4 Training Plan

Section 4.15 Implement

Training Plan

Use the training plan tool to help you identify special considerations related to implementing training for electronic health records (EHR), health information exchange (HIE), and other health information technology (HIT). The tool describes the type of training required.

Time needed: 40 120 hours to establish, 2 hours per week to maintain throughout training effort Suggested other tools: Section 1.2 Organizational Readiness Assessment for EHR and HIE, Section 1.8 Computer Skills Survey, Section 2.2 Project Management

How to Use

Review the training considerations. Use the table in this tool to record the training that each individual needs and track completion of training.

Special Training Considerations

No matter what type of training is needed, the following are important planning considerations:

Training agreements. For people you will send to highly-specialized training (such as those sent to a training course on building a wireless network, or to become an EHR super user), consider requiring an agreement that the staff member stays with the organization for a period of time following the training or, if not, compensates the organization for the training. Some HIT vendors may require your organization not to hire their staff, or permit your super user staff to take a job with another EHR vendor within a certain period of time after super user training.

Customization of training materials. Some vendors supply training materials that incorporate screen shots of custom-built screens or other customization of the product. These are considered confidential documents and the vendor may require your organization to sign a non-disclosure agreement in order to use these materials. Consider having your staff members sign confidentiality agreements to emphasize the importance of this relationship with the vendor.

Certificates of completion. As a way to track completion and provide recognition, issue certificates for completion of training. Evaluate whether continuing education credits can be issued.

Evaluation of competency. Some vendor training provides certification. Consider some form of competency assurance for end users as well, especially if you are providing continuing education credits.

Compensation. Depending on your organizations human resource and/or labor policies, consider the need to compensate for training time, overtime, or other budgetary adjustments during intensive learning and go-live.

Types of Training

All of the following training purposes apply to implementation of clinical information systems. Consider the applicable training methodologies for each training purpose as you develop your training tools or use those supplied by the vendor.

Training Purpose

Applicable Training Methodologies

Introduction intended to introduce the concept of EHR into the organization, generate interest, and reduce fear

Scripted statements for managers and supervisors to use in meetings concerning the organizations intent and policies on staff retention and recruitment

Newsletters/brochures/intranet quips about EHRs, their purpose, and organizational intent

Reading material about benefits and realities of EHRs

Education designed to explain the features and functions of EHRs and provide a baseline of skills for new users

Newsletter/intranet articles about EHRs

Sources for additional information

Conference/trade show attendance by key personnel with the intent of sharing education

Product demonstrations onsite

Classroom instruction for steering committee members on features and functions, roles and responsibilities, project planning, and change management

Briefings primarily for department heads, executive leadership, board members, and potentially union representatives to acquaint them with concepts, costs, and benefits; provide status reports; and describe actual results, including successes and lessons learned

Short presentations to specific groups

Short memos on progress

One-on-one meetings as necessary to address issues

Training actual instruction on how to perform tasks, including how to use a computer for new users, how to perform implementation tasks for project team, development of super users, and how to use each application

Special considerations:

Training agreements

Customization of training materials

Certification of completion

Evaluation of competency

Compensation

Training of new users after go live

Basic training in operating computers through a learning center or coaching

Basic keyboarding and computer navigational skills through a learning center, software tool, coaching

Basic Internet search strategies for skills reinforcement and bibliographic search

Orientation to product by vendor

Training courses at vendor site or by vendors in-house for those engaged in system build

Courses on specific skill sets at vendor site or schools (e.g., advanced networking strategies, interface programming, report writing)

Training manuals (online and offline)

Hands-on training sessions in classrooms in test environment on specific applications

Live hands-on training at the work site in production environment on specific applications

Self-training on intuitive components of the system with online training and/or help desk support (most preferred by physicians)

Support reminders and skill development for continual use; special training for infrequent users

Dress rehearsal for go live

Coaches and trainers available during go live (essential when implementing new clinical information system applications)

Online help

Help desk

Intranet: frequently asked questions (FAQs), tip sheets, quick reference cards and/or posters

Scripts

Copyright 2014, Margret\A Consulting, LLC. Used with permission of author

Training Plan

A training plan can help ensure that everyone gets training appropriate for their roles. In general, the following types of staff should receive training:

Administrative staff: introduction and overview of product

Super users (i.e., staff who will be responsible for implementation, workflow and process redesign/improvement, customization, and go-live support ): specialized skills, system build, super user training, and go-live techniques

All users: computer skills based on need, hands-on training for the applications they will use, training on redesigned workflows and processes associated with using EHR or HIE, review/refreshers as needed

Use the training plan template on the next page to document the types of training required for your implementation.

Training Plan

Use this template to document the types of training that will be required for your implementation. Next, use it to record who should receive training by entering Yes or No in the column designated with a question mark (?). Show when training was done (Date column), and that the person has received the training (enter a in that column). If you need to be more specific about whether the training received earned a certificate of completion [CC], continuing education [CE], or othercreate a key for this information.

Person being trained

(separate by site/ team as applicable)

Intro to EHR

Trainer:_______

Keyboard and Navigation Skills

Trainer:_______

Special Training:

Ex: Internet/Bibliographic Search

Trainer:_______

Overview of Product

Trainer: Vendor

System Build

Task: ______________

Trainer: Vendor

(Repeat as necessary)

Super User Training

Trainer: Vendor

Hands-on End User

Application:___________

Trainer:________________

(Repeat as needed and for new users)

Go-Live Support

Trainer:________________

Review/Refresher/Infrequent User Training

Trainer:________________

?

Date

?

Date

Specify

Date

?

Date

?

Date

?

Date

?

Date

?

Date

?

Date

Copyright 2014, Margret\A Consulting, LLC. Used with permission of author

Copyright 2014 Stratis Health. Updated 01-01-14

Section 4 ImplementTraining Plan - 1