Today I would like to talk about a company named Zendoc that is working to disrupt the quality system market. It’s an innovative, light weight tool, that allows small startups as well as midsize companies to write, train, and evaluate their performance against their policies and procedures.
For those of us dealing with HIPAA/HITECH, Zendoc is an excellent tool to have in your bag.
Before I begin, my standard disclaimer applies! I’m not being paid in any way to provide this review – it’s based upon my experience of the system. You should always evaluate for yourself and not simply rely on my opinions.
Zendoc has a remarkably straightforward user interface that is tailored towards non-technical users. It provides a document library functionality that allows you to easily find the policy or procedure that you need. Documents can be tagged with various categories such as security, supplier questionnaire, HIPAA, or just about anything else you can think of.
When I need to train a user in a procedure, I simply assign it to them. They are sent an email with an embedded link which they click to go straight to the procedure. Once they’ve read it, they can quickly take a quiz, enter the electronic signature, and hey presto, the training record is created. That user is now fully in compliance. It really is that simple.
I’ve always found the process of managing training records to be extremely tedious. No matter how hard you work at keeping good documentation, there is always one training record that seems to get away from you. During my seven years in clinical trials I was audited over 50 times by pharmaceutical companies, and while we always did well, you could be sure there would be a minor finding or observation against training records.
Document creators have significantly more capabilities. One of the most innovative of these is the Zendoc template function that makes creating standardized documents really easy.
Each template contains sections that can hold a good set of controls such as text boxes, radio buttons, and file attachments to standardize data entry. Templates can be used to create documents that come out in a really consistent format without messing around with document styles in Microsoft Word.
This simple approach really speeds up the process of writing documents and encourages the user to format on content rather than presentation.
Zendoc contains change control functionality and has a very straightforward document workflow that involves review and approval steps. Documents start in a “draft” then move through “review” to “approved” and finally end up in an “effective” state at which point they are added to the document library and available to be trained upon.
As you might expect it’s really easy to export uncontrolled copies from the system. These are rendered onto a very clean template that’s perfect to give to an auditor. You don’t need to give auditors access to the electronic system (heaven forbid), and you can easily generate report of training records on each document.
There’s a lot more to the system than this brief overview, But this should be enough to whet your appetite. If you are working in a start-up company and need a simple document management system to meet HIPAA or FDA requirements you should really be looking at Zendoc.