Best Practices for Training During EHR Implementation

The following is a guest article by Jill Casper, Go-Live Director at HCTec

Each year, health systems invest millions of dollars in their Electronic Health Records (EHR) and applications to leverage their full potential. In a recent Becker’s Health IT article, it is stated that over the next 10 years, EHRs will become more streamlined, as companies like Epic, Oracle Cerner or MEDITECH continue to refine their current technology to align with provider and patient demands.

As your team prepares your systems and processes for the next generation of digital transformation in healthcare, there’s a good chance that you’re considering (or maybe even decided on) an EHR transition. The process of transitioning from one EHR to another is a complex change for health organizations and is often described by our clients as extremely expensive, labor intensive, and time consuming. While all these statements are true, we exist to help reduce the complexities and stress that comes with an EHR transition.

With over 100 Go-Live and Training engagements on our resume, we’ve developed a proven process designed to optimize your new EHR system. In this article, we’ll discuss the importance of training as a service to the health system in preparation for Go-Live and walk through EHR transition best practices.

Understanding the Importance of Training

Empowering Users

EHR systems are powerful tools designed to enhance clinical workflows and patient outcomes. Effective training empowers healthcare providers and staff to confidently navigate these systems, leveraging features to deliver efficient and high-quality care.

Reducing Resistance to Change

Transitioning to a new EHR system often meets resistance due to fear of the unknown or concerns about disruption to established workflows. Comprehensive training addresses these concerns by familiarizing users with the new system, its benefits, and how it integrates into existing practices.

Enhancing Patient Safety

Properly trained staff are less likely to make errors during data entry or retrieval, reducing the risk of patient safety incidents. Training emphasizes best practices for data accuracy, security protocols, and compliance with regulatory requirements.

Best Practices for EHR Transition Training

Early Engagement and Communication

Start training initiatives well in advance of the EHR Go-Live date. Communicate the benefits of the new system and the training schedule clearly to build anticipation and encourage buy-in from staff.

Tailored Training Plans

It is important to recognize that different roles within the healthcare organization have varying needs regarding EHR functionality. Developing customized training plans that cater to the specific responsibilities and workflows of clinical staff, administrative personnel, and support teams, is an essential step toward EHR optimization and adoption.

Engage Super Users AND End Users

While it is important to identify and train a group of super users within the organization who possess advanced knowledge of the EHR system, it is just as crucial to engage your end users. Super users can serve as internal champions and mentors, providing support to their peers during and after the transition period. End users are just as instrumental, as they are often the ones who utilize the EHR the most. By engaging and training both types of users, you can ensure a more streamlined approach, resulting in a unified experience for your patients.

Hands-on Learning and Multimodal Approach

Incorporating hands-on training sessions where users can interact directly with the EHR system enables them to apply theoretical knowledge to practical exercises and simulations. Our Epic trainers are classroom certified, provide At-the-Elbow (ATE) support and offer personalization labs to ensure our clients’ IT teams, clinicians, and staff are confident in their ability to utilize the new system.

It is also important to recognize that individuals have different learning preferences. When it comes to selecting a Go-Live training partner, select a team that offers a mix of training modalities such as in-person workshops, webinars, e-learning modules, and printed reference materials. This ensures accessibility and accommodates diverse learning styles.

Feedback Mechanisms

Establish channels for continuous feedback from trainees regarding their learning experience and the usability of the EHR system. Use this feedback to refine training materials, adjust content based on user needs, and address any challenges promptly.

Continuous Learning Opportunities

EHR systems evolve with updates and new features. Be sure to ask your Go-Live partner about ongoing training opportunities to keep users informed about system enhancements, workflow optimizations, and best practices. This can include refresher courses, advanced training modules, or lunch-and-learn sessions.

As your healthcare organization prepares for the future of EHR systems, the investment in comprehensive Go-Live training emerges as a critical strategy for success. Training plays a pivotal role in empowering healthcare providers and staff to maximize the potential of new EHR technologies, enhancing clinical workflows, and ultimately improving patient outcomes. As your team navigates the evolving EHR landscape, consider HCTec as your next Go-Live project partner.

To learn more about how our proven training methodology can help your health system, contact our team today.

About Jill Casper

Jill Casper is a Go-Live Director at HCTec helping to support and implement innovative technology solutions for the betterment of patient care and safety. Over the last 9 years, her Epic Go-Live and Training experience includes leading over 80 Epic Go-Lives, ranging from 3-800 ATE. Jill has broad knowledge of partnership, planning, scope, project objectives, timeline, staffing, risk and resource management, and overall organization and execution of a successful engagement.

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