Working with an EHR consultant can significantly enhance your organization’s ability to implement, optimize, and/or support your EHR system. However, the success of this partnership relies heavily on your organization’s readiness and engagement throughout the process.
A consultant’s expertise is invaluable, but without proper preparation and active participation from your team, the benefits can be limited. Here’s how to ensure you’re fully leveraging your EHR consultant and setting your agency up for long-term success.
Laying the Groundwork to Work with an EHR Consultant
Before the project even begins, it’s crucial to establish clear expectations for working with your consultant and to prepare your organization for change. This includes defining the project’s scope, objectives, and deliverables. But beyond the technical aspects, you also need to consider Organizational Change Management (OCM).
Organizational Change Management
OCM is the structured, strategic approach to navigating the transition from the organization’s current way of operating to fully adopting the new technology of the EHR. It’s about more than just implementing a new system – it’s about preparing your organization for the cultural and operational shifts that come with it. OCM guides people through the transition, addresses any resistance to the change, and ensures the changes are successfully adopted and sustained.
Experience Growth in Your Company Through EHR Optimization
Goals and KPIs
To achieve this, your consultant will likely set SMART goals and Key Performance Indicators (KPIs) that align with both the technical implementation and the human elements of change. This means your team needs to be ready not only for the technical changes but also for the adjustments in workflows, roles, and processes that will inevitably follow.
Exchanging Information and Skills: The Importance of Knowledge Transfer
Another element that’s critical for working with an EHR consultant is knowledge transfer – the process by which information, abilities, and ideas are shared. Your consultant brings deep expertise in EHR systems, and the job for your internal team is to absorb as much of that knowledge as possible. Making that knowledge your own will allow your organization to maintain and optimize the EHR system long after the consultant’s engagement has ended.
Knowledge transfer should be an ongoing process throughout the consultant’s engagement. This can take many forms, such as formal training sessions, hands-on workshops, and documenting processes and best practices. Your consultant may also use shadowing opportunities, where your staff work closely with him or her on specific tasks, to build competence and confidence.
Knowledge Transfer Flows in Both Directions
Keep in mind that knowledge transfer is a two-way street, requiring effort from the consultant and the team, as well as exchanging knowledge in both directions. To fully succeed with your implementation, your team must acquire EHR knowledge from the consultant while sharing operational information with them. This ensures the EHR is implemented in ways that fully support your organization’s needs.
Effectively transferring knowledge in both directions requires active participation – staying engaged, asking questions, and practicing skills – on the part of your team. You might think of it as a need for the team to do its “homework” to ensure they can apply what they’re learning.
Embracing the EHR Consultant’s “Homework”
Consultants often provide tasks or “homework” to your team. Performing these tasks reinforces the knowledge transferred and prepares your team for the project’s next phases. For example, during an EHR implementation, your consultant might ask your team to map out existing workflows or gather data needed for system configuration. If the project involves EHR optimization, your staff might be tasked with identifying current pain points or inefficiencies in the system.
The homework is more than busy work. It’s essential for the success of the project. Completing assigned tasks provides your consultant with the information and context they need to tailor their recommendations and solutions to your specific needs. More importantly, it ensures that your team is actively involved in the process and is prepared to take full ownership of the system once the consultant’s work is complete.
Communicating: A Plan to Work with Your EHR Consultant
To fully leverage your EHR Consultant’s expertise, your organization needs to be proactive and engaged at every step. To facilitate this engagement, designate an internal project lead who’s empowered to act as the main point of contact and decision-maker. As the liaison to the EHR Consultant, the project lead should have the authority to allocate resources, manage timelines, and hold others accountable for completing tasks on schedule.
Meeting Rhythm
Regular communication is also key. Set up a rhythm for routine meetings with a consistent format to discuss progress, address challenges, and review upcoming tasks. Be sure to define a clear process for escalating urgent issues. Effective communication ensures that everyone stays aligned and that any potential roadblocks are addressed promptly.
Top-Down Communication
More importantly, executive sponsorship must be maintained throughout the project. Your leadership team should be kept informed and involved, as their support is crucial for securing resources and driving organizational buy-in. The EHR Consultant can assist in communicating the importance of the project to executives, ensuring the necessary attention and resources are dedicated to the initiative.
Preparing for the Long-Term: Post-Implementation and Beyond
An EHR implementation or optimization project doesn’t end when the consultant’s engagement concludes. Agencies must have a plan for ongoing management and optimization of the system. This includes ensuring that your team has the skills and knowledge to maintain the system, address any issues that arise, and continue to improve functionality over time.
Work with Your EHR Consultant after Implementation
There are different scenarios when it comes to the support relationship with your consultant. In some cases, the engagement is project-based, with a clear end once a specific implementation or optimization task is complete. In these instances, it’s essential to document lessons learned and ensure your team is fully trained to take over the reins.
However, there are also ongoing support engagements where the consultant continues to work with your organization beyond the initial project. This could involve continuous optimization, regular system updates, or troubleshooting support. In either scenario, establishing clear expectations and communication channels for post-implementation support is vital to the long-term success of your EHR system.
Work with Your EHR Consultant on Documentation
Documenting lessons learned throughout the project is a valuable practice. Work with your EHR Consultant to capture insights and best practices that can inform future initiatives. This documentation will serve as a resource for your team as they continue to manage and optimize the EHR system.
Transition for On-Going Success
Finally, plan for a smooth transition once the consultant’s work is complete. This might involve additional training sessions, the creation of detailed user manuals, or the establishment of a support plan. Whether your relationship with the EHR Consultant is ongoing or project-specific, the goal is to ensure that your team is confident and capable of managing the EHR system independently, with the right resources and knowledge to succeed.
Why Working with an EHR Consultant Is Worth It
Working with an EHR Consultant is a significant investment, but it can yield substantial returns if approached correctly. By setting clear expectations, embracing knowledge transfer, and being actively involved in the process, your organization can fully leverage the consultant’s expertise.
Remember that success depends not just on the EHR Consultant’s work but on your team’s readiness to engage, learn, and adapt. With the right preparation and mindset, your EHR implementation, optimization, or support project can lead to lasting improvements in your organization’s operations and outcomes.
