EHR ImplementationThe Ultimate Guide to Change Management

StartYourUprisecom

Table of Contents

IntroductionHow to Prepare for Change Management Prepare to be a Good Pack Leader

Prepare Your Practice

Training

Go-Live

ConclusionImplementation Kit

357

1417232831

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StartYourUprisecom

Table of Contents

IntroductionHow to Prepare for Change Management Prepare to be a Good Pack Leader

Prepare Your Practice

Training

Go-Live

ConclusionImplementation Kit

357

1417232831

2

StartYourUprisecom

IntroductionIn the wild world of healthcare change doesnrsquot come in small doses Instead it comes in the form of new regulations and mandates that can be hard to keep up with Itrsquos likely that your practice is facing the challenge of adopting a new EHR Some practices get started with EHR implementation feeling excited about their new system only to end up feeling like they are up a creek without a paddle We think that one of the easiest ways to avoid that stranded feeling in your practice is to have an Office Manager that takes an active role in managing the change the EHR will bring

Think of the implementation process like a camping trip yoursquore going to take with your staff Someone needs to take on the responsibility of being the pack leader and getting everyone through the camping trip safely and thatrsquos the Office Manager Like camping EHR implementation brings out mixed feelings Some people love the adventure and see themselves becoming one with nature some people loathe the idea and only picture themselves sleeping on dirt and swatting away bugs The bottom line is this some of your team members may find it exciting while others might fear it

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IntroductionThose who are afraid of change will be resistant at some point so you need to be prepared for that resistance and have a plan to help alleviate it just as you would on a camping trip (Ex Oh you hate bugs Good thing I the fearless Pack Leader thought ahead and brought bug spray) Anticipating change is what change management is all about

We want you to be a prepared Pack Leader so wersquove put this eBook together to make change management a positive and memorable experience for your practice

Wersquore going to cover

hellipplus wersquore giving you an Implementation Kit

So strap on your hiking boots because wersquore walking you through the steps of how to prepare your practice and yourself for change management

bull How to Prepare for Change Management bull How to Get Yourself Ready for EHR Implementationbull How to Get Your Practice Ready for the Change bull How to Maximize Training bull How to Go-Live Successfully

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How to Prepare Your Practice for Change Management

You wouldnrsquot lead a bunch of adults on camping trip without a clear and detailed plan right The same goes for your EHR implementation process Preparing your practice for a new EHR ahead of time can minimize the stress and costs that come with the process With proper planning and training yoursquoll be able to spend your time and effort in places that need the most attention and use the time you saved to focus on your patients

Prepare to be a Good Pack Leader

- Lead the Project

- Understand Change from Your Staffrsquos Perspective

- Understand Impact on Your Staffrsquos Workflow

- Communicate Vision and Benefits

Prepare Your Practice

- Evaluate Staffrsquos Computer Proficiency

- Make Sure Everything Works

Training- Dedicate Time to Training

- Know Your Resources and Use Them

- Stay in Contact with the Training Team

- Track Training Progress

1

2

3

4

X- Take It Slow

- Communicate Regularly

- Refer to Support Options

- Expect Hurdles

Go-Live

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Wersquove broken the implementation process down into 4 phases to help you better manage the changes you should expect Follow the map to get to your destination

Prepare to be a Good Pack Leader- Lead the Project- Understand Change from Your Staffrsquos Perspective - Understand Impact on Your Staffrsquos Workflow- Communicate Vision and Benefits

Prepare Your Practice - Evaluate Staffrsquos Computer Proficiency- Make Sure Everything Works

Training- Dedicate Time to Training - Know Your Resources and Use Them- Stay in Contact with the Training Team- Track Training Progress

1

2

3

4

X- Take It Slow- Communicate Regularly- Refer to Support Options- Expect Hurdles

Go-Live

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Prepare to be a Good Pack Leader The first phase of the implementation process starts with you Yoursquore taking on the role of Pack Leader so it is your responsibility to take care of your team and get them through the process with as few bumps bruises and bites as possible In addition to helping everyone ldquosurviverdquo in the wilderness itrsquos your job to get everyone on board with the changes Itrsquos the best first step to making sure that the implementation process runs smoothly

