[eBook] EHR Implementation: The Ultimate Guide to Change Management

EHR Implementation
The Ultimate Guide to Change Management

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Table of Contents
Introduction
How to Prepare for Change Management
Prepare to be a Good Pack Leader
Prepare Your Practice
Training
Go-Live
Conclusion
Implementation Kit
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5
7
14
17
23
28
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Introduction
In the wild world of healthcare, change doesn’t come in small doses. Instead, it comes in the form
of new regulations and mandates that can be hard to keep up with. It’s likely that your practice is
facing the challenge of adopting a new EHR. Some practices get started with EHR implementation
feeling excited about their new system, only to end up feeling like they are up a creek without a
paddle. We think that one of the easiest ways to avoid that stranded feeling in your practice is to
have an Office Manager that takes an active role in managing the change the EHR will bring.
Think of the implementation process like a camping trip you’re going to take with your staff. Someone
needs to take on the responsibility of being the pack leader and getting everyone through the camping
trip safely, and that’s the Office Manager. Like camping, EHR implementation brings out mixed feelings.
Some people love the adventure and see themselves becoming one with nature, some people loathe the
idea and only picture themselves sleeping on dirt and swatting away bugs. The bottom line is this: some of
your team members may find it exciting while others might fear it.
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Introduction
Those who are afraid of change will be resistant at some point, so you need to be prepared for that
resistance and have a plan to help alleviate it, just as you would on a camping trip. (Ex: Oh you hate bugs?
Good thing I, the fearless Pack Leader, thought ahead and brought bug spray!) Anticipating change is what
change management is all about!
We want you to be a prepared Pack Leader, so we’ve put this eBook together to make change
management a positive and memorable experience for your practice.
We’re going to cover:
…plus, we’re giving you an Implementation Kit!
So strap on your hiking boots because we’re walking you through the steps of how to prepare your
practice and yourself for change management!
• How to Prepare for Change Management
• How to Get Yourself Ready for EHR Implementation
• How to Get Your Practice Ready for the Change
• How to Maximize Training
• How to Go-Live Successfully
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How to Prepare Your Practice for Change Management
You wouldn’t lead a bunch of adults on camping trip without a clear and detailed
plan, right? The same goes for your EHR implementation process. Preparing your
practice for a new EHR ahead of time can minimize the stress and costs that come
with the process. With proper planning and training, you’ll be able to spend your
time and effort in places that need the most attention and use the time you saved to
focus on your patients.
- Lead the Project
- Understand Change from Your Staff’s Perspective
- Understand Impact on Your Staff’s Workflow
- Communicate Vision and Benefits
- Evaluate Staff’s Computer Proficiency
- Make Sure Everything Works
Training
- Dedicate Time to Training
- Know Your Resources and Use Them
- Stay in Contact with the Training Team
- Track Training Progress
1.
2.
3.
4.
X- Take It Slow
- Communicate Regularly
- Refer to Support Options
- Expect Hurdles
Go-Live
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We’ve broken the implementation process down into 4 phases to help you better
manage the changes you should expect. Follow the map to get to your destination!
- Lead the Project
- Understand Change from Your Staff’s Perspective
- Understand Impact on Your Staff’s Workflow
- Communicate Vision and Benefits
- Evaluate Staff’s Computer Proficiency
- Make Sure Everything Works
Training
- Dedicate Time to Training
- Know Your Resources and Use Them
- Stay in Contact with the Training Team
- Track Training Progress
1.
2.
3.
4.
X
- Take It Slow
- Communicate Regularly
- Refer to Support Options
- Expect Hurdles
Go-Live
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The first phase of the implementation process starts with you! You’re taking on the
role of Pack Leader, so it is your responsibility to take care of your team and get them
through the process with as few bumps, bruises, and bites as possible. In addition to
helping everyone “survive” in the wilderness, it’s your job to get everyone on board
with the changes. It’s the best first step to making sure that the implementation process
runs smoothly.
Remember, your team needs a leader they can count on. Start by preparing yourself and
understanding the responsibilities that come with overseeing the implementation process.
