How to Schedule, Measure Effectiveness and Collect Feedback on EHR Training?

One of the most challenging aspects of EHR training is learning and retaining information. However, it should not be something that practitioners dread because, with proper guidance from an instructor, they can improve their experience even for complicated systems like those found in hospital settings. Proper planning will allow you to communicate courses effectively as well as measure how much was absorbed during each session by implementing evaluation procedures.

Through this blog, you will be able to explore the following:

1. How to Schedule EHR Training?
2. What Are the Best Practices for Measuring the Effectiveness of EHR Training?
3. What Are the Best Ways for Collecting Feedback on EHR Training?

1. How to Schedule EHR Training?

EHR training occurs in three distinct points. First is the onboarding period, where the clinicians join the organization. Second is the ongoing training period that is provided to the end-users for the new upgrades that occur on the EHRs, and third is upskilling period, where training is provided to the existing users to help them improve their EHR skills.

In order to schedule EHR training through these three stages, it is recommendable to follow a three-column approach.

• First of all, find out what is already discoverable for EHR users. Every time there is an EHR upgrade, some of the new feature changes would be such that users would be able to figure it out themselves. These could be minor changes, such as some new options in an already existing dropdown list, some changes in the order of given information, and so on. Users do not require additional training for this, as they can navigate and discover it based on the prior EHR knowledge that they already have.
• Secondly, schedule the awareness training, i.e., figure out what you want the end-users to be aware of. This could involve training about the big changes that are upcoming. Here the end-users can still use what they already know and then learn about the new changes and adapt to them. Such awareness training can be provided in the form of video training. For instance, a quick microlearning video about five EHR updates that you need to be aware of.
• Thirdly comes the skills training. Here, unlike the previous points, the prior knowledge of the users might not come to much use. This is where you plan to train for the new skills that the users need to adapt or regarding a new process that is very different from what they already know. The skill or process training that is provided here is something that the end-users won’t be able to work through on their own. This training could be provided via instructors, live virtual, or e-learning followed by Q&A sessions.

You can refer to our “Strategies for providing application training and support to maintain user satisfaction and productivity” webinar to learn more about it.

2. What Are the Best Practices for Measuring the Effectiveness of EHR Training?

• Check if there are variations in the workflow

There will always be some variations between the workflow of staff and providers based on personal styles and preferences. However, significant variations in identical work processes could be evidence of a critical gap in training. This can happen when there is an update in the training curriculum, and different providers are receiving different training programs for the same system. This is a good indicator to show that a few of the providers are not up-to-date with the training process.

• Check if there is a reduction in billing errors

Billing is one of the most critical and easily quantifiable indicators of a successful implementation of an EHR. The success of a training program will be evident if it results in correct and proper coding from billing staff. Quantifying the errors in billing before, during, and after the ‘go-live’ sessions could help the practice in optimizing its EHR system and demonstrate the returns and benefits that are palpable from a successful implementation.

3. What Are the Best Ways for Collecting Feedback on EHR Training?

• User surveys

Conducting user surveys are one of the primary ways to collect feedback on EHR training. Feedback forms and questionnaires that would include questions related to the EHR systems of the organization can be distributed to the end-users, which they have to fill out and submit. Reviewing these feedback forms would help in understanding where each of the users stands in terms of their EHR training and where the training is working as well as where the gaps are. Apart from that, it would also help in building a better EHR experience for the end users.

• Feedback from post-live workflow teams

End-user feedback can also be collected with post-live workflow teams to improve the process. Once a new EHR system is live, organizations can collect feedback and other information regarding the new EHR via intranet-based collaborations like SharePoint. This would again help in understanding how impactful the training on the new EHRs is on the end-users.

Proper training can positively influence the ability of providers to use EHRs effectively. The understanding of how the system works could be leveraged and clinical practices can be improved. Most of the time, the importance of planned and result-oriented training is disregarded by organizations and is often not treated as an essential part of the EHR implementation process. Through the process of planning and ongoing training, users can optimize EHR use by making the most out of its features and making it more engaged with the organizational goals. Thus it would help avoid errors and setbacks, decrease employee turnover, as well as reduce employee frustration.