Healthcare organizations, when going through their EHR software system transition, have to face many obstacles. Particularly when they participate in the Meaningful Use Incentive Program, it gets somewhat stressful. One of the most important factors for a smooth EHR transition is giving an effective EHR training to the end-users.
Certainly, the trainers may have to go through some problems most probably because of the trainees’ hesitation. For, the end-users may have been worried to use new EHR systems while putting the patient-care at stake. To help them overcome this fear, it is necessary to make them confident about their ability to use the new EHR software efficiently.
In patient-facing roles such as ADT & scheduling services, it is essential that the end-users are comfortable with the tools they are using. Sometimes, if the staff is frustrated and deals roughly with the patients, it will spoil the organization’s first impression.
Whether you are an EHR project manager, consultant or a trainer for Epic, Allscripts or Cerner Consulting, your first and the most important goal should be to encourage as well as engage the trainees during software transitions. The best way to achieve this objective is to develop great relationships with the end-users and help them in their stress points to ensure smooth EHR training and implementation. Here are some of the best and effective tips to make sure you have good relationships with the trainees.
- Effective Communication: To ensure that the end-users have a clear understanding regarding the project objective and overall plan, communicate with them on a basic level. Tell them that the management is on-board and establish the importance of teamwork.
- Make your expectations obvious: Tell all the people involved in the project what you expect from them. Pinpoint and clearly express the particular outcomes and due dates of the project. Schedule weekly meetings to evaluate the plans, get progress reports and also diagnose the possible risks. Maintaining a live document will be a plus.
- Be Supportive: Always support the team members to participate, don’t act like a know-it-all, a majority of the people don’t like it. One of the best methods is to use probing questions to encourage the participants in sharing their thoughts for a problem’s solution. Furthermore, it will increase their confidence level in contributing to the project and will save from the trouble of micromanaging.
- Gain the staff’s trust: A leader who acts as a voice for the end-users is preferred by the teams. To build trust with your trainees, you must spend a couple of hours with them at least on weekly basis to get familiar with, to know their issues and how to motivate them.
- Respect Individuality: If some of your trainees feel comfortable to work independently rather than as a team. Don’t push them to fit in as it could affect their performance. It is better to respect their individuality and let them work in a comfortable atmosphere.
- Recognize the accomplishments: Celebrating the big and small achievements of the team and staff work as a great motivator. Therefore, make sure that you recognize the trainees’ achievements one way or other to let them know how much important their accomplishments are. Eventually, it will lead you to have a better relationship with them.
- Bring amusement in your training: Involving some fun and amusement in your training can help you to diffuse the hesitation and apprehensions of the trainees. You can use cartoons in your presentations to bring a little bit of humor and lightness during team meetings. It will ensure the end-users that you are there to support them in stressful times.
- Ask for end-user feedback: Encourage the end-users to give their feedback regarding their experience with you. It will help you to pinpoint any loopholes in your training and how you can make it right. Moreover, feedback from the end-users will provide with many opportunities to bring improvements in future projects.
All things considered, EHR training is all about ensuring that the end-users get what they needed to work with an EHR system. Don’t burden their minds by providing too much information within just a day. Show some endurance and tolerance until the trainees get used to you. Because building good relationships and having great team engagement not only helps in sharing your knowledge but also gives opportunities to learn from others.