How To Train Your Team On A New EMR System In A Small Practice?
Effective EMR training can eliminate inefficiencies and roadblocks to help providers realize the full potential of their software. Research shows that proper training improves workflow efficiency, reduces physician burnout, and boosts overall satisfaction with EMR systems. For small practices, where resources are often limited, investing in comprehensive EMR training is particularly important to build team confidence, avoid costly mistakes, and ensure long-term success.
In this guide, we will outline best practices, strategies, and tips that will help small practices effectively train their team on using a new EMR software.
- The level of employee computer skills should be assessed to identify training needs and ensure everyone can use the EMR system effectively
- Personalized software training can help practice staff learn faster and use the EMR software more confidently
- Super Users can guide other staff members and provide ongoing support throughout the EMR training process
- Regular training helps staff stay updated on new features and compliance requirements for EMR software solutions
- Vendor-provided resources like tutorials, webinars, and user guides can assist staff in using the system efficiently
1. Assess The Team’s Skill Levels
Small practices often rely on paper-based workflows, which makes it important to assess each employee’s level of computer proficiency. This helps identify knowledge gaps and tailor the training program to meet individual needs.
For example, the clinical team may be used to manually writing prescriptions on paper, but they may not know how to enter the correct medication information into the EMR system or send prescriptions electronically to the pharmacy.
Practices can also use online computer skills exams like Testizer, ProProfs, or TestGorilla to identify employees who might need extra help. If some team members need additional support, they need to consider using online tutorials or scheduling dedicated in-house training sessions to improve their proficiency.
2. Train Employees Based On Roles And Preferences
A recent KLAS report shows that workflow-specific training leads to higher EMR satisfaction. Staff trained in relevant tasks feel more confident, experience less burnout, and are more likely to stay with the healthcare practice.
Medical clinics transitioning to new EMR software should design training programs that focus on the specific needs of each role. This ensures the training focuses on areas staff will actually use, rather than overwhelming them with unnecessary details about every aspect of the system.
For example, front desk staff may need training on scheduling and patient data entry, while the billing team needs to learn how to find insurance information and billing codes for submitting electronic insurance claims.
3. Identify Super Users
Another effective training strategy is to identify employees with extensive knowledge and experience with the EHR system. These super users can serve as internal experts who can coach and support other staff members with system navigation, troubleshooting, and workflow optimization.
According to the Office of the National Coordinator for Health Information Technology (ONC):
‘Super user training is a crucial component of an EHR training plan because super users combine specialized EHR training with training on how the EHR will be used in your organization for your specific workflow and patient population.’
Small practices should choose super users who are willing to act as leaders, have high computer literacy, and can learn new concepts quickly.
Ideally, super users should work with end-users in their department before, during, and after go-live to:
- Help with workflow adoption
- Provide support in their day-to-day tasks
- Educate the team about the EMR and its upgrades
- Guide them in making the software a part of their routine
4. Develop A Comprehensive Training Strategy
It is important for independent physician clinics to develop a training strategy that accommodates various learning styles. Since people have different learning preferences, a one-size-fits-all approach may not be effective. Therefore, practices should offer a mix of methods to ensure that all team members can engage with the material in a way that suits them best.
Here are a few common training methods to consider:
- Onsite training
- Peer learning
- Online training
- Self-guided training
- One-on-one coaching sessions
- Hands-on workshops
The KLAS Clinician Training 2023 report highlights that at-the-elbow training is often the most valued method for hands-on support among clinicians. This approach provides immediate assistance during real-time workflows to help staff build confidence as they adopt new EMR functionalities. However, this method can be resource-intensive and more challenging to sustain, particularly for smaller practices.
5. Gather Feedback And Adjust Training As Needed
According to a recent survey by Tebra, training challenges are significant barriers to effective EMR adoption, with 41% of providers citing staff training as their biggest challenge. This highlights the need to gather feedback once the training program is implemented. Feedback allows trainers to understand which aspects of the training were successful and which areas need improvement.
Practices should collect feedback from employees across different departments, such as clinicians, nurses, and administrative staff. Since each department uses the software system differently, their feedback will provide valuable insights into how the system can be better utilized across the practice.
6. Plan For Ongoing Education And Updates
EMR systems are continuously updated with new features, functionalities, and compliance requirements. Regular training sessions and ongoing education can help staff stay informed about these changes, ensuring they can use the system effectively and remain compliant with regulations.
In addition to scheduled training, clinics should consider providing refresher courses and access to resources like online tutorials and support documentation.
7. Utilize Vendor Resources
Vendor-provided resources can be a valuable, cost-effective way for practices to access quality EMR training. These resources, often offered as part of the service, can include pre-recorded videos, tutorials, user guides, and live support sessions. Many vendors, such as athenahealth EMR and Tebra, offer these materials to help ensure a smooth EMR implementation in small clinics.
Final Thoughts
With the growing reliance on digital health records across the globe, proper EMR training has become crucial for healthcare professionals to use these systems efficiently and avoid common frustrations. Poor usability of EMRs remains the top complaint among doctors, nurses, and other healthcare staff, which is directly linked to patient safety issues
Nearly one-third of nurses experiencing burnout have also cited electronic health records as a contributing factor, according to KLAS Research. This highlights the critical need for effective EMR training, especially for small practice staff, to address these issues by improving system usability and overall user satisfaction.
To find the best EMR for small practice needs, explore our curated list of EMR software options that offer valuable vendor resources, including tutorials, ongoing support, and training materials.
