Problem
Legacy tools hindered policy oversight and compliance
Healthcare Partner – US, a national provider of advanced wound care services, faced increasing difficulty managing over 500 organizational policies across a geographically dispersed workforce. Their legacy compliance system—rigid, costly, and isolated—offered limited customization and lacked integration with existing platforms such as SharePoint.
Tracking acknowledgments and monitoring version history became a cumbersome, manual process. Staff had no easy way to confirm which policies were acknowledged and which versions were current. Despite storing documents in SharePoint, there was no functional workflow for collecting acknowledgments or demonstrating audit readiness.
What the organization needed was a secure, compliant platform that could handle version control, user-based visibility, automated audit trails, and integrations with HR and IT infrastructure like Dayforce and SharePoint.
Q1
Solution
SmartSuite modernizes policy management and tracking
Healthcare Partner – US adopted SmartSuite to create a centralized, customizable tailored to healthcare compliance needs.
Key features included collaborative policy drafting through SmartDocs, where compliance teams could redline content, route documents for approval, and log changes through status-based workflows. Policies were embedded with metadata such as version IDs, approval status, and effective dates, while access was restricted based on user roles.
Staff acknowledgment tracking was built directly into the system. Policies could be assigned to groups, with users acknowledging receipt through public SmartSuite forms.
With SSO authentication and robust API support, SmartSuite positioned Healthcare Partner – US to sync with both SharePoint and Dayforce in the future, making policy delivery and reporting scalable and audit-ready.
Q2
Results
Unified platform boosts audit readiness and clarity
Healthcare Partner – US successfully transitioned away from an expensive, siloed compliance system to a unified SmartSuite solution that supports the entire policy lifecycle.
Over 500 policies are now searchable by owner, department, and effective date. Acknowledgment status is tracked in real time and visualized through SmartSuite dashboards. Field- and view-level permissions secure sensitive drafts, while bulk uploads and file import tools facilitated the initial migration.
Most importantly, the organization now benefits from operational clarity and improved audit readiness. The compliance and IT teams have reduced manual work, improved reporting accuracy, and ensured that every policy acknowledgment is logged, time-stamped, and tied to the right version.
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