Your organization has selected a new EHR and your team has been tasked with staff training. Yes, this is a big job and yes, there will be bumps and “Aha” moments, but you can successfully deliver your EHR training. Over the years and regardless of the selected EHR there are a few tips that have paid significant dividends if paid the appropriate attention.
Know Your Numbers
It is critical that you spend the time to gather the ‘true” numbers of staff requiring training on the new tools and workflows. Remember to consider ALL staff, those who will need full access to those who may only be granted a limited or “read-only” view. These validated numbers of staff to be trained will drive all your subsequent decisions.
- Who works for our organization?
- Will they require training?
Know Your Roles
Knowing the roles that each staff member plays in the current state, as well as what that translates to with the new EHR is vital to the success of your training program. Knowing these roles will facilitate accuracy of learning plan assignments which instills confidence in the training program. Also, knowing the total numbers per role will facilitate securing the optimal number of classrooms, as well as classroom trainers. The curriculum should reflect the full gamut of roles in a logical sequence.
- What does each group of staff members do?
- Are there any other responsibilities for which subsets of the group are responsible?
Know Your Tools
The Learning Management System (LMS) will be instrumental in the assignment of learning plans, enrollments, and completions, testing scores and finally reporting. Thorough communication of how to use the LMS to the organizational managers will facilitate an “on time” start to the training phase.
Also, understand the limitations of your specific LMS and work with your LMS contact to be prepared for enrollment options and reporting capabilities.
- What are the options within our LMS?
- For enrollments, waitlisting, rescheduling
- What are the reporting capabilities? (several examples)
- Attendance reports
- Completion reports
Execute Your Plan
Execute on the EHR training plan you have communicated. Consider and enforce the policies you may have established to ensure the integrity of your training content and schedule. Examples of these policies may pertain to the following: how to handle tardiness, rescheduling of classes and “no-shows.”
Communicate consistently on training progress, training feedback and attendee evaluations, as well as improvements to training because of the constructive feedback.
- Has thorough communication on where and when training will take place been delivered?
- Are our policies in place and understood?
Plan for the Future
As the implementation date approaches and initial EHR training is well underway, turn your attention to the future. Working with your Human Resource and Onboarding Departments, document customary hiring practices and turnover rates for staff. Planning for ongoing, “future state” training should be based on your organization’s historical trends. Knowing this information will allow you to plan appropriately for the following: how many trainers and classrooms will need to be retained, monthly training schedule and equipment necessary to continue training and potential for cross-training. Tying the “future state” training schedule to your onboarding practices will facilitate timely education for your new hires and department transfers to make the most out of their orientation period.
- What are our traditional hiring patterns and historical turnover?
- Are there groups (nurses, residents, etc.) that traditionally come onboard at specific times annually?
- Do we have the required trainers and classroom space to continue a successful ongoing EHR training program?
- How can you optimize your initial curriculum to be more streamlined, while addressing the lessons learned from our initial implementation?
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