Laboratories
Personnel Documentation Management
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Personnel Documentation

Optimize the management of employee documentation with Personnel Documentation, your all-in-one solution for digital personnel file management. With a system designed for efficiency and compliance, ensure your organization is always prepared to show your higher standards during inspections.

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  • Centralized repository

  • 100% paperless

  • User-friendly navigation

  • Automatic notifications

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Automate & streamline file management

Our Personnel Documentation solution demonstrates your commitment to quality and compliance with regulatory agencies such as CMS, CLIA, CAP, COLA, and The Joint Commission. Generate reports instantly and manage all your documentation securely on a streamlined, intuitive platform.

Compliance Requirements

Personnel Documentation helps laboratories meet these and related requirements:

CAP: GEN.54025

CAP: GEN.54750

CAP: GEN.5440

CLIA: 42 CFR Part 493 Subpart M

a User-Friendly,
Built-for-Labs System

MediaLab by Vastian’s Personnel Documentation is built to save you time and eliminate the inefficiencies of traditional paperwork and filing. Say goodbye to sifting through files and searching cabinets—access employee data instantly and keep your documentation processes running smoothly.

Centralize control

With our secure, cloud-based platform, you can:

  • Establish documentation requirements and easily assign them to staff members.

  • Grant access with role-based permissions, ensuring the right individuals have the appropriate access levels.

  • Automate notifications to swiftly manage certification renewals, licenses, delegation of duties assignments, and more.

Automate reporting

With Personnel Documentation’s powerful search and reporting features, you can:

  • Instantly review collected, approved, and pending employee documents.

  • Track documentation renewal status by employee, department, or facility with ease.

Meet CLIA requirements

With Personnel Documentation, you can:

  • Easily build, export, and compare your lab’s roster against CLIA’s requirements.

  • Track certifications, education, and training for testing personnel, technical consultants, and other key roles.

  • Notify staff of incomplete documentation to prevent deficiencies and maintain documented proof of qualifications.

Robust Features & Functionality

Secure storage

Comply with HIPAA and NIST standards through advanced encryption and robust document protection protocols.

Comprehensive rosters

Easily export lab and POCT personnel rosters for non-waived testing.

Streamlined approvals

Ensure all collected files are properly reviewed with signature confirmation processes.

Efficient reviews & audits

Boost efficiency with comprehensive reports, audit trails, and detailed historical records.

Selective access sharing

Control access permissions to empower stakeholders in securely collecting and reviewing documentation.

Clarified requirements

Simplify complex qualifications with detailed, easy-to-understand requirements listed by CLIA Subpart M role type.

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Customer Story

Lab saves time and energy with centralized employee documentation

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“After implementing Personnel Documentation, we have much-improved visibility and accountability in our employee file management process. It's so easy to pull a file quickly now. We use our MediaLab roster as the source of truth to update our CAP roster on their portal.”

2,000+ Employee Health Care System

Seamless integration across products

Implement Compliance & CE with our other products that help make compliance easy, fast, and yours to own.

Compass

Link a course from any education package to an activity in Compass and allow admins to require reading a training course (e.g. OSHA Bloodborne Pathogens) as an activity.

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IQE

Link a training course to an event in IQE. If non-conforming event findings require a retraining activity, simply link your Compliance & CE course directly to support corrective actions.

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Delivering value beyond the lab

1,000,000

Personnel files managed

100,000

Personnel tracked daily

29

Years of experience

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“Personnel Documentation has been very easy to use, with customizable document types and reports that capture all documentation that has been scanned into the system. It has been a great help and saved us time when preparing and performing our internal ISO 15189 audits."

Doreen Kreiner, MT (ASCP)

Clinical Implementation Specialist, Lancaster General Hospital

"Not only does this software help our lab stay in compliance, it makes it so easy. New users are able to figure out how to navigate it with very little instruction, which makes them more eager to go back to it again and again. Staff from all levels appreciate its usefulness!"

Lisa D.

Quality Manager, Hospital & Health Care, 51-200 employees

A Deeper Look

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