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The status of a document which can be found during a search and is viewable by the users within an organization who have access to PolicyStat.
Acknowledgement
Users can be required to acknowledge they have read and understand any documents in PolicyStat. These settings can be established as a one time acknowledgement or recurring during any time a document is revised.
Administrative Override
Site Administrators can use the Administrative Override function to make changes to any document (typically small typos or text edits) that can bypass the Approval Workflow process. Any changes are noted in a document history.
Some PolicyStat clients are part of large multi-facility networks, and not all documents will be applicable to all facilities. Applicability refers which facilit(ies) a document may be applicable to.
Approval Workflow
The sequence of users who review, edit, and approve a given PolicyStat document as required by the assigned revision period or edits.
A user identified as a step in an approval workflow. An approver has policy edit permissions to policies to which his/her approval workflow is assigned. For additional information on user roles in PolicyStat, click here.
A category of similar documents within PolicyStat. Examples of Areas are Nursing, Patient Care, Administrative, etc. Use of this term may vary based on local preferences.
Area Owner
A user who manages an Area. An Area owner can create, edit, and manage all policies in his/her Area (s). Area Owners receive reports of expiring policies and have the ability to view pending policies in his or her Area. Use of this term may vary based on local preferences. For additional information on user roles in PolicyStat, click here.
Author (a.k.a. - Document Author)
The user who creates and prepares an initial PolicyStat document. Use of this term may vary based on local preferences. For additional information on user roles in PolicyStat, click here.
Site Administrators can make edits to the properties of multiple documents at the same time using a Bulk Administrative Override. The process is very similar to the Implementation Dashboard, but can only be used with documents that are currently active.
The process through documents are converted from an organization’s original document (e.g. .doc/.docx) to PolicyStat documents.
Any policy, procedure, or other documentation contained within PolicyStat. Use of this term may vary based on local preferences.
A user assigned as responsible for a PolicyStat document. Document Owners will always have edit permissions on his/her specific document(s) and will receive notifications regarding expirations of any document for which he or she is Owner. For additional information on user roles in PolicyStat, click here.
Draft
A PolicyStat document that is in the process of being written and/or edited and is not yet active.
Effective Date
The date the document first became effective (or active) within the facility. This can and often is well before joining PolicyStat.
Implementation Consultant
A PolicyStat representative who assists an organization during the onboarding process to PolicyStat.
Implementation Dashboard
The PolicyStat tool through which an organization’s original documents are uploaded to PolicyStat for conversion to PolicyStat documents.
The last date the document completed the approval process.
Last Revised Date
The last date a revision was made to the document. This may coincide with the last approval or an administrative override.
Alerts to users that a document requires attention. Notifications can be assigned to signal a required acknowledgement, an upcoming review date, comments, or other similar actions are required. Notifications can distributed via email as well as appearing in the top right of any PolicyStat screen.
Next Review Date
The next date when a review of the document is required.
The status of a document when it is being reviewed through the Approval Workflow.
A policy marked as restricted will be removed from view for the general PolicyStat user population. Restricted policies do not appear within search results for general users, as only users with elevated permissions (View Restricted or higher) can view these policies.
Review Period
The period of time between when a PolicyStat document is first approved and when it is deemed necessary for review.
A term, number, phrase or any other representation to categorize and group similar documents for searching and reference through the PolicyStat search tool.
A user with the highest level of PolicyStat site access and is in charge of administering a site. Use of this term may vary based on local preferences. For additional information on user roles in PolicyStat, click here.
Some files are not independent policies, but also are not associated with a parent document. In PolicyStat, these files can become stand-alone attachments called "stub" policies. For example, Excel forms or log sheets, form letters or memos in Word or PDF format, PowerPoint presentations, etc. would be considered stub policies.
When a user clicks a stub policy, the content of the policy reads simply: “Please see the attached file.”
Anyone who uses the PolicyStat system (e.g. - searching for a policy.)Use of this term may vary based on local preferences. For additional information on user roles in PolicyStat, click here.
User Groups
A grouping of PolicyStat users (e.g. - all nurses, administrators, etc.)for the purposes of tasks such as assigning notifications.
A compressed folder that contains multiple files for upload to PolicyStat. Compressing a folder allows the files to be grouped and recognized as a single file. For help on creating a zipped folder, click here.
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