If you’re like most medical providers, implementing new EHR or practice management software is a big undertaking for your practice. My experience as an Implementation Specialist at CareCloud gives me unique insight into how to streamline the process. I help small, medium and large medical groups keep their projects on time and avoid any major surprises.
To experience a positive implementation too, start with these key steps:
Step #1: Do your homework.
Gather as much required information as possible about your practice prior to the kick-off meeting. This will ease the getting-to-know-you stage (“the discovery process”), and simplify the completion of setup forms and required documents from your software vendor. Give yourself enough time to research, gather and submit the required data. This will give you more time to focus on system configuration, training and other important aspects of the implementation.
“The best preparation
for tomorrow is
to do today’s work
superbly well.”
— Sir William Osler
a founding professor
of Johns Hopkins Hospital
Also bring up any specific needs for your practice in advance, such as special medical billing requirements or customized report capabilities. This notice gives your project team sufficient time to accommodate these requests in the system. Also, while not always possible, request access to a demo or training environment ahead of time to perform due diligence on these requirements. You’ll be better prepared for your first day on the new system (the “go-live”).
Step #2 – Designate Project Stakeholder(s).
Assign a tech-friendly member of your staff as your project stakeholder. This person becomes more than a point of contact — he or she becomes a crucial intermediary between your practice and vendor. The stakeholder (also called a ‘super user’) plays essential roles on information gathering and communication, project planning and staff training.
To maximize implementation success, give your stakeholder enough flexibility and time away from day-to-day operations to prioritize the project. The extra time and effort will pay off come implementation time. While not always realistic (depending upon your existing staff workload), the more the stakeholder can focus on project tasks and oversee progress, the more they can help keep everything moving along smoothly, which leads to my last point…
Step #3 – Commit.
Commit fully – that’s my third and most important recommendation. Beyond your stakeholder, get as much ‘buy-in’ as possible throughout your practice staff (you probably already know in general who is most likely to resist any change). Commit to culture at your practice that encourages innovation and embraces change to build enthusiasm prior to implementation.
Also commit to attending each meeting with your vendor to maximize your chances for a successful implementation free of headaches. Remember you’re not going through the process alone — and your vendor should support you and help you make the project as successful as possible for your practice.