Remember your team needs a leader they can count on Start by preparing yourself and understanding the responsibilities that come with overseeing the implementation process

To prepare yourself as the office manager yoursquoll need to

bull Lead the Projectbull Understand Change from Your Staffrsquos Perspectivebull Understand Impact on Your Staffrsquos Workflow bull Communicate Vision and Benefits

Being the pack leader is a lot to take on but itrsquos a whole lot easier when you know what to expect

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All good pack leaders lead by example That means you getting excited for the change that the new EHR will bring If yoursquore negative about the EHR implementation your team will be too Keep it positive and remember that with the new EHR yoursquoll be able to manage the practice better and see more patients which can lead to improved patient care and more efficiencies in the way you do your daily tasks just to name a few

Leading the EHR implementation process means staying involved every step of the way and overseeing the process from start to finish Yoursquoll be doing everything from working with the EHR vendor to coordinating staff training to making sure that everyone is still following best practices after go-live

This means that your responsibilities include scheduling and assigning individuals and teams to complete tasks setting up meetings with the staff and EHR vendor adjusting schedules to accommodate training sessions and everything in between

Itrsquos a big task but we know that you are up for it

Prepare to be a Good Pack Leader

Lead the Project

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This is a big one possibly one of the most critical aspects of change management when it comes to EHR implementation Unfortunately itrsquos often one of the most overlooked too Before you can get your staff on-board with the change that is coming their way you have to really understand their perspective

Like planning a camping trip you and some of the staff may be really excited while the rest of the team doesnrsquot feel the same You canrsquot ease their fears and get them to embrace the adventure if you donrsquot know how they feel So try putting yourself in their shoes

Some common reasons for change resistance include

We explore these reasons further in the next page

Prepare to be a Good Pack Leader

Understand Change from Your Staffrsquos Perspective

bull Fear of learning something newbull Not understanding the vision of the new processbull Seeing change as a top down appraochbull Management failing to create and demonstrate benefits

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bull Fear of learning something new There might be fear of not being able to learn the new system fast enough which can impact your staffsrsquo perceptions of their job stability

Prepare to be a Good Pack Leader

Reasons for Change Resistance

bull Not understanding the vision of the new process Your staff may think that the change is a management decision and they are being forced to learn something they did not have a say in

bull Seeing change as a top down approach Because your staff wasnrsquot involved in the buying process of the new system they may feel like their opinion doesnrsquot matter and no one considered the impact it would have on them

bull Management failing to create and demonstrate benefits Learning a different way to complete the same task can seem like extra work especially if your staff thinks that the old way of doing things is best Your staff may not see the point of the hassle of learning something new

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Their concerns may result in negative attitudes and a lack of cooperation And letrsquos be honest itrsquos crummy to feel like you or your opinions arenrsquot valued Itrsquos your job to keep the team from regressing in to one big olrsquo pity party even if you feel that your staff isnrsquot entitled to feel this way Just acknowledge the fact that it could happen and have a plan to address the resistance

Show the team that change isnrsquot necessarily a bad thing They might be surprised to know that often times the things they fear might not be as scary as they think

Talk to your staff to see how they feel about the change and be there to offer individual support if needed Be the person that your staff can approach when they have questions

Prepare to be a Good Pack Leader

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Itrsquos not enough to simply understand why your staff will be resistant to change You need to have a good understanding of how the change is going to impact their workflow Everyone will be impacted differently depending on his or her role in the practice So do you know what everyone does Do you understand their day-to-day tasks If you give them advice will they think that you are stepping in when you donrsquot know their tasks as well as they do themselves

Yoursquove got to have a real credible understanding of what your team does and what impacts them on a daily basis Start by thinking of your office in terms of the different areas of focus like front-office exam lane and back office What are they doing now How will their jobs change when the new EHR arrives

If you havenrsquot participated in every different aspect of the practice take some time to spend time with them now When you understand your staffrsquos workflow yoursquoll be better prepared to explain the benefits that theyrsquoll experience with the new system

