A successful EHR 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 EHR training planning process – identifying training locations, setting up classrooms and determining how registration and completion of courses will be tracked is essential to identify early on, as this will likely be one of the most significant training initiatives the organization has undertaken. Identifying trainers who understand the system and workflows, and how different types of employees may require different types of learning, whether it be web-based, classroom or one-on-one training, is essential. Finally, communicating EHR 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, but Epic can be customized to accommodate an individual provider’s preferences when entering clinical documentation and orders, allowing providers to focus on time spent with their patients rather than time spent in the system. In the weeks leading 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, and this is a big one.
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 and devices, printers, etc. For example, printing is a common issue during Epic implementations, and Technical Dress Rehearsals allow your implementation teams to check and recheck printing processes before they go-live.
End User Dress Rehearsal - Dress rehearsals allow end-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 achieve 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 important 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 go-live, you’re doing end-users and your organization a significant 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.
