დოკუმენტების მართვა და ჩანაწერების სისტემა [T-02]

დოკუმენტების მართვა და ჩანაწერების სისტემა [T-02]

Inadequate document control is among the most frequently cited findings in healthcare accreditation surveys worldwide: the Joint Commission International identifies document and record management deficiencies as a recurrent root cause of sentinel events, medication errors, and audit non-conformances. In the Georgian and broader South Caucasus health system context, where facilities are accelerating alignment with international accreditation standards and the national hospital accreditation framework, the gap between documented procedures and their reliable daily application represents a measurable patient safety risk. A form that is out of date, a policy that exists in two conflicting versions, or a completed clinical record that cannot be retrieved within minutes are not administrative inconveniences — they are system failures with direct implications for care quality and legal accountability.

This course is grounded in the requirements of ISO 9001:2015 Clause 7.5 (Documented Information), ISO 15189 for medical laboratories, and WHO guidance on health facility quality management systems, cross-referenced with JCI accreditation standards applicable to Georgian hospital settings. Instruction follows a competency-based methodology: each concept is immediately applied to realistic clinical document scenarios, and participants work with freely available digital tools — including open-format spreadsheet and template systems — that require no specialist software budget. Case material is drawn from primary and secondary care environments representative of facilities currently operating under Georgia’s national healthcare quality improvement agenda.

By the end of this course, participants will be able to:

• Distinguish between documents (instructions, policies, procedures) and records (evidence of activities performed), and correctly classify each category according to ISO 9001:2015 Clause 7.5 requirements.
• Design a facility-level document register that specifies version numbering, approval authority, review frequency, and distribution controls sufficient to satisfy an external accreditation audit.
• Implement a practical document lifecycle workflow — from creation and approval through controlled distribution, periodic review, and secure archiving or disposal — using tools available at no cost.
• Apply retention and accessibility standards for clinical records in compliance with Georgian national legislation and international best practice, including minimum retention periods for patient-identifiable data.
• Evaluate an existing set of facility documents to identify obsolescence, duplication, unauthorised amendments, and missing mandatory fields, producing a prioritised non-conformance log.
• Construct a staff-facing quick-reference guide for document control procedures that reduces reliance on verbal instruction and supports consistent practice across shifts and departments.

Who Should Attend

This course is designed for quality managers, head nurses, department chiefs, and administrative leads in hospitals, polyclinics, diagnostic laboratories, and primary healthcare centres who hold direct responsibility for maintaining compliant documentation systems. It is equally relevant for accreditation coordinators preparing facilities for JCI, AGCERA, or national Georgian accreditation reviews, and for clinical team leaders who approve, use, or archive controlled documents as part of routine practice. No prior formal training in quality management is required, though participants who have completed an introductory ISO 9001 orientation will progress more rapidly through the conceptual sections.

Course Structure

The course is delivered entirely online through the GMJ Academy platform, comprising six structured modules with an estimated total study time of four to five hours, including interactive document analysis exercises and a practical end-of-course assignment in which participants audit and remediate a simulated facility document set. Successful completion of the summative assessment at or above the passing threshold earns a GMJ Academy certificate of completion carrying continuing professional development credit recognised within the Georgian CME framework.