Donegal Mental Health Services implements Cloda to enhance access to care procedures
Discover how Donegal Mental Health Services leverages Cloda and The Knowledge Library to improve staff access and utilisation of policies and procedures.
Donegal Mental Health Service is part of HSE West and North West.
- Location: Donegal, Ireland
- Industry: Mental Health
- Staff: 310+
Success Highlights
- Instant access to information in 4 seconds
- Mobile access to care procedures, in staffs' own language
- Improved reporting features supporting MHC compliance
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Policies managed in Knowledge
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Staff supported across multiple mental health service areas
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Policy interactions in the first month
Watch How Donegal Mental Health Service Improves Service User Safety using Knowledge
What Problems Did Knowledge Solve?
- Quick, simple access to information. Just Ask Cloda.
- Access to procedures at the point of care, in staffs' own language.
- Cloda saves time that can be redirected to care.
- Improved oversight and reporting for policies across all disciplines.
- Instant access to information: Staff can ask Cloda about any care process, and she will analyse all the procedures to provide an effective summary instantly.
- Mobile Enabled Policy Access: Acute and community-based staff can instantly access up-to-date procedures directly from their mobile devices at the point of care.
- Multilingual Support: Staff can query in their native language, and Cloda answers in their language, only from approved policies.
- Intuitive User Management: The system's user-friendly interface empowers each discipline to independently manage user access and their specific policy sets.
- Enhanced Compliance Tracking and Reporting: Disciplines benefit from improved reporting on policy acknowledgements and review cycles, supporting MHC documentation requirements.
- Policy Audit Trail: A detailed audit trail offers management visibility into policy version histories, updates, and usage across defined timeframes.
- Proactive Regulatory Compliance for Community Services: The system facilitates proactive user monitoring, ensuring all community-based staff have access to procedures in preparation for future regulatory requirements and inspections from the MHC.
“Cloda is a user-friendly system that provides frontline staff with instant access to the information they need. Staff can ask Cloda a question, and she provides clear, accurate answers based on our procedures. The intuitive search functionality and robust reporting features make it easier to monitor and demonstrate compliance with the Mental Health Commission's requirements and support consistent, high-quality care.”
Mairead McGrory, Donegal Mental Health ServiceCNM 3, Compliance, Quality and Patient Safety Practice Development
The Challenges Donegal Mental Health Services Faced
Limited Access to Document Management System
Staff primarily accessed procedures from desktop computers, limiting access during off-site or point-of-care scenarios.
Basic Legacy Document Management System
Required a new user-friendly solution to improve policy access and system engagement.
Time Consuming Policy Searches
Locating specific procedures required manual searches and skimming lengthy documents, often taking up to 15 minutes.
Regulatory Compliance
With the Mental Health Commission planning enhanced oversight of community services, ensuring system access for all staff became critical for demonstrating compliance.
Ownership of Procedures
The legacy system lacked intuitive controls for disciplines to manage their own policies and assign user access.
Enhanced Reporting Expectations
With growing requirements around compliance and quality oversight, the need for more sophisticated reoprting system became a driver for change.
The Solution
Key Metrics
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Policies managed in Knowledge
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Staff supported across multiple mental health service areas
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Policy interactions in the first month
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