal requirements under DIN EN ISO 9001:2008. The basis for this is outlined in the QM Guide, which managed using the document management software roXtra®. Due to a high number of documents, the QM was not being implemented. The goal of this project was to analyse the access and updates to the documents in the QM Guide, in order to develop a file structure that allows employees quicker access to procedures and processes.

Materials and methods:

An analysis was done of the current state of the documents and updates to these documents since 2010, as well as how often these documents were accessed in the last six months. The folders named “Bereichsspezifisches” (Department-specific), “Übergeordnetes” (Cross-departmental) and “Formulare” (Forms) were analysed.

Results:

A total of 456 documents were analysed. The access data for 438 of these could be retrieved. The files most often accessed were department-specific documents (64%); 25% were cross-departmental documents, and 11% were forms. 41 (9.4%) of these documents were never retrieved again after they had been created. The remaining 397 documents were accessed a total of 6.688 times (each document was accessed an average of 16.8 times in six months). On average, the documents were revised 1.9 times.

Summary:

The analysis allowed us to identify which documents would need to be accessed through the new roXtra® structure as soon as possible. Those documents that were never retrieved do not pertain to the day-to-day activities of the clinic and will be archived a level deeper in the directory tree. This analysis allowed us to create an overview of the handbook to improve user-friendliness.

Publication History

Publication Date:
18 April 2018 (online)