Any EHR implementation can seem like a daunting task. Bringing in a new agency-wide technology tool can be a complicated project that requires a fresh look at the way your agency works. How can your agency implement an EHR without taking time away from the people you support?
Through decades of experience, Foothold Technology has developed a robust plan to make EHR implementation as smooth as possible for the agencies we work with. Over the next few sections, we’ll share our proven implementation steps and help demystify the implementation process.
We’ll also highlight how a successful EHR implementation can help transform the way your agency works.
The time it takes to fully implement your system depends largely on the complexity of your organization and your team’s project plan. The National Center for Biotechnology Information (NCBI) estimates that hospital EHR implementations usually take around 6 to 8 months. But with the right team members and processes in place, we’ve seen that most EHR implementations for human services agencies take about 4 to 6 months.
In working with our customers, we find that change resistance is one of the biggest challenges that agencies face during implementation. With any new tool and change in process, there can be anxiety about learning how to use the new EHR and transitioning to different workflows.
We’ve seen that our customers have found the most success in change management by following a few key principles:
You’ll need the right team of people within your agency to carry your implementation forward. This team will become your internal EHR experts. They’ll lead ongoing tasks, like creating new forms, assigning permissions for new staff members, or changing access to client records for staff entering new roles at your agency.
Based on our vast experience with supporting implementations across the country, we have a few recommendations on how to strategically share knowledge across your agency and create your own database management team.
One of the first ways you can streamline your entire implementation process is by giving your team members specific roles.
After the initial configuration, your team will check to make sure the software supports your typical data collection process. For each program that you implement, your team will walk through the entire lifecycle of admitting your clients, planning and documenting their services, completing assessments, and discharging clients. The goal of this exercise is to ensure the database is ready for your staff to train on and use in their daily work. This initial configuration is also a great time to take a look at your agency’s current workflows and make sure that they are still fully optimized for your staff and your clients.
Since most agencies run a variety of programs, you should think about which programs you want to implement in your EHR, and in what order. To simplify this process, try to group your programs according to similarities in service planning, funding, and staffing. Since most agencies run a variety of programs, you should think about which programs you want to implement in your EHR, and in what order. To simplify this process, try to group your programs according to similarities in service planning, funding, and staffing.
Rolling out the software to a couple of programs at first can give you a chance to learn more about what processes work best for your agency, before you roll out the system to the whole organization. Since most agencies run a variety of programs, you should think about which programs you want to implement in your EHR, and in what order. To simplify this process, try to group your programs according to similarities in service planning, funding, and staffing.
At Foothold Technology, each of our client agencies partners with a dedicated Implementation Consultant with extensive experience in human services. Our Implementation Consultants are their guides through the entire EHR implementation process.
Beyond making sure the EHR software captures the information their programs need, our Implementation Consultants will match the software to each agency’s unique daily operations.
Here are a few questions that you should consider at this stage:
Structuring modules and forms so that staff can work efficiently through their daily workflows is crucial to helping your agency operate more efficiently, from your frontline clinicians to your executive directors.
After the initial configuration, the agency’s implementation team should check to make sure the software supports their programs’ typical data collection processes. You can do this by walking through the entire lifecycle of admitting your clients, planning and documenting their services, completing assessments, and discharging clients. The goal of this exercise is to ensure the database is ready for your staff to train on and use in their daily work.
This initial configuration is also a great time to take a look at your agency’s current workflows and make sure that they are still fully optimized for your staff and your clients.
At this point in the EHR implementation process, your agency will be ready to enter real client data into your fully-configured EHR. Your agency will need to make key decisions in terms of entering your existing client data.
Manual entry versus upload: While our software has the ability to batch-upload thousands of records at a time, this may not be the best solution depending on the current state of your data. If your agency is using paper documentation or if your data quality isn’t up to snuff, manually entering client records provides you a fresh slate that could save you time and resources in the future.
Implementation team and/or clinicians: Some smaller agencies keep the work within the implementation team or clear some time on their administrative staff’s schedules to complete this step. For other agencies, clinicians may enter their own records by setting aside a certain amount of time per week. Either way, we recommend setting clear objectives and timelines for your entire agency to keep this project on track.
Manual entry versus upload: While AWARDS EHR has the ability to batch-upload thousands of records at a time, this may not be the best solution depending on the current state of your data. If your agency is using paper documentation or if your data quality isn’t up to snuff, manually entering client records provides you a fresh slate that could save you time and resources in the future.
Demographic data only, or demographic data and service plans: It’s often best to bring both your demographic records and service plans into your new EHR before you go live. However, since service plans need to be manually entered, agencies with tight work schedules may choose to enter service plans on a rolling basis as their due dates come up.
Demographic data only, or demographic data and service plans: It’s often best to bring both your demographic records and service plans into your new EHR before you go live. However, since service plans need to be manually entered, agencies with tight work schedules may choose to enter service plans on a rolling basis as their due dates come up.
During any transition, it’s important to have a smooth go-live day to help maintain staff morale through a time of change.
Here are a few tips to make your go-live day a huge success:
If you’ve purchased any new hardware for your EHR, such as tablets or touch-screen laptops, you should test the devices at the location where they’ll be used. An easy way to perform a full hardware test is to walk through a complete chart workflow on a test client.
If you’ve purchased any new hardware for your EHR, such as tablets or touch-screen laptops, you should test the devices at the location where they’ll be used. An easy way to perform a full hardware test is to walk through a complete chart workflow on a test client.
Even the most prepared agencies may run into a few unanticipated snags on day one. We recommend that agencies clear their implementation team’s calendars on go live day in order to resolve any unexpected concerns from your staff.
Implementing an EHR is a big undertaking. You’ll need a strong implementation team, buy-in from senior leadership, a clear understanding of your processes, and support from your program staff. But with the right team and a world of experience from your software vendor, any agency can make a seamless transition to a new EHR.
Our team has decades of experience in helping agencies of all kinds transition to a new EHR.
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