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The status of a policy which can be found during a search and is viewable by the users within an organization who have access to PolicyStat.
Active Directory
An IT infrastructure program used by local organizations to simplify user and group management for your Site Administrators. For more information about Active Directory applied to PolicyStat, see this article.
Acknowledgment
Users can be required to acknowledge they have read and understand any policies in PolicyStat. These settings can be established as a one-time acknowledgment or recurring during any time a policy is revised.
Administrative Override
Site Administrators can use the Administrative Override function to make changes to any policy (typically small typos or text edits) that can bypass the Approval Workflow process. Any changes are noted in a policy's history.
Some PolicyStat clients are part of large multi-facility networks, and not all policies will be applicable to all facilities. Applicability refers which facilit(ies) a policy may be applicable to. For more on Applicability, see this article.
Approval Workflow
The sequence of users who review, edit, and approve a given PolicyStat policy 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 policies 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. - Policy Author)
The user who creates and prepares an initial PolicyStat policy. 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 policies at the same time using a Bulk Administrative Override. The process is very similar to the Implementation Dashboard, but can only be used with policies that are currently active.
Users who are part of a network of facilities may need access to another PolicyStat site to view, share, edit, or even upload policies. The Change Location menu, located in the top left of any PolicyStat page, allows them to jump to other trusted sites.
Conversion
The process through which policies are converted from an organization’s original policy (e.g. .doc/.docx) to PolicyStat policies.
A category of similar policies within PolicyStat. Examples of Areas are Nursing, Patient Care, Administrative, etc. Use of this term may vary based on local preferences.
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 policy. Document Owners will always have edit permissions on his/her specific document(s) and will receive notifications regarding expirations of any policy for which he or she is Owner. For additional information on user roles in PolicyStat, click here. Use of this term may vary based on local preferences.
Draft
A PolicyStat policy that is in the process of being written and/or edited and is not yet active.
Effective Date
The date the policy becomes effective (or active) on your site. This is separate from the Origination Date as the Effective date can be applied at any time after creation using.
A site-wide guest access link that grants read-only access to all active, non-restricted PolicyStat content to Staff who would need access to your PolicyStat site without the need to provide log-in credentials. For more information, see this section.
Guest
A user, typically a third party outside your organization like a vendor, lawyer, or patient, who needs access to view content only. For more information on this role, see this article.
For networked sites using Single Sign-On integration, this setting defines is the landing site after authentication. Typically, this is the primary location where a user works day to day. For more information, see this article.
Home Tab
This is the PolicyStat page containing several reports and action items required for users. For more information, see this section.
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 policies are uploaded to PolicyStat for conversion to PolicyStat policies.
The last date the policy completed the approval process.
Last Revised Date
The last date a revision was made to the policy. This may coincide with the last approval or an administrative override.
Alerts to users that a policy requires their attention. Notifications can be assigned to signal a required acknowledgment, an upcoming review date, comments, or other similar actions are required. Notifications can be 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 policy is required.
The default term for the date the policy first originated (or became active) within the facility. This can and often is well before joining PolicyStat. Use of this term may vary based on local preferences.
Owner
A user assigned as responsible for a PolicyStat policy. Policy Owners will always have edit permissions on his/her specific polic(ies) and will receive notifications regarding expirations of any policy for which he or she is Owner. For additional information on user roles in PolicyStat, click here. Use of this term may vary based on local preferences.
Any policy, procedure, or other documentation contained within PolicyStat. Use of this term may vary based on local preferences.
Policy Area
A category of similar policies within PolicyStat. Examples of Areas are Nursing, Patient Care, Administrative, etc. Use of this term may vary based on local preferences.
PolicyStatistics
A site health dashboard offering to track site usage available from PolicyStat. For more information, see this article.
Pending
The status of a policy 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 policy is first approved and when it is deemed necessary for review.
A term, number, phrase or any other representation to categorize and group similar policies for searching and reference through the PolicyStat search tool. Use of this term may vary based on local preferences.
Roles
There are 9 assorted user "roles" or permissions Guest, Staff, User, Owner, Collaborator, Approver, Area Editor, Area Manager, and Site Administrator. Any of these permissions are assigned by a user with Site Administrator permissions. For more information, see this article.
Single Sign-On (SSO) Integration
A process that allows your organization’s network users to access authorized network resources without needing to log in separately for each resource. For more information, see this article.
Site Administrator
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 policy. 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.”
A term, number, phrase or any other representation to categorize and group similar policies for searching and reference through the PolicyStat search tool. Use of this term may vary based on local preferences.
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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