Prepare to be a Good Pack Leader

Understand Impact on Your Staffrsquos Workflow

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Once you really understand your staffrsquos perspective and how the new EHR will impact their daily tasks itrsquos time to address their concerns Help them see that even though this EHR adventure may have some rough terrain itrsquos going to be rewarding in the end If they have a specific concern counter it with concrete benefits and aspects in which their work-life will improve if they hunker down and embrace the process

You donrsquot want your team to just go through the motions and you donrsquot want them to feel like there is no end in sight Mitigate that by keeping them excited along the way Everyone feels better about doing something if they see it as a team effort and if they understand that they are in this together Communication is key to ensuring that your staffrsquos concerns are addressed and it is important that everybody shares the same vision

Donrsquot simply start leading the project and telling your staff what to do You need to keep your staff informed Let them know that everyone is valuable to the team effort and everybody will play a role in the implementation process and use of the EHR system

Prepare to be a Good Pack Leader

Communicate the Vision and Benefits

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Prepare Your PracticeOnce yoursquore prepared to lead the project itrsquos time to get your practice in fighting shape You wouldnrsquot start camping without making sure that everyone has what they need and knows the plans so donrsquot venture into EHR implementation that way

Do you know everyonersquos strengths and weaknesses Do you have a timeline Do you know whatrsquos going to happen throughout the implementation process You need to get answers to all of these questions in order to really prepare your practice

So just like how yoursquod prepare for your camping trip yoursquoll need to get your practice in shape by

bull Evaluating your staffrsquos computer proficiencybull Knowing the implementation plan

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How proficient is your staff with using technology Are they afraid of it or do they embrace it EHRs are a major introduction of technology so know what their computer-threshold looks like Your most tech-savvy team members are like the experienced campers They will know how to pitch a tent and use a compass Those that arenrsquot as savvy will need more instruction It doesnrsquot mean they canrsquot do it it just means they need a Pack Leader who is patient and will show them the way

But if your practice is moving from another system is your staff only useing it to complete a task a certain way How adaptable are they to different platforms Most importantly can they think critically about how to interact with a different system Some of your staff might need a refresher course on their basic computer skills to get them prepared

Find out if anyone is uncomfortable using the computer and get them up-to-speed with basic computer training either through resources online or a community college if your practice has the budget for it

Prepare Your Practice

Evaluate Staffrsquos Computer Proficiency

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Yoursquoll need a solid plan that you and your staff can follow throughout the implementation process Think of it as creating a camping environment with an agenda When everyone knows what they can expect and when they can be better participants in the process

Communicate your expectations to your vendor of when you would like the system to be available and work with them to come up with a timeline and a go-live date Also make sure that you know what tasks you and your vendor are responsible for Many EHR implementations get delayed because the practice is slow to provide information to their vendor You donrsquot want to be the one holding things up

Get answers to the following questions to help build a timeline

Prepare Your Practice

Know the Implementation Plan

bull When can you and your staff start training bull How long will training takebull When will the system be complete with your special feature

requests integrations and data migrationsbull Is there anything you need to submit to your EHR vendor to

move the process along

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TrainingOnce yoursquove assessed your team and prepared them with basic skills and yoursquove got a solid grasp on the implementation plan itrsquos time to venture out into training Letrsquos go back to that familiar camping analogy for a minute You need everyone to not only know what they need to do when but also how to do the things that they are assigned So it goes without saying that yoursquoll need to learn how to use the system before you can go-live

It can be frustrating for your staff if they are having a hard time learning the new system and it might validate their fear of not being able to learn something new There are many ways that change management can help you and your staff cope with training All it takes it some dedication and your part as a manager to make sure that everyone is on track

Steps to ensure the success of the training process include

bull Dedicate time to training bull Know your resources and use them bull Stay in contact with the training team bull Track your staffrsquos training progress

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Training is absolutely critical to the success of the implementation process Thatrsquos why you did a good amount research on your vendor and their training program right Now itrsquos all about staying on course and dedicating time to training

