MEDITECH Web Ambulatory Implementation: Infrastructure, Training, Go-Live and Post-Live

MEDITECH Web Ambulatory

As we are wrapping up our series on considerations to take into account when implementing MEDITECH Web Ambulatory, we hope you’ve found this information interesting and informative. So far, we’ve covered the benefits of an integrated platform, third party software, data conversions, staffing, physician involvement and governance. Here are the last 4 key considerations to keep in mind:

  • Infrastructure: MEDITECH Web Ambulatory is designed to be utilized by a mobile or tablet type device. However, it requires a wireless infrastructure to optimize system performance. A wireless infrastructure survey should take place prior to installation to assess changes needed in order to support the correct number of providers and end users. Not only should providers be involved in the device review and selection process, but organizations should consider providing devices or allowing providers to use personal devices. Additionally, an evaluation of other hardware such as desktops, monitors, devices in rooms, printers and scanners should be completed as part of this implementation. During the testing phase, the wireless network and various devices need to be tested extensively using the Web Ambulatory application and desktop scanning requirements need to be reviewed and tested based on the number of documents scanned in various workflows. These workflows and the users that perform them need to be identified and tested as well. It’s also important to note that there are different scanning options for documents in Web Ambulatory. Lastly, organizations need to determine and test the web browser for Web Ambulatory and install any add-on tools such as MESH for scanning purposes.
  • Training: A successful training phase is critical to the overall success of a project and provides a solid foundation for system acceptance and future optimization. There are different training approaches for providers and end users and it’s easy to underestimate the number of hours required for each. It’s important to be flexible when determining how training will be executed and to leverage different settings and tools that will help providers learn the new system. Training needs to incorporate how to locate data, how to enter data (orders, documentation), and explain the integrated nature of the MEDITECH EHR across Ambulatory and Acute settings. Provider training should also include how to personalize settings based on their specific needs, which will help providers accept and take ownership of the new system. Additionally, training needs to incorporate both system and workflow and end users need to be educated on the core processes providers use so they can better support them.
  • Go-Live: There are different ways to execute a go-live. Organizations can take the big bang approach or a staggered approach. To determine which is best for your organization, you’ll need to assess the total number of clinics and providers going live on Web Ambulatory, support resources, and general impact to operations. Many decisions will need to be made prior to go-live such as reviewing provider schedules to determine if they should be reduced during the go-live period. Many organizations choose this approach during go-live for a period of 2-3 weeks. All go-live tasks need to be documented and reviewed with project team members, providers, and end users and a schedule that includes separate provider and end user support plans should be finalized so resources can be fully dedicated to each area. Additionally, data should be entered into the new system for schedules and key clinical information so it is available at go-live. For issue reporting, develop a command center structure and designate project team members available for issue follow-up and resolution. The go-live is a period of stress and anxiety but it’s important to find time to celebrate the significant accomplishment that your teams are able to complete. At the end of the day, communication both internally and externally is key to a successful go-live.
  • Post-Live Monitoring/Optimization: There is a stabilization period of 8-10 weeks after go-live that requires a thorough review of system utilization to ensure providers and end users are using system correctly. This includes a review of key performance indicators and conversations with providers and end users to assess their experience and answer questions.  Key performance indicators should span across practice management, business office and clinical processes. The system is constantly evolving so decisions that were made early in the project might need to be reviewed and modified. Post-live monitoring and optimization provides organizations the ability to ensure smooth transition process from implementation to support of the new system and reduces the risk of rejection by the organization, providers and end users.

If you are considering implementing a new system or upgrading your current MEDITECH environment, our team would be happy to provide specific insight depending on your needs and answer any questions you might have. Please contact us at info@parallontechnology.com or call us at (855) 276-9112.  We encourage you to subscribe to our blog to catch more insight on the remaining phases in this series on implementation.