PREPARING YOUR STAFF BEFORE AN EMR IMPLEMENTATION
By Jesse Salas
Early preparation is key component to a lower anxiety and highly successful implementation of
an EMR system. A department email system and website are excellent ways to encourage regular use
of a computer. Internal and external use of educational opportunities will also enhance the
computer knowledge base. Requiring changes in processes to incorporate computer software and
converting all relevant paper documents to an electronic format will be an opportunity for
increasing the staff's computer knowledge and proficiency of computer based programs. All these
changes together will significantly improve the staff's knowledge of basic Windows functionality,
keyboarding and word processing which is the foundation of any EMR.
The most basic initiation a department can make is to set up individual email accounts for a
department. This can be a first step in encouraging regular use of a computer. Encourage
utilization of an email account sponsored by your organization. Don't assume that everyone one is
familiar with email. Provide training and education for your staff. Individuals that do not use
email will benefit profoundly. Individuals that are familiar with email will benefit by learning
the advanced features of your organizations email system. Review of email policy and procedure is
extremely important. Every organization has guidelines for the appropriate use of their email
system. Inappropriate use of email can result in disciplinary action or termination. Be sure the
staff is thoroughly familiar with your organizations policy and procedure. Finally, find a set of
email etiquette guidelines that is appropriate for the organization's culture. Email is obviously
not appropriate for all types of communication. Misunderstandings and miscommunication can be
avoided with a good set of email etiquette guidelines.
Another step toward preparing a staff for EMR is to provide computer education and training.
Contact the education department and discuss educational goals and ask for assistance. Consider
all levels of training. Individuals that are not computer literate should begin with a basic
Windows class for beginners. Individuals that are computer savvy and currently using certain
computer programs should be given the opportunity to participate in intermediate and advance level
training. An organization's educational department may be the most cost efficient means for
additional computer training. Assess courses offered by your education department and if you
don't see what you want ask if it can be made available. The request may be all that is needed to
garner new courses. If internal education groups can not fulfill your requests, there are many
local and national companies that can assist.
Another educational avenue to consider is to encourage staff members to take outside courses to
enhance their computer literacy. Compile a list of college accredited courses, certification
classes, and continuing education courses that would be applicable to improving the staff's
computer literacy. Post a list in highly visible area of the department. While some of these
courses may be reimbursable, other may not. Be sure to consult the Human Resources department to
confirm your organizations educational reimbursement policy. Regardless of who pays for these
classes, the ultimate beneficiary will be the individual who takes the class. An investment in
ones education is an investment in ones self.
Another opportunity to improve computer base knowledge is assess current processes and
incorporate the use of computer software. The department educator, Quality Assurance team, and
Policy and Procedure review teams should assess opportunities to incorporate presentation
software, such as: PowerPoint® for teaching and training, Excel® for data tracking, and Word® for
general documentation and testing. Anything appropriate done on paper should also be required to
be done in an electronic format. Engage the team to make these changes. Their efforts will
enhance their knowledge base and proficiency with keyboarding and Windows applications. The
transition may be time consuming and difficult, but the long term benefits will be profound.
Finally, build a website for your department. Work closely with the IT department to build a
website that will provide your staff information that is normally posted on physical boards in the
department. Consider documents and information such as employee schedules, department minutes,
educational opportunities, department calendar, quality assurance results, employee profiles, new
products, policy and procedures, clinical protocols, etc. The possibilities are unlimited when
creating a department website. The website should a primary means of accessing department
information. The more often the staff utilizes the website, the more comfortable they will be
with using a computer and therefore more competent when it is time to transition to an EMR.
The Electronic Medical Record (EMR) is inevitable. If your department has not entered the
world of the EMR, I assure you, it is just around the corner. Start the transition early by
preparing your staff with basic Windows functionality, keyboarding and word processing, as these
will be the foundation of any EMR. Much anxiety is associated with the transition to the EMR and
it can be lessened by early preparation and education.
For additional help with planning for your EMR or preparing your staff please call us at
610-444-1233 or visit our website at www.getvitalized.com