Letrsquos be clear when we say that we want you to dedicate time to training we donrsquot mean that we want you to only focus on training Training can get intense and stressful when done without a break On top of majorly impeding upon your ability to serve your patients closing your practice for a whole week to train your staff may be counterproductive when they canrsquot get a break from the software So thatrsquos not what wersquore talking about doing

Wersquore saying that you should make time in the day where your staff can focus on training A good way to get your staff to complete training is to bring lunch in so they can learn during their lunch hour If you choose a cloud-based system you can assign homework so that your staff may practice and complete tutorials from home

Training

Dedicate Time to Training

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A common misconception practices have is thinking that every employee needs to learn every feature of the EHR software This will only lead to confusion and frustration among staff Your staff should only be trained on areas that they are going to use After you define their roles and tasks certain EHR vendors allow you to assign separate training modules

This is another area where many practices slip up in EHR implementation The practice is busy and they put off training repeatedly Before they know it weeks or months have gone by and no one is trained Thatrsquos a good way to get stranded so donrsquot let it happen to your practice

Training

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A good EHR vendor will have detailed training programs and resources for their customers These resources are like a good camping tool kit By reviewing whatrsquos available yoursquoll know what yoursquove got available to use Most resources are usually made available online so you can learn at your own pace and convenience

Utilize all the resources even if you think you already know how to use the system Are there videos and tutorials to show you how the system works Are there quizzes that you and your staff can take to test your knowledge What about a knowledge base to refer to if you have a quick question There will also be times when you need live help Does your EHR vendor have live training or QampA sessions with your trainer

These are all good resources to use during your training And if your vendor offers them make sure that your staff is using them

Training

Know Your Resources and Use Them

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SOS

We all know that it takes two hands to clap So itrsquos not enough to just count on your vendor to do the work for you Work closely with your vendor to make sure that everything is on track

If they prescribe a certain course of training action follow it Complete all the assignments and homework tasked to you by your trainer or account manager and keep in contact with them about your progress to make sure yoursquore on schedule for go-live

Itrsquos completely normal to go through some SOS moments so resist the urge to take the ldquofigure it outrdquo approach That would be like having a map of the campgrounds but deciding to venture out without it You might be okay but whatrsquos the point Yoursquore making things a lot harder and a lot scarier than if you just relied on the map The same goes for training

Reach out to your vendor when you need help Your vendor should be willing to hold your hand through the process and offer support as needed

Training

Stay in Contact with the Training Team

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You wouldnrsquot send a team member off the campsite alone if they donrsquot know how to get back Letting your team jump in to using an EHR without being sure they are trained is not much different They are probably going to get lost and someone is going to have to rescue them there might even be tears involved

So letrsquos avoid that Plus your go-live date may vary depending on how fast you and your staff learn to use the software As the Pack Leader yoursquoll need to track everyonersquos progress help those who might be falling behind and seek out resources that can help with training Some EHRs have training programs that allow you to track the progress of your staff such as the number of online lessons theyrsquove completed or quizzes theyrsquove passed

Tracking your teamrsquos progress also allows you to make sure that the new process is implemented correctly and itrsquos actually whatrsquos best for your practice See if your team has become inefficient with the new software Find the cracks within the workflow Think about what information the next person who deals with the patient needs and how everyone can ensure that heshe has all the information they need Itrsquos important to point out inefficiency with the new system at this point and fix it as fast as possible

Training

Track Your Staffrsquos Training Progress

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Go-Live Yoursquove prepped yoursquove planned yoursquove trained and maybe yoursquove all gotten matching khaki shorts So what does that mean Itrsquos time to go-live Your go-live day is basically when you and your staff show up at the campsite in a big company van pile out and start camping Some people are setting up tents some are getting food organized some are collecting fire wood and yoursquore overseeing it all

Going live is not that much different Everyone is now playing their part Your practice is finally ready for patients and everybody knows what they are supposed to do But donrsquot forget that everyone is still getting use to the system and processes can still change (You do your best to keep it on course but remember you have to be flexible)

Change management doesnrsquot stop at go-live you should still

bull Take it slow bull Communicate regularlybull Refer to Training and Support Optionsbull Expect hurdles

