Maintaining a high-performing Electronic Health Record (EHR) system is essential for modern healthcare. With Oracle Health EHR, continuous improvement is not just a goal but a necessity. This comprehensive guide offers insights into how healthcare IT professionals can leverage user feedback to ensure the ongoing growth and enhancement of their Oracle Health EHR systems.
Why user feedback matters
User feedback is a valuable asset that can drive the evolution of your EHR system. Listening to users – primarily clinicians who interact with the system daily – can uncover usability issues, feature gaps, and training needs.
Ignoring this valuable input can lead to user frustration and inefficiencies, potentially compromising patient care. In contrast, actively integrating feedback into your development cycle can vastly improve user satisfaction and system effectiveness.
Feedback collection
Let’s look at how you can gain feedback from your clinicians.
Develop methods for collecting user feedback
To gather meaningful insights, it is essential to develop robust methods for collecting clinician feedback. When we consider this audience, we know they’re time poor, may not have a great deal of technical knowledge, and may be unfamiliar or frustrated with the technology as it currently stands. These are all factors to bear in mind when approaching them for feedback. Some effective methods for collecting user feedback include:
- Surveys – These can be distributed electronically and are an excellent way to collect a large amount of data quickly.
- One-on-one interviews – This method allows for in-depth discussions and follow-up questions, providing more detailed insights.
- Focus groups – Bringing together a small group of clinicians to discuss their experiences with the EHR system can yield valuable feedback from different perspectives.
- Quick polls: Embed quick, single-question polls directly within the EHR interface. These can be answered in a matter of seconds and can provide immediate, valuable insights on specific features or tasks.
- Dedicated time slots: Schedule brief, optional feedback sessions during clinicians’ regular meetings or training sessions. Keeping these slots concise and relevant will encourage participation without adding significant time burdens.
- Automated reminders: Send periodic, automated reminders to clinicians to share their feedback. These reminders can be scheduled during less busy times of their shifts, increasing the likelihood of participation.
- Incentivize participation: Offer small incentives, such as continuing education credits or recognition programs, to motivate clinicians to provide their feedback. This demonstrates the value placed on their input and encourages ongoing engagement.
As part of the process, be sure to gain benchmark data on certain factors such as satisfaction with different features of the EHR, usability, time spent on system admin etc. This will enable you to track progress and measure the impact of changes made based on user feedback.
Leverage technology for feedback
There are various tools available that can help streamline and automate the collection of user feedback. For example, using heat mapping software can visually illustrate which areas of your EHR system clinicians interact with most frequently or have difficulty navigating. Additionally, incorporating a feature within the EHR system for users to submit direct feedback can make it easier for them to provide input without interrupting their workflow.
Incorporating feedback into development
Once you have collected user feedback, it’s time to utilize it in the development process.
Analysis and prioritization
Categorize feedback into different areas
Organizing the collected feedback into specific categories can streamline the analysis process:
- Usability: Issues related to user experience and interface design. These could include navigation difficulties, confusing layouts, or cumbersome workflows.
- Functionality: Bugs, performance issues, or feature requests. Identifying functional problems early can prevent larger issues down the line.
- Training Needs: Areas where users may require additional guidance or training. Understanding these needs can help in developing effective training programs.
Prioritize feedback based on impact and feasibility
Evaluate the feedback based on its potential impact on user satisfaction and the feasibility of implementation. High-impact and easily implementable suggestions should take precedence. Use a scoring system to rank feedback items, considering factors like the number of users affected and the severity of the issue.
Action plan development
Create action plans to address high-priority feedback
Develop detailed action plans to address the most critical feedback. Each plan should outline:
- The specific issue or suggestion
- Proposed solutions
- Expected outcomes
Having a clear action plan ensures that the team stays focused and that each issue is addressed systematically.
Where possible, engage an EHR consultant who can advise you of what is possible to change or customize in your EHR to meet your desired outcomes.
Assign responsibilities and timelines for implementation
Clearly define who is responsible for each action item and establish realistic timelines for completion. This ensures accountability and keeps the improvement process on track. Regular check-ins can help monitor progress and address any roadblocks.
For tasks where certain knowledge or skills are required that your team does not possess, consider using an EHR consultant to assist with implementation. EHR Enhancify’s team are experts in Oracle Health technology and can work on either a project by project basis or on a retainer.
Implementation and testing
Implement changes in a test environment first
Before rolling out changes to all users, implement them in a controlled test environment. This allows you to identify and resolve any potential issues without disrupting the broader user base. Testing in a simulated environment can also help in fine-tuning the updates.
Conduct user acceptance testing (UAT) before full rollout
Engage a select group of users to participate in user acceptance testing (UAT). Their feedback will help ensure that the changes meet user expectations and are ready for full deployment. UAT can be a critical step in catching any last-minute issues and ensuring a smooth rollout.
Communication and training
Inform users about the changes and provide updated training materials
Keep your users informed about any updates or changes. Clear communication helps manage user expectations and reduces confusion. Additionally, provide updated training materials to help users navigate the new features or changes. This could include step-by-step guides, video tutorials, and FAQs.
Offer refresher training sessions if necessary
If the changes significantly impact how users interact with your EHR, consider offering refresher training sessions. This ensures that users fully understand and can effectively utilize the new functionalities. Ongoing training can boost confidence and improve user satisfaction.
Assess impact
Get feedback from users post-implementation to assess the impact of changes. This can help identify any lingering issues or areas for improvement. Use this feedback to inform your future development roadmap and continue enhancing the usability and functionality of your EHR system.
Conclusion
Effectively managing user feedback and implementing improvements is crucial for maintaining a high level of user satisfaction. By following this comprehensive checklist, healthcare IT professionals can systematically collect, analyze, and act on user feedback. This approach leads to continuous growth and improvement, ensuring that your Oracle Health EHR system remains a valuable tool for clinicians and contributes to better patient care.
For those looking to take their Oracle Health EHR to the next level, consider engaging with our team of experts. Our specialists can provide personalized guidance and help you implement best practices tailored to your organization’s needs. Together, we can ensure that your EHR system not only meets but exceeds user expectations.