Best Practices For EHR Implementation

Presented By:

Alisa Leonard RN, BSN, MPH And member of the

Implementation Team of

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General Tips• Keep a binder of everything!

– Documentation is Key• Take attendance at all meetings, conference calls,

trainings, etc.• Take detailed notes for everything

(video tape when available)• Don’t be afraid to ask questions• Don’t give up!

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Before Selecting An EHR• Form an Implementation Team

– Administration– Project Manager– Lead Trainer Clerical– Lead Trainer Clinical– Lead Billing Tech

• Create a Super User Group• Utilize Local Resources (AHEC & Local IT Department)

• Evaluate Potential Vendors:– Site Visits– Company Demos– Staff collaboration on rating vendors

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After Selecting An EHR• Evaluate Staff’s Computer Skill Level• Communicate Routinely with your Vendor• Complete In-depth Workflow Analysis:

– Clerical– Clinical

• Create Binders with Workflow Analysis and all Corresponding Forms

• Update Staff Throughout The Whole Process

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After Trainings• Modify Quick Guides To Fit Your Clerical and Clinical

Settings• Develop Binders for All

Staff with Cheat Sheets• Hold Mandatory Update

Meetings and Additional Trainings Prior to Go Live

• Set up Training Room for Staff to Practice with Super User or Implementation Team Member

• Staff was Assigned Several Practice Sessions and Held Accountable for Attending and Learning EHR

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Go Live• Walkie Talkies• Greeters/Signage• Daily Meetings to Discuss Issues:

– 11:00am– 3:30pm

• Thank Your Staff For All Their Hard work!– Candy with Sayings Each Day

of Go Live

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After Go Live• Encourage staff to not do work-arounds when problems arise• Hold Bi-Weekly Implementation Team Meetings• Keep Morale Up

– “Happy” –by Pharrell Williams • Follow Up With Support Tickets• Be Available to Staff!

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1 Year Later• Developed in-house protocol • Developed EHR policy• If scanning in-house:

-Collect all possible documents to be scanned-Name all possible documents to be scanned-Create reference binder with all scanned documents

• Continue to re-analyze workflows and adjust where necessary

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• “We chose Patagonia Health because it was the number 1 choice among our staff” – Kim Crane, RN Communicable Disease & Prevention Supervisor

• “We implemented Patagonia Health only 8 months ago and we have already seen increased efficiencies in clinics” – Alisa Leonard, Director of Nursing

• “The implementation team felt that communication, accountability and determination were our biggest key factors.” – Lauren Link, MBA, Nursing Director's Assistant & EHR Project Manager

Why Patagonia Health

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• Easy Billing process – File claims all in one place• Smooth transition• State forms are all pre-populated• Responsive, organized, & thorough training & support

• WE DID IT!!!

Why Patagonia Health