To prepare yourself as the office manager, you’ll need to:
• Lead the Project
• Understand Change from Your Staff’s Perspective
• Understand Impact on Your Staff’s Workflow
• Communicate Vision and Benefits
Being the pack leader is a lot to take on, but it’s a whole lot easier
when you know what to expect.
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All good pack leaders lead by example. That means you getting excited for the change that the
new EHR will bring! If you’re negative about the EHR implementation your team will be too.
Keep it positive and remember that with the new EHR, you’ll be able to manage the practice
better and see more patients, which can lead to improved patient care and more efficiencies in
the way you do your daily tasks, just to name a few.
Leading the EHR implementation process means staying involved every
step of the way and overseeing the process from start to finish. You’ll
be doing everything from working with the EHR vendor, to coordinating
staff training, to making sure that everyone is still following best
practices after go-live.
This means that your responsibilities include: scheduling and assigning
individuals and teams to complete tasks, setting up meetings with the
staff and EHR vendor, adjusting schedules to accommodate training
sessions, and everything in between.
It’s a big task, but we know that you are up for it!
Lead the Project
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This is a big one, possibly one of the most critical aspects of change management when it
comes to EHR implementation. Unfortunately, it’s often one of the most overlooked too. Before
you can get your staff on-board with the change that is coming their way, you have to really
understand their perspective.
Like planning a camping trip, you and some of the staff may be really excited while the rest
of the team doesn’t feel the same. You can’t ease their fears and get them to embrace the
adventure if you don’t know how they feel. So try putting yourself in their shoes.
Some common reasons for change resistance include:
We explore these reasons further in the next page.
Understand Change from Your Staff’s Perspective
• Fear of learning something new
• Not understanding the vision of the new process
• Seeing change as a top down appraoch
• Management failing to create and demonstrate benefits
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• Fear of learning something new: There might be fear of not being able to learn the
new system fast enough, which can impact your staffs’ perceptions of their job stability.
Reasons for Change Resistance:
• Not understanding the vision of the new process: Your staff may think that the
change is a management decision and they are being forced to learn something they did
not have a say in.
• Seeing change as a top down approach: Because your staff wasn’t involved in the
buying process of the new system, they may feel like their opinion doesn’t matter and no
one considered the impact it would have on them.
• Management failing to create and demonstrate benefits: Learning a different way to
complete the same task can seem like extra work, especially if your staff thinks that the
old way of doing things is best. Your staff may not see the point of the hassle of learning
something new.
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Their concerns may result in negative attitudes and a lack of cooperation. And let’s be honest,
it’s crummy to feel like you or your opinions aren’t valued. It’s your job to keep the team from
regressing in to one big ol’ pity party, even if you feel that your staff isn’t entitled to feel this
way. Just acknowledge the fact that it could happen and have a plan to address the resistance.
Show the team that change isn’t necessarily a bad thing! They might be surprised to know that
often times, the things they fear might not be as scary as they think!
Talk to your staff to see how they feel about the change and be there to offer individual
support if needed. Be the person that your staff can approach when they have questions.
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It’s not enough to simply understand why your staff will be resistant to change.
You need to have a good understanding of how the change is going to impact
their workflow. Everyone will be impacted differently, depending on his
or her role in the practice. So, do you know what everyone does? Do you
understand their day-to-day tasks? If you give them advice, will they think
that you are stepping in when you don’t know their tasks as well as they
do themselves?
You’ve got to have a real, credible understanding of what your team
does and what impacts them on a daily basis. Start by thinking of your
office in terms of the different areas of focus like front-office, exam
lane, and back office. What are they doing now? How will their jobs
change when the new EHR arrives?
If you haven’t participated in every different aspect of the practice,
take some time to spend time with them now. When you
understand your staff’s workflow, you’ll be better prepared to
explain the benefits that they’ll experience with the new system.
Understand Impact on Your Staff’s Workflow
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Once you really understand your staff’s perspective, and how the new EHR will impact their
daily tasks, it’s time to address their concerns. Help them see that even though this EHR
adventure may have some rough terrain, it’s going to be rewarding in the end. If they have
a specific concern, counter it with concrete benefits and aspects in which their work-life will
improve, if they hunker down and embrace the process!
