7 Easy Steps for Implementing New Technology in Healthcare
At Vyne Medical, we offer a dynamic suite of technology solutions designed to help hospitals and health systems navigate the complex healthcare data landscape more effectively and efficiently. Our tenured team of experts are committed to communicating and collaborating before, during and after implementation to ensure your success and satisfaction.
Following are the seven key steps our expert team of project management professionals will guide you through after you make the important decision to engage in a new system implementation:
Engagement/Contract Signing
Key Steps: Identify stakeholders | Introduce & demonstrate system | Technical review | Establish contract
The first step in getting started as a new Vyne Medical client is engagement, which means initiating a partnership between our collective stakeholders. Our goal is to serve as a trusted partner throughout the implementation process and beyond, advising clients in best practices to ensure long-term success.
A key piece in the engagement stage is identifying key stakeholders for implementation. This means determining who will lead the project, set the tone for change and align areas behind the common goal of a successful implementation.
Once key stakeholders are identified, we will introduce and demonstrate the platform, answer questions and ensure your team’s understanding of system features and functionality. The next step is a technical review between Vyne Medical and client IT representatives to discuss requirements for system architecture and implementation resources.
A contract will then be established as a guideline for project parameters and next steps. This will include final pricing and a master service agreement along with an accompanying statement of work and any other supplementary agreements that may be required.
Kick-Off
Key Steps: Project charter | Task list
During the kick-off, a partnership team of Vyne Medical and client representatives work together to establish a charter for the project. The project charter provides a centerpiece for the implementation, reflecting the team’s objectives and milestones for success.
To reach the project charter, the partnership team will walk through end goals and create a task list of to-do items and associated timeframes. At team check-ins, responsible parties will give status updates to track progress toward key objectives. We will measure client benchmarks before, during and after implementation to ensure solutions meet stated objectives.
Examples of to-do items include:
- Server install
- Telecom
- Workflow
- Interfaces
- User set-up
- Training
Collaboration
Key Steps: IT configuration | Implementation setup | Workflow Assessment
In the collaboration stage, the partnership team focuses on both technical and non-technical components involved in the solution build. The IT configuration and implementation setup are important and necessary steps for a successful system launch. Another key piece is the workflow assessment, which involves a deep dive of existing workflows and discussions with end users about current processes. This analysis is used to identify opportunities for optimization, automation and innovation that become part of the solution configuration and setup.
As these activities take place, it often becomes clear that technology is only one piece of project success. Leaders are asked to encourage, empower and prepare employees for the new system and the changes it will bring. Employees will be the key to system adoption, outcomes and lasting benefits. Motivating teams to fully leverage the new technology will help encourage users to embrace new workflows and advocate for change among their peers.
Validation
Key Steps: Validate functionality | Schedule go-live
Functionality validation includes scenario testing of application and desktop deployment to ensure a smooth transition during go-live. This is also the point that the partnership team schedules the go-live event, when technology will officially be made available to end users.
Pre-Go-Live
Key Steps: Validation checklist | Go-live support plan
The team completes a pre-go-live validation checklist, confirming that all items are complete prior to the scheduled go-live date. A support plan is also established for the event and includes a command center phone bridge for our teams to communicate easily and efficiently throughout the go-live.
Go-Live
Key Steps: Desktop deployment | End-user training | Identify support resources
Clients now reach the point of go-live, when end users get to see and experience how the new technology will transform their day-to-day activities and workflows through desktop deployment. We know that change is easier for some users than others and we always advise clients to expect a ramp-up period as employees adjust to new workflows.
To partner with providers in this process, Vyne Medical provides hands-on end-user training for departments and encourages clients to ensure that all stakeholders are involved in training sessions. A best practice is to identify support resources and super users and enlist them in providing peer-to-peer training for those in need of additional assistance.
Post Go-Live
Key Steps: Reconnect with stakeholders | Refresher training and Q&A | Review usage KPIs
After go-live, our teams remain closely engaged with project implementation and roll-out. The implementation team will set key dates to reconnect with stakeholders, conduct refresher training and a charter assessment and review usage KPIs. An account development representative will track project success and outcomes, process feedback and identify opportunities for ongoing improvement.
Following implementation, Vyne Medical continues to engage with clients and encourage best practices across teams and departments. Our teams will help establish processes for additional phase-based planning so providers can expand usage to include additional departments and technology features over time. Dashboards also provide insight into system usage, training needs and performance improvement opportunities.
Our Commitment to Excellence
Vyne Medical’s goal for every implementation is to provide a smooth transition toward more effective and efficient operations for our healthcare clients. To us, successful implementation means clients and users who are confident and competent with new workflows and the technology that supports them. We are committed to providing the strategic recommendations necessary to ensure health systems can access the best tools, processes and outcomes possible through implementation and utilization of our solutions.
Defining Key Roles
Project Implementation Partnership Team: partnership team of client stakeholders and Vyne Medical representatives who lead project implementation
Vyne Medical Project Manager: designs the project plan and leads the partnership team through the project life cycle
Vyne Medical Account Development Representative: owns implementation execution, education and ongoing relationship management with client stakeholders
Vyne Medical Technical Team: meets regularly with hospital’s project team to track technical deliverables; server install, telecom configuration, VPN connection, desktop deployment, etc.
Vyne Integration Team: works with hospital’s project team to establish integration between Vyne solutions and hospital ADT, EHR and other systems identified in the project plan
Vyne Medical Solutions Architecture Team: leads workflow assessment, needs analysis, education planning and end user configuration
To download a shareable PDF graphic of the Vyne Medical implementation process, click here.
Contact us to schedule a call with one of our Vyne Medical healthcare solution experts today.