5 important areas of EHR training during implementation

After completing requirements gathering, budgeting, and selection, the focus shifts to implementation. A key part of this is EHR training for all users.

However, training isn’t just about transferring information; it must be tailored to meet an organization’s needs and strategic goals, consider the learners’ skill levels and learning styles, and address any practical issues that could help or hinder training.

Effective EHR use relies on proper implementation and ongoing training as part of an organization’s tech strategy. Without effective training, even the best EHR system wastes resources. Here are the benefits of EHR training and five key focus areas to ensure success.

What is EHR training?

EHR training involves structured education and instruction for healthcare staff on effectively using an Electronic Health Record (EHR) system.

This training covers everything from navigating the system, inputting data, and understanding features, to ensuring staff can integrate EHR into their daily workflows. It typically includes hands-on exercises, tutorials, and ongoing education to keep up with system updates and new features.

Training is tailored to meet the specific needs of users such as clinicians, nurses, and administrative staff, helping them perform tasks efficiently within the EHR system. This approach ensures all users become proficient in the functions relevant to their roles.

What is EHR certification?

EHR certification involves a process in which an EHR system is tested and validated to meet specific standards set by regulatory bodies, such as the Office of the National Coordinator for Health Information Technology (ONC).

Certified EHR systems ensure healthcare organizations meet national standards for security, interoperability, and functionality. They help providers comply with regulations and qualify for CMS incentive programs. Proper training ensures effective use while meeting legal standards.

Why is EHR system training important?

EHR training goes beyond technical skills, improving providers’ willingness to use the system effectively and leverage advanced features to enhance clinical practice. Better training also increases satisfaction with healthcare technology.

Proper training is often overlooked during EHR implementation, causing issues for organizations. According to Applied Clinical Information, user training is rarely prioritized and receives minimal investment.

Other research shows many clinical users find their organization’s EHR training inadequate. A survey revealed 43% rated their initial training as “less than adequate,” and 94.6% felt their EMR skills could improve. So, how can EHR training be enhanced?

Use our free EHR implementation template to plan your EHR project

How much does EHR training cost?

The cost of EHR training can vary significantly depending on the size of the healthcare organization, the complexity of the EHR system, and the level of customization required for different departments. Costs typically include:

• Initial training fees: Many EHR vendors offer initial training packages as part of the system implementation cost. This can range from $1,000 to $10,000 or more, depending on the system and the number of users.
• On-site training: On-site training with an EHR specialist can be more costly, as it requires resources like manuals, handouts, and staff time to be considered.
• Ongoing training costs: As systems evolve, additional training may be required. This could include periodic refresher courses, updates on new features, or training for new staff. These costs can add up over time, with some vendors charging a flat fee for ongoing support or hourly rates for custom training sessions.

It's important to note that inadequate training can lead to decreased efficiency and errors, which may incur even greater costs in the long term; organizations should budget for comprehensive EHR systems training to maximize their return on investment.

Having addressed some common questions about EHR training, let's explore the main areas of focus:

1. Create an EHR training timeline based on goals

As a preliminary note, EHR training is an ongoing process that should extend beyond the initial implementation phase. Therefore, one should not assume that the training timeline should end on the go-live date. As systems update, new features may be added, requiring users to be trained on these updates.

Further, as will be discussed below, training should go beyond basic EHR skills, offering ongoing opportunities to maximize user competency. Healthcare organizations should create a training timeline with clear milestones tied to specific goals. For example, a short-term goal could be ensuring all users can log in by week one, while a long-term goal might involve training patient care coordinators to input new patients by week four. Schedule multiple sessions and dedicate time for training to ensure staff stay focused and engaged.

2. Assess training needs and users’ skill levels

Assess your clinicians' current skill level and comfort with computers, especially for those moving from paper charts. Determine if your staff are computer literate or need more training. If your budget permits, provide basic computer training for clinicians less familiar with technology. Over time, even reluctant users can become proficient with an EHR system if given the chance to develop their skills under a supportive training plan.

With information about users' skill levels and needs, training should focus only on what each department or clinician needs. Training the entire staff on every aspect of the new EHR system wastes time and resources. If a physical therapist needs to document initial evaluations and a physical therapist assistant only needs to write daily notes, then only include the therapist in evaluation documentation training to save time.

Too often, practices make the mistake of training staff in areas that they won’t need to use in the foreseeable future. By focusing training on the “need to know” areas, there will be less confusion and greater attention paid to the training session. The ASTP advises using duty-specific training for general staff and creating more specific training modules for EHR specialists.

3. EHR training team

A training team should include representatives from all stakeholders, such as administrative and clinical staff, to address training needs effectively.

Designate "super users" in each department (tech-savvy individuals with additional training) to provide on-the-ground support and mentor less experienced staff. This ensures every department has a go-to person for system-related assistance and training.

4. Use real-time and hands-on EHR training

Ensure staff follow training in real-time by providing computers and written reference sheets. Encourage active participation by having clinicians input data alongside the instructor, as this reinforces learning better than passive watching.

Utilize your EHR system’s resources for ongoing support. A good EHR vendor will offer assistance beyond initial training sessions to help users succeed.

5. Choosing the right curriculum

Curriculum selection is simply a matter of looking at organizational goals regarding EHR use and addressing areas in which users are deficient that could prevent EHR-related goals from being attained.

Information gathering occupies an important part of curriculum design. For example, researchers at KPMAS conducted a study of EHR effectiveness training.

The researchers indicated that the foundation of targeted EHR training is based on using several sources of information on which to design course content; these sources include:

• Widespread support questions
• Operational efficiency training content from the healthcare community
• Recently added EHR enhancements
• Survey data from expert users

Much like the discussion above, regarding targeted training, a training curriculum should be built on areas of need based on information collected from the sources mentioned above. With information collected from the listed sources, a training curriculum can be designed that addresses key areas in which users are deficient.

Check out our free EHR implementation plan and use our step-by-step checklist

Challenges in EHR training

While EHR systems offer immense potential to improve healthcare delivery, training staff to use these systems is not without its challenges. Here are some of the most common obstacles:

• Resistance to change: Some staff may resist adopting new technology due to comfort with old systems or fear of technology.
• Diverse skill levels: Training must account for staff members with varying levels of computer literacy. Tailoring the training to different levels of technological proficiency can be time-consuming, but it is crucial.
• Time constraints: Healthcare providers are often pressed for time, making it difficult to schedule adequate training sessions without disrupting daily operations.
• Ongoing updates: EHR systems are constantly updated, meaning training cannot be a one-time event. Continuous education is necessary to keep staff up to date with system enhancements.

By recognizing and addressing these challenges early in the implementation process, healthcare organizations can improve the overall effectiveness of their EHR software training programs.

EHR training checklist

When designing an EHR training program, ensure that you include each step listed below in your plan:

• Assemble a training team using key stakeholders 
• Assess the amount of support the vendor will provide for training during implementation and after
• Collect data regarding training needs 
• Establish training goals
• Create a training plan 
• Create a training timeline
• Identify superusers
• Identify the training methods, such as the method of delivery and style of instruction   
• Establish training schedules, location, and staffing
• Refine and adjust the training program based on feedback 
• Establish post-implementation training objectives

In summary

Proper training is key to fully utilizing the EHR system. Ongoing training helps users optimize features, stay engaged, avoid errors, and reduce frustration and turnover.

Originally written by: Amy Vant