By Sheryl Bushman, DO, FACOOG(D) | SVP, Physician Advisory
Implementing an EHR system is a big step toward improving healthcare delivery and operational efficiency. But, without proper training, even the most advanced systems may not reach their full potential. That’s why my role at Continuum Health IT is to ensure that health systems and providers receive the comprehensive training they need to maximize the benefits of their new EHR system.
With this blog series, I aim to help health systems and providers avoid common pitfalls and launch their new EHR system with success.
Avoiding Pitfalls of New EHR Systems: Training
Implementing a new EHR system can revolutionize how your practice operates, but only if your team knows how to use it. Comprehensive training is key to making sure everyone – from doctors to administrative staff – understands the system’s features and how to apply them in their daily work.
Effective training should be more than just a quick tutorial. It involves ongoing support and resources tailored to the different roles in your practice. Everyone needs to be comfortable with the system, which means understanding how it fits into their specific tasks and daily work. Without this clarity, you run the risk of underutilizing the system and making avoidable mistakes.
Training also needs to address specific challenges your team may face. For instance, if the new system has features that streamline patient data entry or improve communication between departments, good training ensures these benefits are fully realized.
It’s about helping each team member feel confident in navigating the new system from day one. Proper training not only boosts user confidence but also enhances overall system efficiency, reducing errors and increasing productivity.
Decision Example: “How Do You Structure Training Sessions?”
Imagine you’re deciding how to structure training sessions for your new EHR system. You might think, “Let’s have a single training session for everyone, covering all aspects of the system.” It sounds efficient, but this decision can hinder patient care in the long run.
If you only provide a one-size-fits-all training session, you risk missing out on specific needs of different roles within your practice. For example, physicians may need in-depth training on new patient data features, while administrative staff may require different guidance on scheduling and billing processes.
Potential Consequences
Failing to tailor training to the specific roles and needs within your practice may cause physicians and administrative staff to become frustrated and less confident using the new system, which can slow down workflow and increase the risk of errors.
For instance, if a physician isn’t trained on the latest data entry features, they might struggle with documentation, potentially leading to patient safety issues. Administrative staff might encounter difficulties with scheduling or billing, leading to referral delays and impacting the revenue cycle.
How to Make Better EHR System Decisions
Personalize Training
When implementing a new EHR system, make sure to understand the unique roles and workflows within your healthcare organization. Physicians, nurses, administrative staff, and IT personnel will all have different interactions with the EHR system, and their training should reflect that.
Plan for Training Early
It’s also important to start planning for training in advance. Start by identifying and addressing major workflow changes before training begins. This gives you time to communicate expectations and ensure everyone is prepared. Trust me, the last thing you want is any surprises during the training session itself. Team members should already have been notified about changes, so they can keep focus solely on training.
For trainees, training prep means coming to the session with a clear understanding of their current workflows to help them better envision how the new EHR will fit into their daily tasks.
Communicate From the Top
It’s common to face resistance from team members – no one wants to go to training. But I often observe that while the biggest complaints before go-live are about too much training time, the biggest complaints after go-live are about not being trained well enough.
You can avoid this by making sure that the importance and benefits of training are communicated directly by leadership, ideally the CEO, to ensure the message resonates.
The Importance of Personalization Labs
The initial training session focuses on the basics, like where to find information and how to document. Providers and staff will familiarize themselves with the new interface, which buttons to click, and how to find what they need. However, the real magic happens in follow-up personalization labs. This is where the system becomes truly useful for each user.
Usually lasting 1-2 hours per trainee, these labs allow providers and staff to customize the system to their daily needs by setting up templates, favorites, and other personalizations. Many health systems make these labs a requirement and offer the flexibility for users to return for additional personalization time as needed.
It’s important to note that training shouldn’t end after the initial session. The real benefits of the EHR system begin to emerge as users continue to fine-tune and personalize their experience, making the system work best for their specific workflows.
The Value of Hiring Expert Training Personnel
Having the right trainers can make all the difference. At Continuum, we provide highly qualified professionals who understand how to tailor the training process to meet the unique needs of every user and provider.
Our trainers are thoroughly vetted and held to the highest standards — only those who consistently deliver 5-star performance join our team. This ensures that your staff receives comprehensive, personalized training, empowering them to confidently navigate and utilize the new EHR system.
What if My EHR System Is Already Live?
If your EHR system is already live, it’s never too late to improve training. Take a look at how well your staff is doing with the system and pinpoint where they might need more help. Regular refresher courses, access to online resources, and the availability of support staff can help your team stay up-to-date with system updates and best practices.
Schedule a Consultation With Continuum Health IT
Continuum Health IT has the expertise to guide your organization through every phase of EHR training and implementation. Our consultants can share seasoned perspectives to ask the right questions when evaluating workflows, ensuring your training programs are effective and comprehensive. This approach saves valuable time and money by getting it right the first time rather than fixing issues later. Our team includes experts who have held operational leadership roles, from clinicians to patient access and revenue, ready to assist your organization in maximizing its potential. If you have any questions or need assistance, feel free to contact us – we’re always here to help.