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It is very important that your practice goes live with the new system only when yoursquore ready Yoursquore dealing with actual patient data so make sure that everyone is comfortable with the system and using it efficiently Your EHR vendor knows your go-live date and they should be on standby for support if any issues pop up

Especially challenging is moving away from paper records itrsquos going to take some getting used to To make the transition easier you donrsquot have to start with electronic records right at go-live Here are some suggestions on how to take things slow

Go-Live

Take it Slow

bull Chart only new patients electronically while the patient is in the office The established patients can be entered at the end of the day then slowly increase volume of electronically charted patients

bull Chart only particular kinds of exams electronically with the patient present ie only Comprehensive exam or only CL Fittings then increase to include more exam types

bull Chart one patient per day electronically with the patient present and increase as you go

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Sitting around a campfire and reflecting on the day is a nice way to create a sense of unity when camping Regular meetings about the EHR implementation process can have the same effect on your team They donrsquot have to be long but you should use these meetings to encourage your staff to ask questions and ask for help when needed Donrsquot let them struggle through the process without communicating

Get your staff to note issues that arise throughout the week and bring them to the meetings so everyone can review and compare notes and work together to solve them and prevent it from happening in the future

Keep your staff involved by asking them to seek ways to improve the practicersquos workflow especially parts they are in-charge of and communicate their suggestions and feedback to you You should work to continually improve your workflow even after go-live

Go-Live

Communicate Regularly

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Remember those resources provided by your vendor for training Those will still come in handy after go-live If you see your staff struggling to use the system after go-live send them through training again Get them to watch the training videos review the knowledge base and if your vendor offers structured learning get them to take the quizzes again Instead of just making sure that they pass the quiz make sure that they are getting perfect test scores

And if you need further support from your EHR vendor do not hesitate to reach out to the support team to answer any questions you have

Go-Live

Refer to Support and Training Options

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Just like any worthy adventure you are bound to face some obstacles and rocky waters Things are not always going to be smooth sailing and yoursquoll still face some hurdles even if you think yoursquore prepared But donrsquot let that discourage you or your staff Everyone is still new to the system and it will take some getting used to

While you are working through those hurdles it is a good idea to notify your patients of the new system so you can request their patience for any delays

Remember change management doesnrsquot stop the day of go-live You should continue to provide support to your staff and learn new things along the way You and your team have come this far so donrsquot let obstacles stop you A good leader should be adaptable so expect the unexpected and work as a team to get through it

Go-Live

Expect Hurdles

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ConclusionWersquove reached the end of our adventure with this eBook but itrsquos time to start yours We know that managing change in your practice can be tough but we hope that wersquove prepared you to be a great leader so that you can navigate your team through your EHR implementation journey

By preparing yourself and your practice staying dedicated to training and taking it slow at go-live yoursquoll be able to help your practice cope with change management and start seeing the benefits and even a positive return on investment for your EHR Donrsquot fear change embrace it

Be sure to check out the implementation kit wersquove included at the end of this eBook to help you get started with your adventure

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EHR Success

Time for ChangeReady to get a new system implemented in your practice Check out Uprise Practice Management amp EHR by VisionWeb Itrsquos our cloud-based practice management and EHR software and it has complete certification for 2014 Meaningful Use

Wersquod be happy to answer any question you have about the system and the implementation process Wersquoll be here to help you through all the stages of the process and make the transition as smooth as possible

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Implementation Kit for Office Managers

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Implementation KitImplementing a new system and process is hard for any practice To help you get started we developed this implementation kit to give you a number of templates and checklists that will guide you through each step of the process mentioned in the eBook

The Implementation Kit includes the following

bull Talking Points Benefits of an EHRbull Talking Points Impact on Workflowbull Computer Proficiency Testbull Go-Live Timeline Templatebull Training Assignment Templatebull Go-Live Checklist

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Implementation KitImplementing a new system and process is hard for any practice To help you get started we developed this implementation kit to give you a number of templates and checklists that will guide you through each step of the process mentioned in the eBook

