Hayes' Healthcare Blog

A new system implementation can really stir up a lot of dust within your organization!  Between trying to mitigate risks,
 complete required tasks, consolidate and contain the limits of the scope, reduce redundancy, design new workflows, and reconciliation, it really can feel like the needs of your end users are being sucked into a vacuum. An implementation is not “one size fits all” but it can feel like it in the beginning when you are introduced to the new technology and learn how others are using it in the industry.

Once you have completed the “hammering of the nails” behind the build, it is important to evaluate what has been done and what is not truly completed yet.  Once the dust of the go-live has fallen and settled on the floor, it’s time to “M.O.P. I.T.” up and begin the optimization process.

Many healthcare organizations are finding that the clinical or revenue cycle systems they installed 20, 10 or even five years ago no longer meet the needs of their complex and growing organizations. You may be filling functional gaps with manual work arounds or a myriad of bolt-on solutions. HIPAA, Meaningful Use, ICD-10, population health and many other industry initiatives have invoked the need for additional system requirements. While many vendors have kept up, some have struggled. Additionally, the need to improve operational efficiency and implement best practice workflows often stresses the limits of existing systems.

If you are taking the journey in selecting a new healthcare IT vendor or install a new system, there is a lot to consider beyond the analysis of the features and functions of the proposed system. Consider the areas below to make sure you are selecting a strong and dependable partner with a superior product.

Electronic medical record (EMR) implementations can be both stressful and costly. End-user proficiency with your new EMR is absolutely crucial to the success of all aspects of your healthcare organization including financial return, patient safety, patient quality outcomes and staff satisfaction levels. In order to undertake the enormous task of ensuring that every member of your organization is fluent in the new system, many organizations utilize at-the-elbow support post training classes to help smooth the transition between classroom training and live patient care. At-the-elbow support is essential to help your business, front desk and clinical staff learn and feel comfortable with their new workflows and technology.

As a leader in your organization, it may be your responsibility to find the best balance between highest functionality and lowest cost. Wouldn’t it make sense to ensure you’re getting the most "bang for your buck" when it comes to implementation at-the-elbow go-live support staff? Before you do, consider the four recommendations below.

Choosing a backfill consultant may seem like an easy process. Why bother with weighing team structure, management, personalities, and toolkits when the team will be gone in such a short time? When choosing a backfill team, you are likely focused on signing contracts with a new vendor not to mention completely uprooting your business and application team processes. However, due to regulatory and compliance issues surrounding your historical data and the mammoth effort required to retire your legacy system, you may be working with your backfill team far longer than initially anticipated. Choosing a team that fits well with your staff and organization’s culture will have a substantial impact on customer service and your bottom line, all during a time when your team is fully occupied with the installation of a new system and all of your cash is generated from the soon-to-be-legacy system.

While it will require a bit of introspection, there are 5 key factors you should consider before starting your vendor selection for a backfill support team:

For years your organization has been planning and preparing for a complex Electronic Health Record (EHR) implementation and at last the ticker is finally at zero and you are live! Hours after your go-live you realize while the clock struck zero on your countdown, the work for system stabilization and optimization is already piling up. Understanding what an organization can expect post go-live of an EHR system implementation is critical to the long-term success of the organization. Here are four key challenges you can expect to encounter after you are live and some helpful tips for successful post go-live stabilization.

 When you think of implementations, transitions, adoptions, or conversions, it's normal to think in terms of preparation, planning, and go-live. But what about post go-live? There is a massive transition that occurs between go-live and system optimization, often leaving you feeling like you’re mid-swing on a trapeze hand-off. Many projects are implemented successfully but the closure and transition of the project to operations and long-term support team are not always as successful. But here’s the thing, project closure is equally as important and should be planned for in the beginning by including the process in the project charter and project management plan. So how do you ensure your project transitions from go-live to optimization successfully? Here are four tips to consider.

Budgeting is arguably one of the most crucial parts of any electronic health record (EHR) implementation, whether it is your first go-live or you are moving onto a new system. The pressure to make the process go as smoothly as possible is undeniable. This includes being on budget and having the implementation be on time. Here are some proven tips around budget development that can save you time, money, and the headache of correcting costly mistakes later in the of EHR implementation process.