As healthcare organizations increasingly look to cloud computing as a means of improving patient experience, the management and delivery of IT services has become more complex. As CIOs and CTOs across both the UK and US grapple with this responsibility, many are turning towards outsourcing various aspects of their IT operations in order to remain efficient, effective, secure and compliant.
But how do you successfully outsource elements of your IT responsibilities so that it’s an overall benefit to your organization? In this blog post we’re going to explore the strategies for effective outsourcing so you can make sure you get the most from handing over part or all of your IT needs.
Identify your goals and needs
What do you need extra support for exactly? A simple question but always a good place to start. Perhaps you are looking to streamline your IT operations and wondering if outsourcing to an IT consultant is the right move for you. Or maybe your healthcare practice is in need of an EHR consultant to improve patient record keeping.
Whatever the case may be, outsourcing your IT can be a game changer for your organization (and IT team!) and provide you with the expertise you need to succeed. But, before making any decisions, it’s important to consider your expectations for the process and final results.
Setting clear expectations is an essential part of the outsourcing process. It all starts with a deep dive into your current IT setup – finding its weak spots, inefficiencies, and areas to level up. Having a clear and objective view of where you stand is crucial.
Next, outline your desired outcomes. This might include reducing costs, improving EHR capability, or boosting system security.
Once you’ve figured out your starting point and ultimate goals, you can then define what you expect from the outsourced company. This could include things like how often you want them to communicate with you, how you want them to report progress, or how long you expect the project to take. We’ll go into this more a little later in this article.
Let’s look at an example of goals for a particular area of IT – EHR.
How an EHR consultant could help
An EHR (Electronic Health Record) consultant can provide invaluable support to healthcare organizations that are struggling with managing patient data and records. These consultants specialize in analyzing current EHR systems, identifying areas for improvement, and implementing solutions that streamline processes and improve overall efficiency.
When outsourcing EHR consulting services, some key goals could include:
- Increasing patient satisfaction: A smooth and efficient EHR system can lead to improved patient experience and satisfaction. By streamlining the record-keeping process, patients can receive more accurate and timely care without delays or errors.
- Ensuring compliance and security: Compliance with regulations such as HIPAA is crucial for healthcare organizations, and an EHR consultant can provide expertise in implementing a secure system that meets all necessary requirements. This can help prevent data breaches and costly penalties.
- Reducing costs: Outsourcing EHR consulting services can be a cost-effective solution compared to hiring a full-time IT employee. With an outsourced consultant, you only pay for the services you need, saving on overhead costs such as benefits and training. Plus, by streamlining processes and improving efficiency, you can also save on operational costs in the long run.
- Increasing user efficiency: By implementing a more user-friendly EHR system, healthcare professionals can spend less time navigating complex systems and more time providing quality care to patients. This can also lead to improved job satisfaction for employees.
Overall, an EHR consultant can provide valuable support in improving the management and delivery of healthcare services through technology. By clearly defining your goals for outsourcing this aspect of your IT responsibilities, you can ensure that the consultant is aligned with your organization’s needs and objectives.
Find out the other benefits hiring an EHR consultant can bring in our guide.
Assess your internal IT team resources
The success of any company’s IT projects relies heavily on the skills and capabilities of their internal IT team. That’s why it’s important to constantly assess the talents of your IT staff to make informed decisions on outsourcing. By evaluating the skillsets of your team, you can determine the areas where they may be lacking and the kind of outsourcing partner you need to fill in those gaps.
A well-rounded outsourcing company can provide the expertise and resources needed to take your IT projects to the next level, while allowing your internal team to focus on core business objectives.
For example, let’s look at your EHR. This is a powerful platform for patient care but optimising it to your organization’s specific needs requires specialist knowledge. There are training options available which your team can take, or you can employ an EHR consultant to take on some or all of the EHR related activity on behalf of your team. This will not only mean more can be achieved in less time, but it saves you the training budget too.
So take the time to assess your team’s capabilities and partner with an outsourcing company that can support your specific needs.
Research potential outsourcing vendors
When it comes to finding the right outsourcing vendor for your business, the search can be overwhelming. With so many options to choose from, it’s important to do your research and make an informed decision.
In particular, if you’re in need of an EHR consultant, you’ll want to carefully compare vendors to determine which have the best fit for your needs. This might involve evaluating factors like experience, reputation, and cost-effectiveness, as well as weighing the pros and cons of different service models.
EHR Enhancify offers two – a project by project basis and a retainer model. Not only that, but our consultants operate as if they’re a member of your team, taking on the tasks you need – no matter how big or small – and keeping you in control with full updates on progress. If a solution can’t be found for a particular issue, they’ll find a workaround too.
