Every type of healthcare policy management software has its challenges when it comes to user training. It is important that each individual within the organization has the knowledge of how to use the software correctly and is one of the key fundamental elements that helps to achieve a high software adoption rate. It is true to say that if the majority of your organizations staff are technically challenged there might be a longer learning curve and more to get to a fully competent level. When at this competent level it results in gaining the most benefits from healthcare policy management software.
It can be difficult learning new systems particularly when time is limited. Through dealing with a large variety of healthcare organizations we can describe (below) the most common problems of an unsuccessful, or inadequate, training process while implementing software for policy management.
Low software usage: This could be an indicator that staff couldn’t understand clearly how to operate, or even how to gain access to, the software.
Policies still on paper and not organized correctly: Employees might still be accustomed to accessing policies in the previous locations whether they are in physical binders or on a shared drive. It is best to restrict access to all of these old locations and create a specific launch date of your new policy management system and process.
Incorrect use of the software: By not understanding clearly each feature provided by the software staff tend to try cutting corners in the process of creating a policy. For example they may decide to create and make public a policy without having the appropriate individuals to review and/or approve it. The software features and benefits need to be placed in context with each employee’s role.
Understanding Demands Placed On Staff
At PolicyMedical we understand that healthcare staff members have higher priorities and greater pressures than learning how to operate policy management software. The goal of a good policy management solution would be to free more time of clinical and non-clinical staff to do what they were hired to do in the first place. Ease of use in terms of the design of policy management software should be a major consideration.
Multiple Ways Of Learning How To Use Healthcare Policy Management Software
When using systems like policy management software it is best to cater to different learning styles by offering unique ways of training, which ranges from public webinars, in person training sessions, certification processes and multimedia content. Having a direct point of contact or an actual person within your policy management solution provider to call or email is important.
Dealing with a busy schedule while working at a healthcare institution and having to learn a new way to manage policies can result in reluctance from some staff. Access to important FAQs along with short videos using a direct to the point approach, showing exactly how to perform specific operations in your chosen policy management software will be helpful. We have found that this easy to understand, easy to access, and to the point instructional content greatly aids hospital and healthcare staff.
For organizations where the majority of staff are not as comfortable using technology having in-house training sessions is a great option. They do however cost more than remote training options. In-house training is perhaps the single most powerful tool when it comes to successful staff uptake as it allows an inclusive teaching environment feel. Often members of staff can be afraid to ask questions but feel more confident amongst other staff members whom are also not as comfortable using technology. Often a question asked by one person is a question the whole group may be wondering. Even more important than this though is the response to the question. This is why it is critical to ensure that the policy management vendor sends experienced training staff who will not move on to a new topic until everyone on your policy team has understood and is happy with the response.
Live And Learn
We have experimented over the decades with several successful and unsuccessful training methods. Through trial and error we have narrowed down some of the best ways of having the highest rate of staff utilization of the policy management system.
Learning new policy management software is a daunting task, and it is not without challenges. By providing adequate training and support it is the aim that staff will greatly increase their efficiency in your policy management process, thus saving time in the long run. Our clients that have had a high level of uptake from staff have shared with us a great sense of relief. They’re finding a lot more order to their work, and they can focus on more important activities.
It’s also worth being aware that how much IT support is needed during deployment of healthcare policy management software before training can begin.
If you need advice or guidance for adapting to new policy management software, don’t hesitate to contact our team who is always here to help. Or click here to arrange a free 15-minute call with one of our actual implementation and training experts who can answer any questions you may have on this topic. This is an opportunity to chat with someone who is on the ground implementing and training people on policy management software.