If you’ve made the decision to switch your agency over to an electronic documentation system, you undoubtedly want the transition and implementation to go as smoothly as possible. It’s important to have a plan in place to roll out the new software and handle issues as they arise since both administrators and staff become frustrated when new technology doesn’t function as expected.
Here at ConnectCare, we offer direct one-to-one support for all agencies making the switch to our premier electronic documentation system. We make implementation easier for everyone by being available to answer questions, provide training, assist with audits, and much more from the date of implementation and beyond.
Here are our top tips for making electronic documentation system implementation as stress-free as possible:
Do your research
Prepare yourself for a successful transition to electronic documentation by researching the various software options that are available to you. Compare the different features and options offered by electronic documentation vendors to find the best fit for your agency and staff. Just because a software package offers every possible option and feature doesn’t mean it’s the best...agencies often tell us that these huge, comprehensive software packages are difficult for staff to use and difficult for administrators to navigate.
One very important aspect of each electronic documentation system vendor that you need to research is their customer service. Another caveat of huge documentation systems is the vendor company is often so large, that it’s hard to pin down the correct point of contact or get answers in a timely fashion.
ConnectCare is a focused electronic documentation solution meant for small to medium sized IDD and ABA therapy service providers. We focus on the little guy because we want to offer the best customer service in the industry, and that’s usually not possible when you’re managing thousands of large agencies. Also, by specializing in documentation only and offering integrations into your existing EHR, payroll, and billing systems, you avoid having to change everything about your practice just to make the switch to electronic documentation.
Preparation is key
Start planning your training activities and quality control processes around the new electronic documentation system well before implementation day,:
Designate administrative points of contact in your agency that staff can go to with questions.
Identify a group of staff you believe will adapt to the new system easily and use them as a pilot group before deploying the system to your entire organization. Staff who are tech-savvy will be much more willing to work through any kinks and bugs in the system without becoming too frustrated or confused.
Notify your agency regulators of your intent to switch to a new electronic documentation system and follow any guidance that they may provide, especially if you plan to integrate the new system with any of their existing billing systems.
If you choose ConnectCare as your electronic documentation system, our representatives will guide you every step of the way so you are comfortably prepared when implementation day arrives. From providing you with checklists of suggested prep activities to helping you follow-through with regulators, we’ll do everything we can to help you get ready for “go time”.
Be organized
Implementing any new software system requires initial planning and organization, and electronic documentation systems are no exception. There are many tasks to be done that require coordination and structure from compiling base data for the system to inputting staff information. We suggest delegating these tasks to an administrative member with impeccable organization skills for a hassle-free transition. Using shared cloud drives and to-do checklists is a great way to keep everyone updated on the progress of the new system implementation in a neat and easily accessible manner.
Be flexible
Most agencies have used pen and paper documentation for decades, so making this switch is particularly difficult for people who have worked in the IDD field for a long time. Old habits are hard to break! However, once your staff realize how much easier and quicker it is by using the ConnectCare system versus writing everything down on service notes or grid sheets, they are more than happy to make the switch.
The initial push to make the transition can be a trying time for everyone. It’s important to keep the end goal in mind and stay flexible with staff as they learn the new system. We have members on our development team that have actually implemented ConnectCare in an IDD service agency where paper documentation has always prevailed with great success! We know first-hand the obstacles and trials that agencies face in making big changes, so we are always here to provide support and education for you, your administrators, and your service delivery staff.
Find out more about the ConnectCare electronic documentation system
If you’re tired of the mountains of paper documentation and rising storage fees, join us in our attempt to revolutionize the way IDD services and ABA therapy are provided and documented. You will get client progress accuracy and visual results with a completely mobile solution that allows documentation in real time. These capabilities are simply not possible with traditional pen and paper systems. More importantly, ConnectCare is just as easy to use as popular social media sites which means you will learn the system in no time.
Schedule a demo to test drive ConnectCare for yourselfor send an email to Jeff Wilt at Jeff@ConnectCareOnLine.com to discuss our system in more detail. We look forward to helping you improve the efficiency and accuracy of your client services with ConnectCare, the nation’s easiest and most versatile electronic documentation solution.
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