Tips on Training the Staff for a New EMR System

Over the past year I've made an attempt to take readers along with as our practice makes the transition from paper-based record keeping to electronic medical records (EMR). Some of my colleagues have contacted me, wondering why the process is so involved and lengthy.

Some other articles describe EMR projects which are completed in three or four months. Maybe a practice already using basic EMR at just a single location could achieve this. However, hopefully I've been clear that for most practices there is much more to the process than simple installation and training. The change to an electronic medical records system is a significant cultural change at a medical practice. Addressing this cultural issue can truly make or break the success of an EMR project, most of which are of significant magnitude.

The three steps of an electronic medical records (EMR) training program:

1) Identify Current Skill Level - Today most young workers are well-familiar with the Internet, computers, and PDAs. However, a large share of adults still have limited understanding of these technologies. Fortunately, most doctors are required to keep up with technology, and many use computers quite regularly. Other staff members may have limited computer skills and experience, however. In order to establish an employee's computer literacy level, she may be asked to fill out a questionnaire describing the applications she's used and some examples of the tasks performed. Competency can be determined by the vocabulary used as well.

2) Bring the Staff Up to Speed - When planning an EMR or EPM system with a graphic interface, everyone on staff will need at least some computer skills. These can be as basic as 'drag and drop' and understanding how files are saved and found on the computer. The specific tasks required with differ depending on the individual job description. For example, most of your employees will need to know how to use the EPM system to make appointments, or look them up in the system. Some of the staff will need to be able to check patients in, and yet others will have to generate claims. Technical staff members may not need to know the claims process, but they should be fully proficient in the EMR process.

3) Design New Software Training Plan - The EMR committee has to create a training plan that takes the above factors into consideration. This committee will also have to determine the basic tasks that must be understood by everyone, then adding the increasingly complex skills into the appropriate job descriptions and departments. When the entire staff understands the basics, the departments should rotate in through the training room to get the necessary training for their specific jobs. A manual should be prepared for both the EPM and EMR software modules. Improvements should be made to this manual continuously.