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ToolboxSync document management system (DMS)

For the Guidelines module included in the Standard plans, please see Guidelines (standard module).

ToolboxSync DMS is a function that simplifies the management of clinical guidelines and their distribution to healthcare staff.

This service is included in our Enterprise plans. For our other plans, there is an additional fee reflecting the additional data management and customer support needed. Our fee is a fraction of what it would cost to commission a guidelines app from scratch and maintain it.

See also: ToolboxSync DMS for editors.

Video presentation from UHP

health-toolbox-sync-webinar-20230609.mp4 236 MB

Presentation slides:

ToolboxSync-slides.pdf 1 MB

ToolboxSync: a lightweight document management system

As healthcare organisations continue to generate a growing volume of documents and clinical guidelines, finding an efficient and user-friendly way to manage them is becoming increasingly important. Enter ToolboxSync, a flexible and easy to use document management system that streamlines the process of organising, sharing, and accessing important files.

With ToolboxSync, your teams can continue using their existing writing tools and templates without having to learn a new software or change their workflows. This means they're immediately operational and avoids disruption. ToolboxSync makes it easy to find and audit documents with its synchronised shared folder, search function, and expiration date notifications.

One of the key advantages of ToolboxSync is its ability to synchronise a shared folder with a secure website and mobile app, making it easy for staff to access the documents they need from any device, whether they are on the hospital intranet or using their personal computer or mobile device. With a simple search function and a user-friendly interface, ToolboxSync ensures that staff can quickly and easily find the files they need, without wasting time navigating complex folder structures.

ToolboxSync isn't just about convenience – it also offers a range of powerful features designed to help editors and administrators manage their documents more effectively. With support for metadata such as notes and keywords, cross-linking between different folders, attached forms and links to external websites, ToolboxSync makes it easy to keep all your important documents organised and accessible. And with built-in review dates and notifications, you can ensure that all your files are up to date and that staff are alerted when changes are made or documents are due for review.

In summary, ToolboxSync is a powerful and flexible document management system that makes it easy to manage and share important clinical guidelines and documents across your organisation. With support for portable file formats and a user-friendly interface, it can help healthcare organisations looking to streamline their document management processes and improve the efficiency of their staff.

Benefits

We believe there are a number of benefits to using this function.

For all staff:

Expedient implementation: ToolboxSync can be installed and configured quickly on our side, usually in about a week, allowing staff to access their documents in no time.
Simple to communicate: The centralised, up-to-date repository can be easily promoted to staff, and can be especially helpful to locums, rotating trainees, and IMGs. You can print posters with QR codes to let your staff know about your local knowledge base.

For specialty authoring teams and documentation maintainers:

Convenience: Your teams are immediately operational as they can keep using the writing tools and templates they are used to, no need to learn a new software and to change their workflows.
Layout preservation: The exported PDF format preserves the layout, graphics and fonts in the documents, which appear similarly on all devices and computers.
Flexible expiry dates: You can have flexible expiry dates per document, with colour codes in the listings, and filterable per status. You can select to hide expired documents from users, or to display them with a red date or bullet.
Adaptive display in the app: In addition to the large common listing with all files, departments/specialties can have dedicated listings.
Additional information: In addition to the PDF documents, the specialty sections can include external links, notes and keywords, cross-links between folders, and attached forms.

For managers and auditors:

Automation: A daily automated function synchronises the shared folder with the toolbox website and app, no need to upload, update, categorise, date and tag the files manually. This reduces the risk for staff accessing obsolete documents.
Consolidated repository: Minimises the chance multiple versions of a document being used, or multiple storage options differing between Service lines and Care groups, and risking incorrect treatment being undertaken. Staff should be able to quickly locate the latest approved critical information when required for clinical decision making.
Easy access for auditing: Having all guidelines and protocols in a shared folder makes it easy to find them and to audit them.
Spreadsheet export: You can export a CSV spreadsheet with the status and expiry dates of all files.
Download statistics: You can access information about the number of times a document has been opened in the last month, and in the last 2 years.
Notifications: The software can email daily notifications about documents added, replaced or removed, and a monthly spreadsheet indicating the documents that are expired or soon due for review.
Secure access: You can choose how much to restrict user accounts creation, whether to review and approve access requests, and you can bulk-upload user accounts.
Other tools: You can use the other tools in your Toolbox, for example detection of duplicate files, creation of posters and QR codes, review of usage statistics, page popularity, and search trends.

For regular users from the staff:

Improved accessibility: With the online platform, staff can access the documents from any device with an internet connection, including personal devices. This can improve productivity and flexibility, allowing staff to have the information they need in their pocket and access it on-the-go.
Hassle-free access: With the Autologin function, staff can access the documents directly from the intranet, without having to sign in with a username and password.
Searching/filtering: Users can find documents by title, by section/specialty, and by status, and search within the file content.
Offline access: The Toolbox app can store PDF files for offline access and has a basic PDF viewer. Opening a file adds it to the offline storage for the user, until it is removed or replaced in the shared folder. Users can also choose to download all files in selected pages or sections.
Optimised files: We are optimising most PDF files for smaller file size and faster loading on mobile devices. In our observation, the optimised files are 45% smaller on average (sample of 1100 clinical guidelines from UHP).

What we expect from you

Your trust has a number of documents (guidelines and protocols), that need to be shared with junior doctors and other healthcare professionals from your trust, via the Toolbox app and website.

All documents are created and updated by your specialty teams.
The documents are all exported to the PDF format.
There is one shared folder/directory/drive on your local network, where all current PDF guidelines can be found.
Someone from your trust can coordinate with the people who maintain the documents and make sure the PDF exports are in the shared folder, in their specialty subfolder, and up-to-date.
Someone from the IT department can help/advise with the initial configuration.

Guidelines directory (main folder structure)

This is the main directory or folder that will hold all your documents in a sub-tree of folders. Its structure will be mirrored on the Toolbox, where every folder will become a section in your Guidelines page. Every PDF file will become a link in that page.

The shared folder has subfolders per specialty and/or per section, for example "Maternity", "Surgery" or "Accident and Emergency".
The PDF files are in their respective specialty subfolders.
The name of every PDF file is the title of the document. For example, a file named "Antenatal Screening Guideline Apr 2023.pdf" will appear on the Toolbox app as "Antenatal Screening Guideline Apr 2023".

Here is an example of the user interface on the website and in the app: