Implementing a new Electronic Health Record (EHR) system in a healthcare setting is no small feat. The challenge becomes even more pronounced for IT teams working with limited resources and budgets, especially when the target users—clinicians—are often time-poor and not particularly tech-savvy. Here’s how you can effectively train your clinicians to not only use the new EHR system but also embrace it enthusiastically.
1 Understand your users’ pain points
Begin by understanding the specific challenges your clinicians face. Conduct brief surveys or informal discussions to identify their main concerns and the hurdles they anticipate. This information will help you tailor the training program to address their specific needs, making it more relevant and engaging. For example, if your clinicians are concerned about the time it takes to navigate through the new system, focus on teaching them shortcuts and tips for efficient use.
Typical pain points could be :
- Lack of time to learn a new system
- Resistance to change or fear of technology
- Non-intuitive user interface
- Concerns about privacy and security
2 Develop a lean and focused training plan
With limited resources, it’s crucial to create a lean and focused training plan that prioritizes essential functionalities such as patient charting, medication management, and billing. Avoid overwhelming clinicians with unnecessary details or features that they may not use regularly.
Consider using a mix of training methods such as online modules, in-person workshops, and one-on-one coaching sessions to cater to different learning styles and schedules. Keep the training sessions short and concise, with ample time for practice and hands-on exercises. Consider:
- Basic navigation: Teach clinicians how to navigate the EHR interface efficiently.
- Core features: Focus on the features that are most frequently used in their daily activities.
- Quick wins: Show them shortcuts and tips that can immediately improve their workflow.
3 Leverage peer trainers
Identify a few tech-savvy clinicians who can act as peer trainers. Why? Because not only will these individuals speak in the right language but they’ll also be able to relate to their colleagues’ challenges better. They can conduct informal training sessions or serve as a point of contact for any questions or concerns that arise after the formal training.
These individuals can receive more comprehensive training and then help their colleagues learn the system. As mentioned, peer trainers can bridge the gap between the IT team and clinicians, making the training feel more relatable and trustworthy.
4 Use microlearning techniques
Clinicians have tight schedules, so long training sessions may not be feasible. Instead, employ microlearning techniques:
- Short videos: Create brief, easy-to-digest video tutorials focusing on specific tasks.
- Interactive quizzes: Use quick quizzes to reinforce learning and make it fun.
- Job aids: Develop concise, printable guides that clinicians can refer to on the go.
5 Create a mobile-friendly learning hub
Considering their time constraints, clinicians may find it more convenient to engage with training materials on their mobile devices. Remember, these professionals have undergone some of the most rigorous training to become qualified, so they are adept at finding effective ways to learn.
Set up a mobile-friendly learning hub where they can access tutorials, FAQs, and other resources whenever they have a few spare minutes.
6 Incorporate real-life scenarios
Make the training as practical as possible by incorporating real-life scenarios. Show clinicians how the EHR system can be used in their typical workflows, such as patient check-ins, charting, ordering tests, and prescribing medications. Practical examples make the training more relevant and easier to grasp.
7 Schedule flexible training sessions
Offer training sessions at various times to accommodate different shifts and schedules. Consider early morning, lunchtime, and late afternoon sessions to give everyone a chance to attend. If possible, record these sessions so clinicians can watch them at their convenience.
8 Provide continuous support
Ongoing support is crucial to ensure clinicians feel confident using the new EHR system. Establish a helpdesk or a dedicated support team that can quickly respond to queries. Additionally, maintain an updated knowledge base with troubleshooting guides, FAQs, and common pitfalls.
9 Foster a positive learning environment
Promote a culture of continuous learning and improvement. Encourage clinicians to share their experiences and tips with colleagues. Recognize and reward those who actively participate in training and support their peers.
10 Gather feedback
Continuously gather feedback from clinicians about the training program and the EHR system itself. Use this feedback to make necessary adjustments to the training materials and approach. Iterative improvements will ensure that the training remains effective and relevant.
Conclusion
Training clinicians to use a new EHR system doesn’t have to be a daunting task, even for healthcare IT teams with limited resources and budgets. By understanding user needs, developing a focused training plan, leveraging peer trainers, and utilizing microlearning techniques, you can create an efficient and engaging training program.
Providing continuous support and fostering a positive learning environment will further ensure that clinicians not only use the EHR system effectively but also embrace it as a valuable tool in their practice.
Good luck!