There is just ONE step you can take TODAY that will almost certainly guarantee the successful implementation of an EHR in your IDD service business. This way is to the fastest and broadest rollout possible. Read our blog to find out what it is!
The ONE STEP To Successfully Launching Your EHR TODAY!
Implementing an EHR can seem complicated, but we’ll let you in on a secret! When distilled down to its essential elements, it is quite straightforward: just ONE step can drive everything and everyone else to use the software on a daily basis.
Ready?……… get your direct care staff using the system!
Professional and administrative staff are critical for running your business, but your direct care staff are the key income producers (AKA your money makers). Provide training and guidance, then give your direct care staff a cut-off date after which they must submit their service delivery logs (SDLs) via the EHR. Non-compliance should result in disciplinary consequences appropriate to your internal policies/procedures. It’s that simple.
This one move will ensure that supervisors have to access the EHR to approve SDLs. Subsequently, billing staff will have to access the system to obtain those logs and other reports needed to bill with HHS (or other agency) and push data to their accounting software. QA staff and owners can now track employee and client metrics by accessing the same EHR system.
When it comes to implementing a new EHR we tend to want to follow the same route taken as when admitting a new client because it is a recognized workflow format, and of course it’s really important to get all that information entered. However this isn’t necessarily the most efficient nor the best way to ensure your team actually uses the new EHR. The quickest and surest way to gain early engagement and compliance with the new system is by starting with the direct care staff.
It is essential that the EHR you choose delivers value specifically for the IDD service industry and is simple and intuitive (ask to see Focused’s Direct Care Portal – you’ll pick it up in minutes!) so the staff can learn (and use) it easily. If your staff have a smart phone and can play Candy Crush they can use any of the Focused Direct Care modules! Don’t forget to ask about the EHR vendor’s customer service! Make sure they’ll pick up the phone and answer questions when you need it not two weeks later when it suits them! (Yes Focused Software offers 24/7 Live Customer Service! See what our clients have to say about us here.)
However, just as important as ease of use is the fact that you and your supervisors need to be consistent in the “No Paper Logs” rule. This one change will mean that you can start earning (and saving) money with automation ASAP. As your Direct Care Staff start submitting efficient, complete and spontaneously submitted SDLs, your other staff can work on carry on entering core documents like individual plans, Training Outcomes/Actions, medications, IPCs, ID/RCs, treatment plans, and more.
Your Direct Care Staff are the KEY!!
Get them using the EHR and everyone else will follow!
Before you set a “No Paper Logs” cutoff date, there are only a few critical steps:
- Enter basic consumer information (initial registration takes 3 minutes each),
- Enter basic staff information (3 minutes/staff),
- Assign supervisors (who will approve SDLs) to locations (3 minutes per location), and
- Train staff (20 minutes).
After these simple steps have been accomplished, SDLs can be submitted with Focused. Regardless of the size of your organization, rollout can begin in as little as 3 days by sequentially performing these steps!
Larger companies can register clients and staff for 3-5 residential locations (eg groups homes) at a time and get them submitting SDLs via EHR and rollout that way. Or you can start with 1 day hab at a time.
You don’t have to have every client entered before starting. In fact, rolling out incrementally allows your company to gain competencies at each phase and implement lessons learned as you go along the way which makes rollout easier and easier over time. Also, staff who have started using the EHR can ‘spread the word’ to other staff, making change acceptance among staff less challenging.
Here at Focused Software, we’ve trained and overseen implementation for hundreds of people at all sizes of companies. Our experience shows that using this approach will help you and your team get going in the quickest and most efficient way possible.
This short but critical blog might be the most important one you read this year when it comes to increasing efficiencies in your IDD service business.
No matter how hard you work keeping up with the increasingly complex regulatory demands in long term care cannot be efficiently achieved with archaic paper charts or rudimentary Excel sheet or Access-based desktop-bound documentation. The value proposition of an EHR or practice management software system is undeniable! They are cheaper than adding new personnel and never need benefits, sick time or rest! Implementing Focused EHR is much easier than you think and we’ll guide you every step of the way! Let your software do the heavy lifting for you – that’s what it’s designed to do! Automation helps you work smarter and is the most efficient and affordable answer! Call FOCUSED SOFTWARE TODAY!
Remember: success begins from the grassroots…….your direct care staff.
You don’t have to have every client entered into the EHR
before you start billing for services delivered!
Call NOW – (281) 884 3537 ext. 117
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