You don’t want your team to just go through the motions, and you don’t want them to feel like
there is no end in sight. Mitigate that by keeping them excited along the way. Everyone feels
better about doing something if they see it as a team effort and if they understand that they
are in this together. Communication is key to ensuring that your staff’s concerns are addressed
and it is important that everybody shares the same vision.
Don’t simply start leading the project and telling your staff what to do. You need to keep your
staff informed. Let them know that everyone is valuable to the team effort and everybody will
play a role in the implementation process and use of the EHR system.
Communicate the Vision and Benefits
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Once you’re prepared to lead the project, it’s time to get your practice in fighting shape. You
wouldn’t start camping without making sure that everyone has what they need and knows the
plans, so don’t venture into EHR implementation that way.
Do you know everyone’s strengths and weaknesses? Do you have a timeline? Do you know what’s going
to happen throughout the implementation process? You need to get answers to all of these questions in
order to really prepare your practice.
So just like how you’d prepare for your camping trip, you’ll need to get your practice in shape by:
• Evaluating your staff’s computer proficiency
• Knowing the implementation plan
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How proficient is your staff with using technology? Are they afraid of it or do they embrace it?
EHRs are a major introduction of technology, so know what their computer-threshold looks
like. Your most tech-savvy team members are like the experienced campers. They will know
how to pitch a tent and use a compass. Those that aren’t as savvy will need more instruction.
It doesn’t mean they can’t do it, it just means they need a Pack Leader who is patient and will
show them the way.
But, if your practice is moving from another system, is your staff only useing it to complete a
task a certain way? How adaptable are they to different platforms?
Most importantly, can they think critically about how to interact with
a different system? Some of your staff might need a refresher course
on their basic computer skills to get them prepared.
Find out if anyone is uncomfortable using the computer and get
them up-to-speed with basic computer training, either through
resources online, or a community college if your practice has the
budget for it.
Evaluate Staff’s Computer Proficiency
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You’ll need a solid plan that you and your staff can follow throughout the implementation
process. Think of it as creating a camping environment with an agenda. When everyone knows
what they can expect and when, they can be better participants in the process.
Communicate your expectations to your vendor of when you would like the system to be
available and work with them to come up with a timeline and a go-live date. Also, make sure
that you know what tasks you and your vendor are responsible for. Many EHR implementations
get delayed because the practice is slow to provide information to their vendor. You don’t want
to be the one holding things up!
Get answers to the following questions to help build a timeline:
Know the Implementation Plan
• When can you and your staff start training?
• How long will training take?
• When will the system be complete with your special feature
requests, integrations, and data migrations?
• Is there anything you need to submit to your EHR vendor to
move the process along?
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Training
Once you’ve assessed your team and prepared them with basic skills, and you’ve got a solid grasp
on the implementation plan, it’s time to venture out into training! Let’s go back to that familiar
camping analogy for a minute. You need everyone to not only know what they need to do when,
but also how to do the things that they are assigned. So it goes without saying that you’ll need to
learn how to use the system before you can go-live.
It can be frustrating for your staff if they are having a hard time learning the new system, and it
might validate their fear of not being able to learn something new. There are many ways that change
management can help you and your staff cope with training. All it takes it some dedication and your part
as a manager to make sure that everyone is on track.
Steps to ensure the success of the training process include:
• Dedicate time to training
• Know your resources and use them
• Stay in contact with the training team
• Track your staff’s training progress
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Training is absolutely critical to the success of the implementation
process. That’s why you did a good amount research on your vendor
and their training program, right? Now it’s all about staying on course
and dedicating time to training.
Let’s be clear, when we say that we want you to dedicate time to
training, we don’t mean that we want you to only focus on training.
Training can get intense and stressful when done without a break.
On top of majorly impeding upon your ability to serve your patients,
closing your practice for a whole week to train your staff may be
counterproductive when they can’t get a break from the software. So
that’s not what we’re talking about doing.
We’re saying that you should make time in the day where your staff
can focus on training. A good way to get your staff to complete
training is to bring lunch in, so they can learn during their lunch hour.
