A successful EHR go-live training program is the result of many months of planning and communicating organizational expectations. There is always a myriad of logistical elements that go into the planning process including; identifying training locations, setting up classrooms and determining how registration and completion of courses will be tracked. These are essential to identify early on, as they will likely be one of the most significant training initiatives the organization will undertake. Identifying trainers who understand the system, workflows and how different types of employees may require different types of learning, be it web-based, classroom or one-on-one training, is also imperative. Finally, communicating training expectations for future users of the system will ensure that everyone is trained and ready for the system to go-live.
Physician Personalization Labs – A key feature within Epic is the ability to personalize the software for each physician’s needs. The modules will be the same for all users, however, Epic can be customized to accommodate an individual provider’s preferences when entering clinical documentation and orders. This allows providers to focus on time spent with their patients rather than time spent in the system. In the weeks leading up to go-live, personalization labs – an extension of training – should be set up where trainers can work with physicians to make sure their templates and orders are set up. Every step that can be taken to prepare for go-live helps ease the transition.
Technical Dress Rehearsal – The technical dress rehearsal is a planned event where all equipment that will be used during the Epic go-live is checked before the actual event. This includes everything from servers to monitors, scanners, devices, printers, etc. For example, printing is a common issue during Epic implementations and Technical Dress Rehearsals will allow your implementation teams to check and recheck printing processes before they go-live.
End User Dress Rehearsal – End user dress rehearsals allow users to marry the new EHR technology with what may be newly redefined processes, to evaluate how well they are functioning together. End-users are asked to sign on to the EHR system, test their training, validate that they can accomplish what they need to during a typical day’s work, ask questions and continue to learn in a safe environment. It is an extension of training, allowing end-users to build much-needed confidence going into go-live. It is also an opportunity to address any last-minute quirks in the system’s setup. A constant dialogue between end users, Super Users, application teams and IT is vital to taking advantage of this opportunity.
Super User Preparedness – Super User Preparedness, and to a great extent your Super User Program overall, may be the most critical personnel aspect of a successful go-live and sustained long-term success. When establishing the parameters of a Super User program, organizations must look, think and plan for the long term. If your Super User program is only set up to get you through the go-live, you’re doing end-users and your organization a major disservice. A well thought out and managed Super User Program should serve as your primary source of knowledge transfer from implementation specialists and go-live consultants to in-house staff and full-time employees. Super Users should be engaged during the planning process, implementation, optimization, and beyond. They should act as the liaison between the application teams and end users. Super Users are distributors and gatherers of information as they communicate directly with end users and report issues back to the application teams. When done correctly, it’s one of the most effective ways to check the pulse of the end users and ensure that you’re addressing the issues that matter to them the most.
While preparation is undoubtedly an essential ingredient for successful go-lives, all the planning in the world can yield minimal results if you don’t have the right people in place to execute the plan. In addition to the years of experience Optimum brings to the table, we also specialize in allocating the right resources – the right people – for your project at the right time. Optimum Healthcare IT uses its SkillMarket portal to not only manage your go-live resources, but to optimize resources based on your needs, their skillset, and geo-location, which also saves you money by selecting qualified go-live support that is close to you.
Each of our go-live consultants has a profile and is graded based on experience, certifications, attitude and previous client feedback. We work to provide the best possible resources throughout the life of your implementation. Our commitment to your needs ensures that your implementation will be successful throughout your planning, go-live, stabilization, and optimization. And once you make it through the arduous task of implementing an electronic health record, the challenge then becomes sustaining it and meaningfully using it. Optimum Healthcare IT has the best Go-Live team in the business, and once they’ve successfully helped you install the system, our Managed Services team can help you support it.
Need help with a go-live? If so, we are ready to help! Contact us today.
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