Keys to Your Success

Our staff has a wealth of health care, billing and training experience. We’ll guide you through the challenges of a new system implementation with proven methods guided by a customized training plan.

Installation

HealthCare Data Systems can provide a complete “turnkey” solution, one that includes all the hardware, software and site preparation your practice will need. Alternatively, we’re flexible enough to accommodate your existing hardware (when possible) and are completely willing to work with any competent third party hardware vendor you prefer.

Site cabling, hardware upgrades, new hardware installation, system testing and configuration, remote communications, Internet connectivity and complete network design/implementation are available to HCDS clients. HCDS hosts McKesson applications as well (ASP).

Conversion

Data conversion services are the preferred method for transferring large volumes of patient information. We have converted many systems and typically will transfer both demographic as well as setup tables such as CPT, fees, insurance carriers and referral sources.

Training Approach

Practice Partner will tailor a technological approach to meet your specific needs. We promote an implementation plan based upon customer self-sufficiency and knowledge transfer. We offer you options in creating implementation plans that are designed around your unique needs. We recognize that customers want to assume partial or full ownership for their clinic implementations and the on-going support activities.

The successful implementation of Practice Partner software is accomplished as a cooperative project. Practice Partner helps define the specific requirements that must be accomplished and actively supports implementation and training via both onsite and telephone support.

Implementation Milestones

• Signed contract
• Handoff call with Account Manager and Project Manager
• Pre-implementation call with Technical Support (discuss hardware and setup requirements)
• Pre-installation of software call with Technical Support and Project Manager (confirm setup)
• Software installation
• Shared table configuration
• Product demo by Project Manager over Web with site
• Application configuration (may be delivered onsite or remotely)
• Configuration verification by Project Manager
• Schedule training and go live
• Onsite Training
• Go live
• Post go live meeting
• Post go live system administration training with Technical Support

It takes approximately 6-12 months to implement Total Practice Partner Patient Records after the hardware and software are installed.

Kickoff Call

After a practice purchases Practice Partner software, the first step is a handoff call between the sales representative and the implementation project manager. This allows the sales rep to inform the project manager of the specifics and expectations of the practice and the project. The second call, a kickoff call, involves representatives from sales, client services, technical support, and the practice. The call sets goals and expectations for the practice and answers any questions about the implementation project.

Dedicated Project Manager

All implementation projects, regardless of the size or location of the practice, involve a Project Manager and a Trainer. The Project Manager is responsible for managing and monitoring the entire project, including pre-installation, installation, configuration, training, and go live.

The Project Manager is the central point of contact for the practice during the project and works to ensure that the implementation is a success.

Dedicated Trainer

All implementation projects, regardless of the size or location of the practice, involve a Project Manager and a Trainer. All new clients receive onsite training from a Trainer. We believe that it is critical that a practice receive onsite assistance during the implementation project. The onsite training is supplemented by phone assistance from the trainer as well as recorded training classes and detailed documentation.

Project Manager(s)/Trainer(s) will stay onsite for the initial go live of the system for as long as you request. Typically, the go live support is between one to five days, depending on the size of the clinic. We also will typically have extra onsite training days on your system quote for follow up training, usually between four and twelve weeks after the go live training. Your Project Manager will also remain in close contact with you for the initial three months of live use to work out new processes and assist with any issues as they arise by working with you and our Technical Support department. Concurrently, you always have direct access to our Technical Support department if you have a Technical Support contract. Lastly, your Account Manager monitors the entire implementation process.

Workflow Evaluation and Redesign

It is critical that we have a thorough understanding of the current workflow and processes in the practice. This knowledge is important for planning the project, setting expectations, and allocating resources.

During the handoff call, your Sales Representative describes the current practice workflow and mentions any specific practice requirements to the Project Manager. During the kickoff call, the Project Manager discusses these workflow considerations with the practice.

To gain an even more detailed description of the current practice processes, we provide the practice with a Practice Workflow Questionnaire. The Project Manager will discuss any special workflow considerations and add them to the training plan for the practice. Based on initial discussions with the practice and the responses to the Practice Workflow Questionnaire, we offer recommendations and advice to the practice on how to take their current processes and successfully transition to the EHR. These recommendations come in the form of a conversation, not a fiat.

Our intent is not to overhaul of the practice and its workflow. Yes, there will be workflow changes, but we seek to minimize the disruption to the practice. Based on the information provided by the practice employees, we work with them to match current staff members with roles that will be need to filled during and after the EHR implementation. By matching personnel with EHR tasks early in the project, we are able to train the right staff members in the right tasks.

Documentation

We provide the following training materials for each of the Practice Partner applications:

• Onsite Training Configuration Guide
• Training Guide
• Report Guide
• Template Create/Custom Guide

We also provide the following user and administration materials:

• User Guide
• System Administration Guide
• System Requirement Specifications
• Installation and Configuration Guide
• Technical Guide

Active User Community

Communicate and Share

Practice Partner supports a vibrant community of users who interact with and learn from each other through the following:

• The Practice Partner List Serv
• Web-based progress note template sharing

In addition, Practice Partner has product advisory boards; satisfaction surveys for Technical Support, Implementation, and Training and a product suggestion e-mail box.

User Group Meeting

The annual Practice Partner User Group Meeting takes place in Seattle, WA in July. The first meeting was held in 1995. The meeting typically consists of a mix of general sessions, dozens of breakout sessions, and discussion groups over a two-day period. The sessions are presented by a mix of Practice Partner employees, partners, and expert users. Before and after the meeting, Practice Partner offers three days of a mix of two and four-hour introductory and advanced training classes for all Practice Partner products, administration topics, and other related topics. The training classes are presented by a mix of Practice Partner Trainers, Technical Support Analysts, and expert users.

Practice Partner ListServ

The Practice Partner ListServ is an e-mail discussion group for Practice Partner users to share tips and ideas as they relate to the modern medical office. The ListServ represents our philosophy of building community between users and our organization. There are approximately 600 ListServ participants.

Template Sharing

The template sharing section on the Practice Partner customer page allows users to post their customized templates and associated QuickText for others to use. It also allows users to copy other users' templates and QuickText into their own Patient Records system.