If you choose a cloud-based system, you can assign homework so that
your staff may practice and complete tutorials from home.
Training
Dedicate Time to Training
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A common misconception practices have is thinking that every
employee needs to learn every feature of the EHR software. This
will only lead to confusion and frustration among staff. Your staff
should only be trained on areas that they are going to use. After
you define their roles and tasks, certain EHR vendors allow you to
assign separate training modules.
This is another area where many practices slip up in EHR
implementation. The practice is busy and they put off training
repeatedly. Before they know it, weeks or months have gone by and
no one is trained. That’s a good way to get stranded, so don’t let it
happen to your practice!
Training
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A good EHR vendor will have detailed training programs and resources for their customers.
These resources are like a good camping tool kit. By reviewing what’s available, you’ll know
what you’ve got available to use. Most resources are usually made available online so you can
learn at your own pace and convenience.
Utilize all the resources, even if you think you already know how to use the system. Are there
videos and tutorials to show you how the system works? Are there quizzes that you and your
staff can take to test your knowledge? What about a knowledge base to refer to if you have a
quick question? There will also be times when you need live help. Does your EHR vendor have
live training or Q&A sessions with your trainer?
These are all good resources to use during your training. And if your vendor offers them, make
sure that your staff is using them.
Training
Know Your Resources and Use Them
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S.O.S.
We all know that it takes two hands to clap! So it’s not enough to just count on your vendor to
do the work for you. Work closely with your vendor to make sure that everything is on track.
If they prescribe a certain course of training action, follow it! Complete all the assignments and
homework tasked to you by your trainer or account manager, and keep in contact with them
about your progress to make sure you’re on schedule for go-live.
It’s completely normal to go through some S.O.S moments, so resist the urge to take the
“figure it out” approach. That would be like having a map of the campgrounds but deciding
to venture out without it. You might be okay, but what’s the point? You’re making things a lot
harder, and a lot scarier, than if you just relied on the map. The same goes for training.
Reach out to your vendor when you need help. Your vendor should be willing to hold your
hand through the process and offer support as needed.
Training
Stay in Contact with the Training Team
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You wouldn’t send a team member off the campsite alone if they don’t know how to get back.
Letting your team jump in to using an EHR without being sure they are trained is not much
different. They are probably going to get lost and someone is going to have to rescue them,
there might even be tears involved.
So, let’s avoid that! Plus, your go-live date may vary depending on how fast you and your staff
learn to use the software. As the Pack Leader, you’ll need to track everyone’s progress, help
those who might be falling behind, and seek out resources that can help with training. Some
EHRs have training programs that allow you to track the progress of your staff, such as the
number of online lessons they’ve completed or quizzes they’ve passed.
Tracking your team’s progress also allows you to make sure that the new process is
implemented correctly and it’s actually what’s best for your practice. See if your team has
become inefficient with the new software. Find the cracks within the workflow. Think about
what information the next person who deals with the patient needs, and how everyone can
ensure that he/she has all the information they need. It’s important to point out inefficiency
with the new system at this point, and fix it as fast as possible.
Training
Track Your Staff’s Training Progress
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Go-Live
You’ve prepped, you’ve planned, you’ve trained, and maybe you’ve all gotten matching
khaki shorts! So what does that mean? It’s time to go-live! Your go-live day is basically
when you and your staff show up at the campsite in a big company van, pile out, and
start camping. Some people are setting up tents, some are getting food organized, some
are collecting fire wood, and you’re overseeing it all.
Going live is not that much different. Everyone is now playing their part! Your practice is finally
ready for patients and everybody knows what they are supposed to do. But don’t forget that
everyone is still getting use to the system and processes can still change. (You do your best to
keep it on course, but remember you have to be flexible.)
Change management doesn’t stop at go-live, you should still:
• Take it slow
• Communicate regularly
• Refer to Training and Support Options
• Expect hurdles
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It is very important that your practice goes live with the new system only when you’re ready.
You’re dealing with actual patient data so make sure that everyone is comfortable with the
system and using it efficiently. Your EHR vendor knows your go-live date and they should be
on standby for support if any issues pop up.