The Implementation Kit includes the following

bull Talking Points Benefits of an EHRbull Talking Points Impact on Workflowbull Computer Proficiency Testbull Go-Live Timeline Templatebull Training Assignment Templatebull Go-Live Checklist

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Talking Points Benefits of an EHR Think of this as a pep talk for your staff if they are having trouble understanding why your practice needs a new EHR Just like how a Swiss army knife is a staple to any adventure kit a practice management and EHR solution has many tools packed into one and is integral to the success of a practice Refer to pages 11-12 of the eBook

Why Your Practice Needs an EHR

On top of just staying compliant a certified EHRbull Helps improve patient care significantly by reducing the risk of medical errors and

increasing accuracy of the diagnosis with the help of clinical decision support in the system

bull Improves care coordination within the healthcare industry and allows patients to be more involved in their health

bull Streamlines your workflow bull Reduces billing errors bull Cuts down mundane administrative tasks bull Helps manage both the medical and financial aspects of your practice

bull Electronic health records are becoming a government mandate and practices will start getting financial penalties under the Meaningful Use Program if they do not participate with a certified EHR by 2015

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Talking Points Impact on WorkflowThe big picture benefits of an EHR may be great but your staff would probably be more interested in how an EHR will impact them directly Wersquove provided talking points of the benefits related to each feature according to the workflow

We realize that some roles may overlap in your office but this is meant to give you a starting point you can tailor to your practice Refer to pages 11-12 of the eBook

Wersquove broken down the standard workflow into three sections

bull Understanding the Front-Office Workflowbull Understanding the Exam Lane Workflowbull Understanding the Back-Office Workflow

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Scheduling The front-desk staff can stop relying on a scheduling book or Excel sheets to schedule patients Your practice management system will be able to help them schedule patients and check on their status Multiple staff members can view and edit the schedule as needed so the next staff member checking the schedule will always have the most updated version

Pre-Testing All equipment being used to complete the pre-test should be synced up to the EHR which means that the technician or optician wonrsquot have to deal with reporting the results on a paper form and handing it over to the next staff Data can now be directly imported into the EHR for the doctor to use

Patient Recall Instead of setting reminders on the calendar to call patients and making follow-up calls the system may have automated solutions for patient recall and reminders

Patient Portal Patients will be able to make appointments through the patient portal which reduces your time spent on the phone The front office staff will also be able to receive questionnaires through the patient portal before the appointment reducing time it takes for staff to fill out administrative forms

Understanding the Front-Office Workflow

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EHR No more paper charts for the doctor An exam can be completed in just a few clicks and even in less time when using the EHR correctly The doctorrsquos job is made even easier if the system automatically populates diagnosis and treatment

E-Prescribing Sending in all prescriptions electronically reduces time spent on the phone with pharmacies The E-Prescribing tool in the EHR system should also allow the doctor to view patientsrsquo insurance eligibility to help determine the most cost effective medication for them The doctor will be able to verify accuracy of the patientrsquos medication history through the E-Prescribing tool of the EHR

Patient Education Written care instructions take time away from the doctor and may easily be forgotten by the patient EHRs allow you to send educational materials to patients electronically and can help reinforce the diagnosis by ensuring your patients remember their in-office discussion

Patient Portal Simply send all follow-up care instructions electronically during the exam to the patient portal and the patient will be able to review it after the appointment This reduces the hassle of printing or writing out instructions and increases the patientrsquos retention of the information

Understanding the Exam Lane Workflow

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Claims Management If you are currently submitting paper claims a practice management system can relieve a lot of the burden of manually filling out forms and reconciling payments and ensure that you get paid faster If you are using a clearinghouse you should be able to integrate it with your practice management system That way your staff wonrsquot have to relearn how to file a claim

Reporting and Analytics A practice management and EHR can provide you with more analytics to manage the financial side of the business Instead of just looking at the books and your profit margins many practice management systems come with reporting tools that can help identify issues such as billing errors and unusual billing patterns

Ophthalmic Product Ordering Calling or faxing in orders to the lab is an inefficient way to order ophthalmic products Sending orders through your practice management system will ensure that your orders are correct when you submit them to the lab And if you already use an online ordering solution just like a clearinghouse solution itrsquos one less thing for your staff to learn if you can integrate it with your practice management system

