Healthcare

This large healthcare provider prepares materials for 35 individuals, holds in-person meetings four times a year and, in addition to committee meetings, conducts regular phone meetings. It was very expensive to create board books for each individual for each meeting.

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They now create and distribute board documents in BoardVantage portal, saving on paper and increasing productivity. And, since the portal is hosted, no IT resources are needed to manage the system, or to support the users.

Objectives

This integrated healthcare provider serves over two million residents through its 650 member group practice. They established the goal of taking their board communications paperless. The organization wanted to simplify board book preparation, provide directors with easier access to board materials, and reduce the volume of printed documents—both for environmental and economic reasons.

Initially, a board communications system was developed in-house. With this system, the board administrator and her team assembled board books electronically, and then sent them on disks to directors who could read them with specialized mobile devices.

But they wanted an easier way to assemble and update board books, and to eliminate the need to send disks to directors. In addition, they wanted to provide directors with immediate, online access to new board documents, including updates. They also wanted to enable directors to login to view new materials via their own computers, rather than requiring them to use special hardware.

Solution

The healthcare provider chose BoardVantage because the system was easy to use, both for directors and administrators, and because it was secure, given its SOC2 (SAS70 Type II) and SysTrust certification and third party audits. The administrative staff also liked the rich functionality—particularly the drag & drop capabilities.

Results

Today, the board administrator is able to assemble, update, and distribute board materials much more quickly. She uploads documents in the company's native Microsoft Office formats, and the system automatically converts them into Adobe pdfs, while at the same time maintaining native versions. She and her team also use BoardVantage wizards to automatically create agendas and board books, and to send alerts to directors letting them know when new materials are available.

Directors simply log on to the system from any location, and easily navigate through hyperlinked documents. They are also able to use other productivity tools like secure email and Web conferencing from within BoardVantage.

According to the chief legal officer, 35 individuals receive board materials. They meet in person four times a year and, in addition to committee meetings, conduct regular phone meetings. It was very expensive to create board books for each individual for each meeting.

With BoardVantage, they create, update, and distribute board documents efficiently .They're also printing less, given that everything's available online. And, since BoardVantage is a hosted solution, there is no longer the need to use IT or to support the users. This is a very cost effective solution.