Especially challenging is moving away from paper records, it’s going to take some getting used
to. To make the transition easier, you don’t have to start with electronic records right at go-live.
Here are some suggestions on how to take things slow:
Go-Live
Take it Slow
• Chart only new patients electronically while the patient is in the office. The established
patients can be entered at the end of the day, then slowly increase volume of
electronically charted patients.
• Chart only particular kinds of exams electronically with the patient present, i.e. only
Comprehensive exam, or only CL Fittings, then increase to include more exam types.
• Chart one patient per day electronically with the patient present, and increase as you go.
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Sitting around a campfire and reflecting on the day is a nice way to create a sense of unity
when camping. Regular meetings about the EHR implementation process can have the same
effect on your team. They don’t have to be long, but you should use these meetings to
encourage your staff to ask questions and ask for help when needed. Don’t let them struggle
through the process without communicating.
Get your staff to note issues that arise throughout the week and bring them to the meetings so
everyone can review and compare notes and work together to solve them, and prevent it from
happening in the future.
Keep your staff involved by asking them to seek ways to improve the practice’s workflow,
especially parts they are in-charge of, and communicate their suggestions and feedback to
you. You should work to continually improve your workflow, even after go-live.
Go-Live
Communicate Regularly
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Remember those resources provided by your vendor for training? Those will still come in
handy after go-live. If you see your staff struggling to use the system after go-live, send them
through training again. Get them to watch the training videos, review the knowledge base, and
if your vendor offers structured learning, get them to take the quizzes again. Instead of just
making sure that they pass the quiz, make sure that they are getting perfect test scores.
And, if you need further support from your EHR vendor, do not hesitate to reach out to the
support team to answer any questions you have.
Go-Live
Refer to Support and Training Options
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Just like any worthy adventure, you are bound to face some obstacles and rocky waters. Things
are not always going to be smooth sailing, and you’ll still face some hurdles even if you think
you’re prepared. But don’t let that discourage you or your staff. Everyone is still new to the
system and it will take some getting used to.
While you are working through those hurdles, it is a good idea to notify your patients of the
new system so you can request their patience for any delays.
Remember, change management doesn’t stop the day of go-live. You should continue to
provide support to your staff and learn new things along the way. You and your team have
come this far, so don’t let obstacles stop you. A good leader
should be adaptable, so expect the unexpected and work as
a team to get through it.
Go-Live
Expect Hurdles
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Conclusion
We’ve reached the end of our adventure with this eBook, but it’s time to start
yours! We know that managing change in your practice can be tough, but we hope
that we’ve prepared you to be a great leader so that you can navigate your team
through your EHR implementation journey.
By preparing yourself and your practice, staying dedicated to training, and taking it slow
at go-live, you’ll be able to help your practice cope with change management and start
seeing the benefits and even a positive return on investment for your EHR. Don’t fear
change, embrace it!
Be sure to check out the implementation kit we’ve included at the end of this eBook to
help you get started with your adventure!
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EHR Success
Time for Change
Ready to get a new system implemented in your practice? Check out Uprise,
Practice Management & EHR by VisionWeb. It’s our cloud-based practice
management and EHR software, and it has complete certification for 2014
Meaningful Use.
We’d be happy to answer any question you have about the system and the
implementation process. We’ll be here to help you through all the stages of the
process and make the transition as smooth as possible!
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Implementation Kit for
Office Managers

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Implementation Kit
Implementing a new system and process is hard for any practice. To help you get started, we
developed this implementation kit to give you a number of templates and checklists that will
guide you through each step of the process mentioned in the eBook.
The Implementation Kit includes the following:
• Talking Points: Benefits of an EHR
• Talking Points: Impact on Workflow
• Computer Proficiency Test
• Go-Live Timeline Template
• Training Assignment Template
• Go-Live Checklist
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Talking Points: Benefits of an EHR
Think of this as a pep talk for your staff if they are having trouble understanding why
your practice needs a new EHR. Just like how a Swiss army knife is a staple to any
adventure kit, a practice management and EHR solution has many tools packed into one,
and is integral to the success of a practice! Refer to pages 11-12 of the eBook.
