There’s a lot of anxiety around what to expect when it’s time to implement your new EHR system. We asked Exscribe’s implementation specialists to share their top advice to create as smooth a transition as possible. Here are three critical steps to decrease worry and frustration as set up and training begins:
Step 1: Block off time and space
In depth, quality training is the first step to success in your implementation process. Create a training schedule well in advance. Some practices are reluctant set aside the time and space needed in favor of continuing to see as many patients as possible, but not doing so leads to problems after implementation is over. Basic tasks will take twice as long, staff won’t understand their workflows, and you won’t have the confidence or patience to address it while trying to get back to a normal patient volume.
Jessica Wilush, Senior Project Manager on Exscribe’s implementation team, emphasizes that it’s pivotal to set aside both time and space for training. “Limiting distractions during the training process is key. This is because taking the time to complete customization forms, and then learning how to make changes in the system for yourself is invaluable moving forward.” The more time and space you set aside for training now, the more problems you’ll avoid in the future, and you’ll be more equipped to handle snags as they occur.
Step 2: Assign designated Superusers
Buy in from all departments is critical for a smooth implementation period. Clinical and administrative staff will all need to be on the same page. Many practices find it helpful to create an in-house team that can relate staff concerns to the implementation specialist, and be relied upon to become as proficient in the software as possible. These staff members are often referred to as Superusers.
Loren Shelly, Senior Project Manager on Exscribe’s implementation team, says the best implementation she’s facilitated involved two staff members assigned as project leads by the practice’s CEO. “She said she wanted them to know Exscribe well enough that they could leave their jobs and come work for us. It was the best implementation I’ve ever participated in, and they did it during COVID-19!” Consider assigning Superusers in your practice to become in-house experts, and you’ll reduce stress and smooth out the process for everyone.
Step 3: Create a lasting partnership
Your EHR vendor should treat you like a business partner. They should offer support hours with wide availability, preferably with U.S-based support technicians to get a fast turnaround time on problems that may arise. Your implementation specialist should travel to you to provide training and work well with your in-house staff. At the same time, you can welcome your implementation specialist as a valued team member. The human connection will be invaluable when all of your processes and procedures are undergoing major changes. We take our partnerships seriously at Exscribe, and our clients agree. Find their stories here.
We also offer a MIPS consulting program to further support your practice with reporting requirements: