Section 4.15 Implement

Section 4.15 Implement

Training Plan

Use the training plan tool to help you identify special considerations related to implementing training for electronic health records (EHR), health information exchange (HIE), and other health information technology (HIT). The tool describes the type of training required.

Time needed: 40 – 120 hours to establish, 2 hours per week to maintain throughout training effort Suggested other tools: Section 1.2 Organizational Readiness Assessment for EHR and HIE, Section 1.8 Computer Skills Survey, Section 2.2 Project Management

How to Use

Review the training considerations. Use the table in this tool to record the training that each individual needs and track completion of training.

Special Training Considerations

No matter what type of training is needed, the following are important planning considerations:

Training agreements. For people you will send to highly-specialized training (such as those sent to a training course on building a wireless network, or to become an EHR super user), consider requiring an agreement that the staff member stays with the organization for a period of time following the training or, if not, compensates the organization for the training. Some HIT vendors may require your organization not to hire their staff, or permit your super user staff to take a job with another EHR vendor within a certain period of time after super user training.
Customization of training materials. Some vendors supply training materials that incorporate screen shots of custom-built screens or other customization of the product. These are considered confidential documents and the vendor may require your organization to sign a non-disclosure agreement in order to use these materials. Consider having your staff members sign confidentiality agreements to emphasize the importance of this relationship with the vendor.
Certificates of completion. As a way to track completion and provide recognition, issue certificates for completion of training. Evaluate whether continuing education credits can be issued.
Evaluation of competency. Some vendor training provides certification. Consider some form of competency assurance for end users as well, especially if you are providing continuing education credits.
Compensation. Depending on your organization’s human resource and/or labor policies, consider the need to compensate for training time, overtime, or other budgetary adjustments during intensive learning and go-live.

Types of Training

All of the following training purposes apply to implementation of clinical information systems. Consider the applicable training methodologies for each training purpose as you develop your training tools or use those supplied by the vendor.

Training Purpose / Applicable Training Methodologies
Introduction – intended to introduce the concept of EHR into the organization, generate interest, and reduce fear /

Scripted statements for managers and supervisors to use in meetings concerning the organization’s intent and policies on staff retention and recruitment
Newsletters/brochures/intranet quips about EHRs, their purpose, and organizational intent
Reading material about benefits and realities of EHRs

Education – designed to explain the features and functions of EHRs and provide a baseline of skills for new users /

Newsletter/intranet articles about EHRs
Sources for additional information
Conference/trade show attendance by key personnel with the intent of sharing education
Product demonstrations onsite
Classroom instruction for steering committee members on features and functions, roles and responsibilities, project planning, and change management

Briefings – primarily for department heads, executive leadership, board members, and potentially union representatives to acquaint them with concepts, costs, and benefits; provide status reports; and describe actual results, including successes and lessons learned /

Short presentations to specific groups
Short memos on progress
One-on-one meetings as necessary to address issues

Training – actual instruction on how to perform tasks, including how to use a computer for new users, how to perform implementation tasks for project team, development of super users, and how to use each application
Special considerations:

Training agreements
Customization of training materials
Certification of completion
Evaluation of competency
Compensation
Training of new users after go live

Basic training in operating computers through a learning center or coaching
Basic keyboarding and computer navigational skills through a learning center, software tool, coaching
Basic Internet search strategies for skills reinforcement and bibliographic search
Orientation to product by vendor
Training courses at vendor site or by vendors in-house for those engaged in system build
Courses on specific skill sets at vendor site or schools (e.g., advanced networking strategies, interface programming, report writing)
Training manuals (online and offline)
Hands-on training sessions in classrooms in test environment on specific applications
Live hands-on training at the work site in production environment on specific applications
Self-training on intuitive components of the system with online training and/or help desk support (most preferred by physicians)

Support – reminders and skill development for continual use; special training for infrequent users /

Dress rehearsal for go live
Coaches and trainers available during go live (essential when implementing new clinical information system applications)
Online help
Help desk
Intranet: frequently asked questions (FAQs), tip sheets, quick reference cards and/or posters
Scripts

Training Plan

A training plan can help ensure that everyone gets training appropriate for their roles. In general, the following types of staff should receive training:

Administrative staff: introduction and overview of product
Super users (i.e., staff who will be responsible for implementation, workflow and process redesign/improvement, customization, and go-live support ): specialized skills, system build, super user training, and go-live techniques
All users: computer skills based on need, hands-on training for the applications they will use, training on redesigned workflows and processes associated with using EHR or HIE, review/refreshers as needed

Use the training plan template on the next page to document the types of training required for your implementation.

Training Plan

Use this template to document the types of training that will be required for your implementation. Next, use it to record who should receive training by entering Yes or No in the column designated with a question mark (?). Show when training was done (Date column), and that the person has received the training (enter a √ in that column). If you need to be more specific about whether the training received earned a certificate of completion [CC], continuing education [CE], or other—create a key for this information.

Person being trained
(separate by site/team as applicable) / Intro to EHR
Trainer:______/ Keyboard and Navigation Skills
Trainer:______/ Special Training:
Ex: Internet/Bibliographic Search
Trainer:______/ Overview of Product
Trainer: Vendor / System Build
Task: ______
Trainer: Vendor
(Repeat as necessary) / Super User Training
Trainer: Vendor / Hands-on End User
Application:______
Trainer:______
(Repeat as needed and for new users) / Go-Live Support
Trainer:______/ Review/Refresher/Infrequent User Training
Trainer:______
? / Date / √ / ? / Date / √ / Specify / Date / √ / ? / Date / √ / ? / Date / √ / ? / Date / √ / ? / Date / √ / ? / Date / √ / ? / Date / √

Section 4 Implement—Training Plan - 1