Why Your Practice Needs an EHR:
On top of just staying compliant, a certified EHR:
• Helps improve patient care significantly by reducing the risk of medical errors and
increasing accuracy of the diagnosis with the help of clinical decision support in the
system
• Improves care coordination within the healthcare industry and allows patients to be more
involved in their health
• Streamlines your workflow
• Reduces billing errors
• Cuts down mundane administrative tasks
• Helps manage both the medical and financial aspects of your practice
• Electronic health records are becoming a government mandate and practices will start
getting financial penalties under the Meaningful Use Program if they do not participate
with a certified EHR by 2015.
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Talking Points: Impact on Workflow
The big picture benefits of an EHR may be great, but your staff would probably be more
interested in how an EHR will impact them directly. We’ve provided talking points of
the benefits related to each feature according to the workflow.
We realize that some roles may overlap in your office, but this is meant to give you a starting
point you can tailor to your practice. Refer to pages 11-12 of the eBook.
We’ve broken down the standard workflow into three sections:
• Understanding the Front-Office Workflow
• Understanding the Exam Lane Workflow
• Understanding the Back-Office Workflow
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Scheduling: The front-desk staff can stop relying on a scheduling book or Excel sheets
to schedule patients. Your practice management system will be able to help them
schedule patients and check on their status. Multiple staff members can view and edit
the schedule as needed, so the next staff member checking the schedule will always
have the most updated version.
Pre-Testing: All equipment being used to complete the pre-test should be synced
up to the EHR, which means that the technician or optician won’t have to deal with
reporting the results on a paper form and handing it over to the next staff. Data can
now be directly imported into the EHR for the doctor to use.
Patient Recall: Instead of setting reminders on the calendar to call patients and
making follow-up calls, the system may have automated solutions for patient recall and
reminders.
Patient Portal: Patients will be able to make appointments through the patient portal
which reduces your time spent on the phone. The front office staff will also be able to
receive questionnaires through the patient portal before the appointment, reducing
time it takes for staff to fill out administrative forms.
Understanding the Front-Office Workflow
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EHR: No more paper charts for the doctor! An exam can be completed in just a few
clicks and even in less time when using the EHR correctly. The doctor’s job is made even
easier if the system automatically populates diagnosis and treatment.
E-Prescribing: Sending in all prescriptions electronically reduces time spent on the
phone with pharmacies. The E-Prescribing tool in the EHR system should also allow
the doctor to view patients’ insurance eligibility to help determine the most cost
effective medication for them. The doctor will be able to verify accuracy of the patient’s
medication history through the E-Prescribing tool of the EHR.
Patient Education: Written care instructions take time away from the doctor and may
easily be forgotten by the patient. EHRs allow you to send educational materials to
patients electronically and can help reinforce the diagnosis by ensuring your patients
remember their in-office discussion.
Patient Portal: Simply send all follow-up care instructions electronically during
the exam to the patient portal, and the patient will be able to review it after the
appointment. This reduces the hassle of printing or writing out instructions, and
increases the patient’s retention of the information.
Understanding the Exam Lane Workflow
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Claims Management: If you are currently submitting paper claims, a practice
management system can relieve a lot of the burden of manually filling out forms
and reconciling payments, and ensure that you get paid faster. If you are using a
clearinghouse, you should be able to integrate it with your practice management
system. That way, your staff won’t have to relearn how to file a claim.
Reporting and Analytics: A practice management and EHR can provide you with
more analytics to manage the financial side of the business. Instead of just looking at
the books and your profit margins, many practice management systems come with
reporting tools that can help identify issues such as billing errors and unusual billing
patterns.
Ophthalmic Product Ordering: Calling or faxing in orders to the lab is an inefficient
way to order ophthalmic products. Sending orders through your practice management
system will ensure that your orders are correct when you submit them to the lab. And if
you already use an online ordering solution, just like a clearinghouse solution, it’s one
less thing for your staff to learn if you can integrate it with your practice management
system.
Frame Catalogs: Frame sales are a big source of revenue for your practice, so you want
to make sure that you are pricing your frames accurately. With the right system, you
won’t have to spend time manually importing pricing data or looking up the frame
measurements from catalogs, your practice management system will be able to help
you manage inventory.
