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. Section 4 Implement—Training Plan - 1
Transcript
Section 4.15 Implement
Training PlanUse 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 ConsiderationsNo 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 organization’s 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.
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Types of TrainingAll 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 MethodologiesIntroduction – 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 organization’s 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 EHRsEducation – 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.,
Training PlanA 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 PlanUse 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 other—create a key for this information.
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Person being trained(separate by site/ team as applicable) In
