Keys to Successful Implementation
The more prepared your staff is on the System, the smoother your Go-Live day will be.
Dedicate Time
- Create an environment that is conducive for all trainees to learn the PM.
- Make time to attend scheduled web-training.
- Join the sessions a few minutes early.
- Conduct policy and procedure internal meetings.
- Make sure you are uninterrupted by phone calls, text, social media applications, meetings, or Patient contact. Interruptions negatively impact the continuity of training.
Internal Training
- We recommend you and your team make time to conduct internal training sessions. We find this makes for a smooth Go-Live transition and helps your team present questions about workflow in-house.
- Our Training Sessions are built around the concept of "Train the Trainer".
- Our Implementation Managers train key staff members, typically subject matter experts, to become trainers themselves.
- In-office training becomes the responsibility of the Project Champion to provide on-going training to their office staff.
- Invite the Users who will be responsible for the tasks included in the training session.
- Users who cannot attend the session can watch a recording of the session.
- Prepare by identifying workflows and responsibilities.
- For organizing internal training, determine who is responsible for the different tasks in your office.
- There is a Test Database that you can use prior to Go-Live.
Front Desk Training
- Role playing is an effective way to train the front desk staff.
- The front desk processes should not be new to the staff on Go-Live day.
- Prior to the Go-Live date, Users should conduct practice sessions of the check-in, copay, scanning, and check-out processes using the test database; these steps can be practiced with co-workers.
- All test data will be erased before Go-Live.
Prepare
- Assign an internal Project Manager as the main contact for the Implementation Consultant.
- The Project Manager will assign internal training and assess the progress of your group.
- The Project Manager is responsible for completing Insurance enrollments and statement set up.
- For questions between training sessions, use the Help Center for PDF documentation and to watch videos.
- Use the tool tips in your system which are designated by question marks and Show Me How.
- Use the system before going live to create Libraries, register a Patient, and other standard tasks.
- Do the assigned homework.
- Consider reducing the number of scheduled Patients on Go-Live day.
Enrollments
- Complete and return your Insurance Claims and Statement Enrollments at least six weeks before Go-Live.
- Be aware that ERA and Claims Enrollment may be separate.
- Follow the instructions sent to you in your Enrollment Packet because instructions may differ by payer.