HCA Clinical Policy Document Management

Our client is a global private hospital group with significant interests in the UK


Intelogy was challenged to digitise an existing policy change management process and improve access to the latest policy documents at both a corporate and local level. The client found the retrieval of paper based policies extremely difficult as they were not all stored in one location, the last published policy were difficult to obtain because these policies needed to be distributed to numerous different hospital sites. It was imperative that nurses should access to the latest policies at any time of day or night. The management of change process was not to change it was simply to make it easier for the correct parties to approve or reject changes.


SharePoint was introduced, and a single repository was created in which all published policies could be stored following a fully governed change management process. Native SharePoint Search functionality was extended so that anyone from within the organisation could have a streamlined search experience, with the ability to further refine their results by specific keywords, e.g. site, department, document type etc. This meant that anyone could easily locate and retrieve the most recent published policy document, even at 03:00 in the morning.

The standard out of the box SharePoint display template was also amended to surface relevant and useful metadata associated to the policy, as well as the documents’ content.


  • Quick retrieval of published PDF versions of the policies by either searching for a relevant word from the policy’s title, or by browsing by a specific hospital’s location (in case there is a site specific policy).

  • Version history on document libraries allows certain permission levels to access older versions of a specific document.

  • Confidence that users are presented with the latest published document removing any doubt about the required steps.

  • Effective refinement of search results by site, department, document type, etc…

  • The ability to view the policy without having to physically open the file.


Electronic Document Records Management Best Practices

Brochure mockup