The use of advanced technologies is a huge boon for organizations serving individuals with intellectual and developmental disabilities (I/DD). Electronic health record (EHR) software can help I/DD service providers achieve new levels of efficiency, support billing for every service delivered, access configurable workflows, and automate next steps based on evidence-based best practices.
Having a centralized source for all documentation, outcome tracking, revenue cycle management, and data analytics illuminates insights for evaluating the costs of care and ensuring proper and complete reimbursements. Realizing these benefits hinges on successful EHR training and implementation.
But providers who are making their first investment in an I/DD EHR or upgrading to a more advanced solution may struggle with setting up workflows that function best for their organization. Proper I/DD training for software implementation and usage is critical not only to the success of the organization but also to regulatory compliance and the quality of services delivered.
Why I/DD Training Is Key to Successful Software Adoption
Implementing new I/DD technology can be a daunting task for any organization. Providers must consider how the software meets the needs of individuals who often receive care across several settings and have drastically different care plans. To support person-centered planning, providers need access to disparate data that they can centralize and share with other providers, caregivers, and the individuals receiving support and services.
The right I/DD software will support this kind of person-centered approach, but only if staff know how to use it. According to Fox Group research, EHR implementation has historically failed around 20% of the time, typically due to technical and incompatibility issues, as well as improper or inconsistent I/DD training with the software.
If organizations offered higher-quality EHR training and providers were expected to develop greater mastery of I/DD EHR functionality, many of the current EHR challenges would be ameliorated. This opportunity is a clarion call for service providers to strengthen and enhance their I/DD EHR training.
I/DD Training for EHR Implementation: Overcoming Common Obstacles to Success
Insufficient time for training. According to EHR in Practice, training every staff member on every element of the I/DD EHR can be unnecessarily time-consuming. On the other hand, not spending enough time on training can impede staff’s ability to use the technology. It’s important to consider both the quality and quantity of educational opportunities you provide staff — and their areas of focus — to create the best experience.
Lack of personalization. Focusing organizational support and resources on role-based training centered on personalization features for each workflow helps address barriers caused by steep learning curves or EHR complexity. Having a higher level of personalization is key to quality EHR implementation, cementing the value of the EHR through demonstrated applications for optimization. It’s worthwhile to consider the education delivery model as well: I/DD training works best when led by providers in conjunction with specialists who know the software well (i.e., superusers).
Need for increased support. Finally, to realize the full value of EHR training, I/DD service providers need leadership buy-in. When leaders are committed to helping resistant staff feel more comfortable with the new technology, EHR adoption and implementation becomes more successful. Teams can secure buy-in from leadership by explaining how the EHR will save the organization time, money, and resources.
Tips for I/DD EHR Training
By personalizing I/DD EHR training to specific roles and adjusting training methods to account for different learning styles and comfort with technology, organizations can better ensure successful EHR implementation.
As your organization prepares for a new I/DD EHR implementation, keep these tips in mind to achieve effective training:
Secure buy-in from end users. Staff and providers are busy and, therefore, might be resistant to change. Clearly articulate how the new I/DD EHR will improve the efficiency of their day-to-day work by reducing repetitive tasks and enabling better client communication and engagement to help staff see the personal and organizational value of the technology. Communicating a training plan and timeline can also help secure buy-in and engagement.
Address the user’s basic tech literacy skills. Your staff may not have the same level of technology literacy, so it’s important to make sure they are getting the right amount of training to account for their current skill level. It’s also critical to assess your staff’s skills to establish a baseline of current knowledge from which you can target training outcomes.
Create training plans based on the needs and workflows of end users. Broad, standardized training is unlikely to deliver the results your organization needs. Focus instead on the specific features and workflows your staff will rely on, and make those the foundation of your training plan.
Schedule engaging and effective ongoing training. Frequent training helps keep staff members’ skills sharp, while incentives for proficiency encourage ongoing progress. For example, providers can offer bonuses or compensation adjustment once an employee has attained the desired level of tech mastery. Ensure this regular training is designed to engage users with fun activities, recognition and rewards, and measurable learning objectives.
Turn quick learners into superusers. These team members can provide training to other staff members and help support those who may be struggling to learn the new system.
Software for the I/DD Provider: How the Right Choice Aids Success
The right I/DD EHR, combined with effective I/DD training, should make it easier for staff to optimize their technology use for better outcomes and productivity. Core Solutions’ Cx360 EHR platform aids the training experience to position organizations for success by including:
Artificial intelligence (AI)-powered tools.AI-backed solutions like those supporting documentation and improved revenue cycle management take some of the heavy lifting off your staff, helping with everything from setting up the right workflows to optimizing billing.
Templated software workflows and performance dashboards customized to the needs and priorities of users by role. This feature helps ensure that the right information is available at the right time and delivers a more intuitive user experience. For example, care managers and direct service professionals (DSP) can complete assessments, build service plans, and generate task lists automatically with timely prompts. Billing staff can use workflows that better ensure clean claims submission and can immediately access financial key performance indicators (KPIs) on their dashboards.
Modular design. Rollout and peer-to-peer learning are more efficient thanks to the technology’s consistent design. For example, service providers can feel confident that their user experience will remain largely the same, no matter where they access the platform.
Ongoing vendor support. Since Core Solutions has extensive experience with training and implementation in I/DD service settings, they know how to guide an effective training and education program that reflects the service setting and partner with leadership on managing successful rollouts and use.
Terence Blackwell Jr. is an I/DD Senior Advisor at Core Solutions.
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