From Order to MedQdoc site delivery

When a company orders a site from MedQtech, our goal is always the same – to provide a ready-to-use environment where the customer can get started without delay. Through a structured delivery process and flexible solutions, we ensure that each site is tailored to meet the customer’s specific needs.

Understanding the Customer’s Needs

Everything begins with a dialogue where we gather the key information needed for the setup. The customer tells us which templates they want to use, how many users should be included in the system, and which roles or profiles those users should have. This information then forms the foundation for how the site is configured.

Flexible Solutions – Adapted to the Customer’s Way of Working

Every organization works differently, which is why we offer several flexible ways to deliver a site:

• Ready-to-use site – includes templates and a predefined structure
• Structured site – includes a folder structure without templates
• Blank site – allows the customer to build everything from scratch
• Customized setup – is tailored to specific requirements

In short, the customer decides how much should be prepared from the start.

A Customized site is set up

Once all requirements are clarified, we set up the site in our Backoffice. At the same time, the templates selected by the customer are delivered to the new site.

At the time of delivery, the templates have the status Initial, meaning they are available in the system but not yet active. When the customer decides to start using a template, the status changes to Draft, allowing the document to be edited and adapted to the organization’s needs.

The controlling documents, such as Standar operations procedures (SOP), Work Instructions (WI), and Policies are delivered with clear tagging based on applicable standards and regulatory frameworks.

Overview

Each document is categorized according to relevant sections or chapters from these standards, as well as by document type (e.g., SOP, WI, Policy). This structured tagging makes it easier to understand, organize, and navigate the document landscape.

A Smooth start for all users

When users are created in the system, each new user automatically receives an email with instructions to set their password and activate their account. This ensures that the entire organization can get started quickly and smoothly.

To support different responsibilities and access needs, MedQdoc includes several user types.

• Administrator user – has full access to settings, structure, and administration
• Standard user – can work with documents and assigned content as part of daily activities
• Read-only user – can view content but cannot make changes

Each user type is designed to match a specific level of access and involvement in the system.

A Well-Designed Start Page

As part of the delivery, we typically create a start page with clear links to the predefined folder structure. The page is flexible and can easily be updated as the customer’s needs evolve using the built-in layout tool.

Easy customization by adding the customer logs

We also add the customer’s logo, which is automatically displayed in the header of all documents in the system. This ensures a professional and consistent appearance from the very beginning.

The logo is positioned on the left side of the document header.

Case Management

We offer a set of case management modules that can be delivered based on the customer’s preferences. The selected modules are activated according to the customer’s needs.

• Nonconformity – for managing deviations and nonconforming events
• Customer complaint – for handling customer complaints and related follow-up
• Equipment – for managing equipment-related cases and activities
• Change management – for controlled changes to documents, processes, or products
• CAPA – for corrective and preventive actions
• Supplier management – for supplier-related cases and follow-up
• Training management – for managing training-related cases and activities

Custom cases – In addition to the standard modules, you may also add your own custom cases based on your specific requirements.

Read more about MedQdoc Case Management here.

Introduction for a confident start

To ensure that customers feel confident using the system, we offer a complimentary two-hour introductory training session. During this session, we go through the key features and demonstrate how to work efficiently within the site. After the session, you will be able to continue the implementation of MedQdoc independently.

The training is conducted by MedQtech and provides users with a solid foundation for their continued work in the system.

In addition, we can provide tailored onboarding adapted to your organization’s specific needs, supported by our expert knowledge and experience throughout the implementation process.

Our goal is simple: to provide a smooth and confident start, so our customers can begin working in a structured and efficient way with their documents from day one.

See our MedQdoc introduction videos here.