6 Best Practices to Prepare Your Staff for Successfully Embracing EHR Technology  

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 The Advanced Electronic Health Record (EHR) Software has the power to revolutionize the efficiency of healthcare models. In 2023, many top healthcare trends are based on technology, including telemedicine usage, remote patient monitoring, and EHR-connected patient portals. Many of these programs are made possible with the use of EHR technology. As much as 78 percent of clinicians say that EHR implementation even enhances patient care. Further, 65 percent of physicians stated that access to an EHR helped them avoid probable errors with medication. [/caption]

As valuable as EHR technology is, some staff members may be hesitant to adapt to the new technology. Several perceptions and barriers may prevent staff from embracing EHR technology, such as lacking digital literacy or feeling intimidated about learning something new. Therefore, training staff for EHR is an exceptionally important part of deploying EHR technology. 

The Benefits of an EHR Training Plan

With effective EHR training for the staff, the practice reaps the full advantage of the functions of the EHR system. Further, staff members learn to use the EHR effectively and confidently. Therefore, training staff for EHR efficiently can mean: 

      • Simplified workflows for the staff – Integrated task management systems ensure workflows are handled in a timely manner. All staff members can use the EHR to see what needs to be accomplished and who needs to handle it. 

      • Enhanced data accuracy - Avoid issues with human error and oversight during coding and billing and keep better tabs on patient data altogether. 

      • Heightened productivity in the practice – Easier access to patient information and central platforms for patient data equates to greater levels of productivity. 

      • Better patient care - Give patient satisfaction scores a boost with better documentation, shorter wait times, and greater patient engagement. 

        • Greater revenue management and growth - EHR technology supports streamlined financial workflows and negates issues with slowing billing practices. 

      EHR Training Strategies

      There are three primary training strategies that can be used while training staff for EHR system use, including: 

          • Process-based training – Training based on certain processes is designed to give staff members a look at how they will use the EHR during certain treatment processes. For example, staff members will be shown how the EHR is used from the time a patient checks in for an appointment until they leave the office. 

          • Role-based training – Training based on roles provides pertinent training based on the role of the staff member. For instance, clinicians may have a unique way of interacting with the EHR system compared to staff members that primarily handle scheduling and billing. 

            • Broad-spectrum training - Individuals with greater tech knowledge and skills may be good candidates to receive broad-spectrum EHR training. These users can learn all aspects of how to use the software, which can be valuable for the full practice in the future. 

          How to Develop a Training Plan for EHR Implementation 

          Several factors must be considered when creating the proper training plan for your staff, including: 

              • How will you evaluate computer literacy skills? 

                • Who needs EHR technology training and what training do they need? 

                  • How to keep training on schedule with a good timeline? 

                    • What training objectives need to be accomplished? 

                      • Where will training staff for EHR take place? 

                    Tips to Prepare Your Staff for EHR Acceptance and Training 

                    Embracing EHR Technology  

                    1. Take a Personalized Approach 

                    All individuals have unique learning styles. As you get started with training staff for EHR, prepare to offer training in different ways, so no user feels left in the dark. For example, make plans to utilize different training materials like: 

                        • Visual learning aids, such as images and videos 

                        • Hands-on learning experiences, such as usage-case examples and demonstrations 

                        • Verbal instruction, such as one-on-one guidance 

                        • Text instructions, such as a software user’s manual or instruction sheets 

                      2. Pay Attention to General Tech Skills 

                      While the best EHR technology is designed to be user-friendly, computer skills are still necessary when using the software. Therefore, when training staff for EHR use, always be mindful of computer or technology literacy or skills. 

                      Take a little time in advance to explore how comfortable staff members are with using technology. Some will naturally have greater tech skills, while others may need more support. Before transitioning into the full training, work to build better comfort with using technology for those who need additional support. 

                      3. Follow a Role-Based Training Methodology Initially 

                      Role-based training means giving the proper training to the right staff members. For example, not every staff member will need to be trained on appointment scheduling or using the EHR for clinical purposes. 

                      Cater the training to the staff member’s role and how they will interact with the software specifically. It can be easier for a staff member to get a good grasp on the functions they will actually use daily and then expand their knowledge as needed later on. The general practice will often only have a few users that should be well-versed in all functions of the EHR technology. 

                      4. Create Scheduling Flexibility to Support Training without Disruptions 

                      Set aside a sufficient amount of uninterrupted time for EHR technology training. If staff members are having to jump between work tasks and learning, it can be difficult for them to focus and retain information. Do what you can to adjust or shift workloads to free up blocks of time staff members can wholly dedicate to training. While temporarily adjusting workflows or scheduling may seem challenging, the staff members will have an easier time learning the new skills and moving forward successfully. 

                      5. Make Training a Team Effort with the Help of Quick-Learners 

                      A few team members may show proficiency with tech skills and learning how to use EHR technology. These fast learners can be highly beneficial when training a group because they can help guide others that may not learn so quickly. Further, there may be an opportunity for those that pick-up skills quickly to be a valuable resource for others once the EHR is in use on a daily basis. 

                      6. Work with the EHR Provider for Effective EHR Training Implementation 

                      Training staff for EHR adoption is much easier if the EHR vendor offers a good level of support and resources. For example, PrognoCIS offers help for training staff for EHR implementation, as well as ongoing support once the EHR technology is deployed. Clients have access to a full repertoire of training and support resources. Additionally, the EHR programs with PrognoCIS are exceptionally user-friendly and intuitive so adapting to the new technology is easy. 

                      7. Keep Training an Ongoing Effort After the Implementation 

                      To maintain the integrity and usefulness of a new EHR system, training must be an ongoing effort. EHR technology is ever-evolving to become even more valuable for modern medical practice. Therefore, hosting occasional “brush-up” training sessions can be important in the long term. Further, any new staff members will need the same level of training the existing staff members have received. 

                      Work with PrognoCIS and Get Support Throughout Training and Beyond 

                      With PrognoCIS EHR, you and your team will be guided throughout implementation. From training staff for EHR to offering helpful resources for long-term support, we strive to simplify the implementation so your practice benefits from EHR the most. Reach out to find out more about our certified and customizable EHR technology. 

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