Frame Catalogs Frame sales are a big source of revenue for your practice so you want to make sure that you are pricing your frames accurately With the right system you wonrsquot have to spend time manually importing pricing data or looking up the frame measurements from catalogs your practice management system will be able to help you manage inventory

Understanding the Back-Office Workflow

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Computer Proficiency TestOne of the first steps to preparing your practice for the EHRrsquos arrival is to assess your staffrsquos computer proficiency Print the following template for each staff member Refer to page 15 of the eBook

Staff Name Role

Yes No

Yes No

Yes No

Basic Computer Skills

Recognize and start a software application program

Save a document

Locate and open a saved file

Basic Email Skills

Access e-mail system using username and password

Compose and send an original e-mail message

Reply and attach a file to an e-mail message

Basic Internet Skills

Recognize and launch a Web Browser

Go to a specific web address

Scroll through a Web Page and click on links

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Needs to work on basic computer skills

Needs to work on basic email skills

Needs to work on basic internet skills

Ready for EHR Training

Evaluation

Which best describes your staff

Comfortable with computers and prefer paper records

Familiar with routine tasks but struggle if updates are made to the software

Comfortable with computer programs and can pick up changes relatively easily

Well versed in using computers and have no trouble adopting new software

Computer guru ndash can answer questions about computers and technology

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Preferred Learning Style Questionnaire Use this questionnaire to ask your staff their preferred training method and match the available resources provided by your vendor according to your staffrsquos preferences Refer to page 20 of the eBook

Staff Name Role

Quick basic overview and can figure out the rest by playing with the tool

Help documentation and video tutorials

To be part of a community and search through a forum

A step-by-step guide

Structured online seminars

Interactive webinars or online workshops

Prefers

Notes

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Go-Live Timeline TemplateUse the template below to build a timeline for your go-live date Work with your vendor to get these dates scheduled and be clear of the responsibilities you and your vendor are in charge of Refer to page 16 of the eBook

EHR Vendor Your Practice

Integrations - Labs - Suppliers - Equipment Devices - Third Party Tools Data MigrationSpecial Feature Request - Request 1 _______________________ - Request 2 _______________________ - Request 3 _______________________Other Setup (eg Insurance) - Setup 1 _______________________ - Setup 2 _______________________ - Setup 3 _______________________Data VerificationTraining

Date of Completion(Check whorsquos in charge)

Go-Live Data

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Training Assignment TemplateRemember not every employee needs to learn every feature of the system They only need to be trained in areas they are going to use and are relevant to their roles Check only the modules that each staff needs to be trained in Refer to page 19 of the eBook

Staff Name Role

Scheduling

Pre-testing

Patient Recall

Complete training for the following checked

Additional modules

EHR

E-Prescribing

Patient Education

Patient Portal

Claims Management

Ophthalmic Product Ordering

Frame Catalogs

Reports

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Go-Live ChecklistThink your practice is ready to go-live Use this final checklist to make sure yoursquove completed all the tasks needed to go-live

All features in the system works seamlessly together

System is complete with integrations and data migrations

Staff have completed training and are comfortable using the system

Update phone messages and signs in the practice notifying patients of new system and

requesting their patience

Go-live date has been confirmed and EHR vendor is on standby for support

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Headquartered in Austin Texas Uprise is a product of VisionWeb the leading provider of software and technology solutions to the optical industry As a technology pioneer in the eyecare industry VisionWeb aims to drive practice efficiency through the delivery of dynamic solutions all available via the Internet Services include direct-to-supplier online ordering online multi payer insurance transaction processing and Uprise a completely cloud-based practice management and EHR solution With over 30000 connected ECPs over 400 suppliers and thousands of insurance payers VisionWeb services are to the benefit of opticians optometrists oph-thalmologists optical manufacturers laboratories distributors and payers alike

copy2014 VisionWeb Inc All rights reserved Uprise Practice Management and EHR by VisionWeb is a service mark of VisionWeb

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