Establish a contract agreement
Creating a contract agreement is like building a solid foundation for a successful project. As outlined above, it’s important to define expectations, scope of work, and terms of service from the beginning to ensure that both parties are on the same page and there are no misunderstandings. The scope of work outlines what the project entails, including any deliverables, timelines, and milestones.
Expectations are what each party expects from the other, such as prompt communication, timely payment, and quality work.
The terms of service go over legal issues such as payment terms, intellectual property, and termination clauses.
By defining these items clearly and in writing, you can avoid disagreements down the line and ensure a smooth collaboration.
Consider security implications
While bringing in an expert can be beneficial for your business, it also opens up the possibility of data breaches and other security risks. To ensure that you’re protected, it’s crucial to put protective measures in place.
This may include setting up secure communication channels for sharing sensitive information, limiting the access of the consultant to only what is necessary, and conducting thorough background checks before bringing them on board. This will help you to safeguard your business and stay protected from potential security threats.
Take your team into account
Every great company knows the importance of teamwork. And when it comes to outsourcing, it’s crucial to bring your existing team into the equation. Effective communication is key in ensuring a smooth transition.
Let your team know about the outsourcing plans and make sure they understand how/if their roles and responsibilities will be affected. It’s essential to address any concerns or questions in the early stages to avoid any confusion or frustration down the line.
It’s likely they’ll be nervous…. is their job at risk? What if the consultant highlights weaknesses in their performance? Reassure them that the purpose of outsourcing is to enhance their skills and support their workload, not replace them.
By involving your team in the process and keeping an open line of communication, you can build trust and foster a positive work environment for everyone involved. So don’t forget to consider your team’s thoughts and feelings when implementing an outsourcing strategy.
Monitor and measure progress
Outsourcing health IT responsibilities should allow you to focus on core business operations without sacrificing critical technological advancements. However, to truly have that peace of mind that you can focus on other things, you need to ensure you’re measuring the success of your new partnership.
Pre-defined goals and objectives act as a roadmap to ensure progress and monitor success throughout the partnership’s duration. Then, whatever the targets, it’s essential to evaluate the consultancy’s performance regularly to facilitate long-term success, track overall progress, and make adjustments where needed.
With these metrics in place, healthcare providers can feel confident that they are getting the most out of their outsourcing arrangement and achieving their desired outcomes.
Ongoing communication and support
When outsourcing a project, establishing trust between you and your hired partners is crucial to ensure its success. Ongoing communication and support are key to this trust-building process. It’s not enough to simply hand over your project and hope for the best – you need to keep the lines of communication open throughout the process.
This means actively checking in with your partners, asking questions, and providing feedback. By doing so, you will build a relationship of mutual understanding and respect with your outsourced team, which will help to ensure the project’s success.
Consider the platforms you can use for communication, tracking and which systems they’ll need access to in order to do their work. By ensuring that communication and support are ongoing, you can ensure that your project stays on track and meets your expectations.
How to choose an EHR consultant
Choosing the right EHR consultant for your healthcare organization can be a daunting task. However, there are a few key factors to consider that can help you make the best decision:
- Experience and expertise in the healthcare industry
- Rich experience and knowledge of your EHR platform
- Keen understanding of current and emerging technology trends
- Proven track record of successful projects and satisfied clients
- Strong communication skills and ability to understand your organization’s specific needs
- Compliance with HIPAA regulations and other relevant laws
- Availability for ongoing support and maintenance services
By carefully evaluating these factors, you can confidently choose an EHR consultant that will meet your needs and help you achieve your goals.
Remember to also consider any referrals or recommendations from trusted sources within the healthcare industry.
Take the time to research and make an informed decision – with the right consultant by your side, you can enhance your IT capabilities and stay ahead in a constantly evolving digital landscape.
In conclusion, outsourcing your healthcare IT needs can be a great option to achieve organizational success and cost effectiveness. But it’s important to carefully assess your needs and expectations, explore suitable vendor options, and establish clear communication protocols with your internal IT team and the outsourcing partner. With these steps in place, you can rest easy knowing that your group’s unique healthcare IT requirements will be met with utmost professionalism and expertise.
When it comes to finding the best Cerner EHR consultants for your organization, look no further than EHR Enhancify. We have over 17 years of experience providing premium EHR support and have successfully implemented many Cerner solutions for clients across the globe.
Start optimizing your health information technology today by reaching out to EHR Enhancify now.