EHR Software has increasingly become popular over the last few years. Many businesses have noticed improved efficiency in their daily operations after incorporating EHR systems. But we’ll quickly point out that to fully enjoy the benefits associated with incorporating this type of software, you must use it right.
Acquiring software is the first step. But proper training regarding EHR system is even more important to ensure user satisfaction. This is why it’s crucial for organizations to take the training phase of EHR software seriously.
In this article, we’ll give you a few tips to keep in mind when going through EHR software training for your practice with your chosen vendor. After which we’ll also give you pointers on how to conduct ongoing training as a practice to guarantee user satisfaction.
Why is the training phase important?
Change isn’t always welcomed by users in many organizations. Some users might view transitioning from paper-based procedures to automated systems as a risk to their jobs. This is because they fear being replaced by the software.
Also, employees may feel that the system is simply too complicated to learn which can lead to frustration. As a result, training and implementation of EHR software can be met with resistance.
It’s however important to stress the importance of EHR training to users by assuring them that the system is there to make their jobs easier. Only then can they adopt a positive attitude which is crucial for effective training.
Benefits of Proper Training
The training phase of EHR software is very crucial to any organization if they expect successful implementation. Proper training will see your practice enjoy the following advantages:
– Employees can easily learn even the most complicated procedures
– Training significantly reduces setbacks
– It minimizes errors
– Reduces general frustrations of your employees
– Reduces the risk of employees leaving the organization
– It facilitates a smooth transition to the new desired system
– Your practice will notice increased efficiency and productivity
Tips to Consider When Training Your Staff in EHR Software
What Are Your Employees’ Levels of Computer Literacy?
Before embarking on any form of training, it’s important to first consider how computer literate your employees are. What are their computer skill levels? They have general knowledge regarding printing invoices for patients, but can they scan or save documents?
Instead of taking their word for it, you can arrange for each staff member to take a computer skills exam via the internet. You can either use the generic tests found online or create a customized one related to the EHR software to be implemented.
Once you’ve determined what your employees’ computer skill levels are, you then provide basic training for those in need of it. This will certainly make transitioning to the new system much faster and smoother.
Train Staff Only in the Areas They’ll Use
EHR software can be very complex and comprehensive. The system usually has many features concerning all departments in your practice. But not every employee needs to learn every feature of the EHR software regarding your entire practice. Does an employee in the accounting department need to learn how to enter a diagnosis? This will only result in:
– Unnecessary information overload
– Confusion and frustration
– Slow implementation
Rather ensure that EHR vendors only train users concerning the areas they need to know about and will use on a daily basis. By using this training approach, you’ll enjoy the following benefits:
– It significantly reduces learning time
– Minimizes or completely eliminates confusion
– Allows staff members to quickly grasp the system concepts
Train the Tech Savvy Users in Your Practice
It’s not uncommon for an organization to have one or two individuals who are highly knowledgeable regarding computers. It’s wise to identify and train such users regarding all features related to the system.
These individuals will become the “go to” personnel for the rest of the employees in your practice post-implementation. Your staff will go to them if they face any challenges with the system and need clarity.
Tips to Consider Post Implementation
Many organizations make the mistake of assuming that training is only necessary before implementation of the system. But note that this must be an ongoing process if you expect better results. We’ll give you a few pointers regarding post-implementation training.
Conduct Feedback Sessions
It’s not uncommon for users to experience a few issues with the new system after implementation. This can be anything from users not understanding certain workflow processes or the system may simply not be efficient and will need redesigning. If the situation is left unattended, this can result in an increase in errors or decrease in productivity.
To prevent such cases, it’s important that you conduct feedback meetings with users. These can either be monthly or twice a month. But note that you can’t exactly ask every user for feedback—unless it’s a very small practice. Rather pick a few representatives from each department; be it nurses, doctors or front desk employees.
Here you must ask them the following questions:
– How are they handling changes?
– Do they notice an improvement in their workflow?
– Have they noticed any areas that need improvement?
– Are there any training concepts that need reinforcement?
After compiling your feedback, you then liaise with the EHR vendor for immediate solutions.
Use Online Resources Provided by EHR Vendor
Most EHR software companies leave training material and resources online that are easily available to you. Most of these resources are accessed by using a user name and password. Both are provided by the EHR vendor.
It’s important that you continuously take advantage of these resources by referring to them if you experience any problems. Examples of such resources include:
– Manuals with step by step training instructions
– Pre-recorded videos
– Informative pictures
– Frequently asked questions
– Troubleshooting suggestions
As you can see, EHR software training and implementation is often an ongoing process. It’s important for your practice to devise an effective implementation and follow up approach to realize a return on your EHR software investment. It’s worth the effort because you’ll have long term results.