Automated Document Reviews:
One Feature, Endless Time Savings
Automated document review in PowerDMS is one those features that quietly does a lot of heavy lifting - once they are set up correctly.
Most people think of document reviews only in the context of policies. But this tool can be just as powerful for accreditation proofs, especially those that need to be reviewed, updated, or re-verified on a recurring basis.
I personally use automated document review for all of my policies and all of my accreditation proofs that have a review cycle. That means people throughout the agency receive reminders directly in their inbox when it’s time to review a document — instead of relying on memory, sticky notes, or email and calendar reminders.
Automated document review allows you to assign a document to a reviewer and set a review frequency. When the review date arrives, PowerDMS automatically sends the existing document to the designated person prompting them to review it.
The reviewer can:
See the exact proof that was used previously
Locate or create an updated proof if applicable
Or certify that no changes are required
Once completed, the review history is tracked within the document itself.
For policies, the value is obvious — regular reviews ensure policies stay current, legally sound, and aligned with practice.
For accreditation proofs, the benefits are just as significant:
Training that need periodic updates
Certifications or licenses with renewal cycles
Recurring reports or audits
Inspections that must be conducted
By setting these up as PowerDMS documents and applying automated reviews, I no longer have to remember when something is due. PowerDMS does the remembering for me. Of course I build in a little bit of a cushion if it is time sensitive.
Instead of the accreditation manager being the bottleneck, automated document review:
Pushes responsibility to the appropriate subject matter experts
Creates accountability without constant follow-ups
Keeps examples readily available instead of hunting for them to each time
And because reviews are documented, you also create a clear audit trail showing ongoing compliance and oversight.
Automated document review isn’t just a policy management tool — it’s a workload management tool.
When used consistently, it:
Reduces last-minute document hunts
Keeps proofs organized and streamlined
Spreads the workload across the agency
And saves an incredible amount of time
If you haven’t expanded document review beyond policies, this might be the single easiest upgrade you can make to your accreditation workflow. Watch the quickie video below of where to find and navigate the document review settings:
Who do you know that could benefit from these accreditation-friendly tips and resources? Consider sharing this link with a colleague so they can sign up:https://www.accreditationacademy.net/signup
Areaka P. Jewell
Accreditation Academy
areaka@accreditationacademy.net
(305) 360-1075