Knowledge

optimizing training in the home stretch

a large, enterprise academic medical center in the Mid-Atlantic region

How can training readiness help your organization manage the change associated with an expansion project?

Growing healthcare systems with ambitious expansion plans often face complex training and change management challenges as they transition to an enterprise way of thinking. Focusing on all of the details and desired success factors is challenging in these scenarios, and scaling your training program to account for hundreds of additional locations can seem insurmountable.

A national leader in patient quality, a large, enterprise academic medical center in the Mid-Atlantic region was in the midst of a venture that would bring two additional community hospitals, two critical access hospitals, and hundreds of associated clinics live on Epic in a span of four months when they approached Bluetree in March of 2017. 

Our partner had been live on Epic since 2009 but needed a mentoring program for their newly hired Epic Training Manager and a partner to help them execute the training roadmap for their rapid expansion efforts.

We’ve been successful in our previous expansion projects, but a tight timeline and a need for newer, more agile resources means we could use some mentoring and change management help.

Bluetree’s first step was onboarding their new training manager and providing her with an introduction to all things Epic and  healthcare system training programs. From there, we assessed overall training readiness for their rollouts. Through our discovery process, we identified gaps in the delivery model and plan which would have prevented successful delivery on such a massive scale.

Our partner was doubling the number of end users on their system and extending to two critical access hospital locations--an entirely new endeavor for an organization already operating with a lean training team. 

Bluetree quickly analyzed and identified all associated gaps, determined and designed solutions, and collaborated with site leadership to prepare them to deliver training to all end users. This was done while being conscious of complex political tendencies that often arise amid Epic extension projects and unique needs at each of the four facilities. 

Our Training Solutions specialist communicated the expectations and processes for the Credentialed Trainer (CT) programs, created a course catalog, identified registration and reporting processes unique to each site, provided scheduling templates and guidance for each site, and verified curriculum and training environment readiness for site-specific workflows—all while continuing to coach and support the Training Manager as she gained confidence in leading the team. 

Our partner successfully credentialed nearly 100 individuals and trained all end users for the four go-lives. We also identified and addressed significant workflow concerns pre-go-live to allow for a seamless transition to Epic. All within four months. 

Bluetree further prepared our partner for long-term training success by forecasting future training staffing needs and developing a proposed organizational structure through our collection of key training metrics. We ended our engagement by building a roadmap for 2018, factoring in the projects and optimization efforts contributing to our partner’s reputation as a healthcare leader in the region.

Bluetree managed to help make a complex, aggressive project more sustainable and conducive for an enterprise vision by optimizing and coordinating use across seven hospitals and hundreds of clinics. Through our proven change management expertise and Epic-specific mastery, Bluetree helped prop our partner up for a successful expansion project and a strong transition year in 2018.

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institution
a large, enterprise academic medical center in the Mid-Atlantic region
integrated expertise
Training Strategy
outcomes
  • credentialed 100 trainers to deliver training across all sites

  • onboarded and
    mentored a new Training
    Manager on training
    readiness and delivery

  • optimized training
    environments and
    coordinated use across 7
    hospitals and hundreds
    of clinics

  • created course
    catalogs and identified
    registration and
    reporting processes
    specific to each site

  • collected key training
    metrics for determining
    future staffing structure
    and needs

  • tracked training
    completion via reporting
    from multiple LMSs

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