Understanding the Back-Office Workflow
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Computer Proficiency Test
One of the first steps to preparing your practice for the EHR’s arrival is to assess your
staff’s computer proficiency. Print the following template for each staff member. Refer
to page 15 of the eBook.
Staff Name: Role:
Yes / No
Yes / No
Yes / No
Basic Computer Skills
Recognize and start a software application / program
Save a document
Locate and open a saved file
Basic Email Skills
Access e-mail system using username and password
Compose and send an original e-mail message
Reply and attach a file to an e-mail message
Basic Internet Skills
Recognize and launch a Web Browser
Go to a specific web address
Scroll through a Web Page and click on links
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
Needs to work on basic computer skills
Needs to work on basic email skills
Needs to work on basic internet skills
Ready for EHR Training
Evaluation
Which best describes your staff?
Comfortable with computers and prefer paper records
Familiar with routine tasks, but struggle if updates are
made to the software
Comfortable with computer programs and can pick up
changes relatively easily
Well versed in using computers and have no trouble
adopting new software
Computer guru – can answer questions about computers
and technology
37

StartYourUprise.com
Preferred Learning Style Questionnaire
Use this questionnaire to ask your staff their preferred training method and match the
available resources provided by your vendor according to your staff’s preferences. Refer
to page 20 of the eBook.
Staff Name: Role:
Quick basic overview and can figure out the rest by playing with the tool
Help documentation and video tutorials
To be part of a community and search through a forum
A step-by-step guide
Structured online seminars
Interactive webinars or online workshops
Prefers:
Notes:
38

StartYourUprise.com
Go-Live Timeline Template
Use the template below to build a timeline for your go-live date. Work with your vendor
to get these dates scheduled and be clear of the responsibilities you and your vendor are
in charge of. Refer to page 16 of the eBook.
EHR Vendor Your Practice
Integrations
- Labs
- Suppliers
- Equipment/ Devices
- Third Party Tools
Data Migration
Special Feature Request
- Request 1: _______________________
- Request 2: _______________________
- Request 3: _______________________
Other Setup (e.g.: Insurance)
- Setup 1 : _______________________
- Setup 2: _______________________
- Setup 3: _______________________
Data Verification
Training
Date of Completion
(Check who’s in charge)
Go-Live Data:
39

StartYourUprise.com
Training Assignment Template
Remember, not every employee needs to learn every feature of the system. They only
need to be trained in areas they are going to use and are relevant to their roles. Check
only the modules that each staff needs to be trained in. Refer to page 19 of the eBook.
Staff Name: Role:
Scheduling
Pre-testing
Patient Recall
Complete training for the following checked:
Additional modules:
EHR
E-Prescribing
Patient Education
Patient Portal
Claims Management
Ophthalmic Product Ordering
Frame Catalogs
Reports
40

StartYourUprise.com
Go-Live Checklist
Think your practice is ready to go-live? Use this final checklist to make sure you’ve
completed all the tasks needed to go-live!
All features in the system works seamlessly together
System is complete with integrations and data migrations
Staff have completed training and are comfortable using the system
Update phone messages and signs in the practice notifying patients of new system and
requesting their patience
Go-live date has been confirmed, and EHR vendor is on standby for support
41

Headquartered in Austin, Texas, Uprise is a product of VisionWeb, the leading provider of software and technology solutions to the
optical industry. As a technology pioneer in the eyecare industry, VisionWeb aims to drive practice efficiency through the delivery
of dynamic solutions, all available via the Internet. Services include direct-to-supplier online ordering, online multi payer insurance
transaction processing, and Uprise, a completely cloud-based practice management and EHR solution. With over 30,000 connected
ECPs, over 400 suppliers, and thousands of insurance payers, VisionWeb services are to the benefit of opticians, optometrists, oph-
thalmologists, optical manufacturers, laboratories, distributors, and payers alike.
©2014 VisionWeb, Inc. All rights reserved. Uprise Practice Management and EHR by VisionWeb is a service mark of VisionWeb.
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