Computer Software Training for Doctor's office

Computer Software training for doctor's office

Needs Assessment

A few years ago the doctor's office I worked for wanted to install a new computer database. This new "top-of-the-line" database would be better able to assist us in keeping track of our patients, their medications, follow-up concerns as applicable and efficient means of accounting for monetary income. This new system was going to cost quite a bit of money, so my leadership wanted to ensure they were making a good investment. Though it was a moderate-sized doctor's office, I was the lead-secretary who would have to learn this new system, as well as, train others (i.e., nurses and other secretaries) on how to operate and find/input/delete data from the system. At that time, we had a steady 600 patients who we consistently cared for, not including those who walked in with certain medical conditions. My boss's intent was for me to train all the other users of the system in a month's time, input the data into the new system, and take out all the information from the old system. In addition to this, my boss was considering investing in new computer software that would create a more organized and efficient data base. Everyone would have to be trained on how to use this new software and be comfortable with it in a sufficient amount of time.

The first thing that was done was an Organizational Analysis and what was initially done was a questionnaire was given to the four doctors who ran the practice and the doctors' office's accountant was also given a questionnaire. Some of the questions were as follows:

1. Does our facility have modern computer technology which would allow things like broadband?

2. Is this system compatible with the type of data we must input?

3. Are you willing to cut office hours for better in-house training?

4. Will this new software free up more time?

5. Will this new software cut cost?

6. Which processing system would be more efficient?

7. Is a month a sufficient amount of time for all employees to be trained on this new software?

8. Will employees perceive the training program as an opportunity? Reward? Punishment? Waste of time?

9. Should organizational resources be devoted to this program?

10. How does this program align with the strategic needs of the practice?

11. What do we need from managers and peers for this training to succeed?

The doctors were convinced that this new software and the new computer system were necessary in order for the practice to continue to grow and meet the need of its patients. The doctor's had decided that employee's would stay for an extra hour after work and come in an extra hour before work to learn this new system. The doctors were also aware that over time pay would have to be paid to the employees for the extra hours that would be worked. My boss suggested I prepare something similar to a Needs Assessment. Therefore, after doing some research, Contacted the company that would be training the office on the new technology we were about to receive. I had a phone conversation with the head trainer that would be working with our office. Some of the questions that were asked were:

1. How much and what type of experience does your company have in designing and delivering training?

2. Can you provide demonstrations or examples of training programs you have developed?

3. Would you provide references of clients for whom you worked?

4. What evidence do you have that your programs work?

5. What instructional design methods do you use?

6. How do your products or services fit our needs?

The next step was to do a Person Analysis, which were interviews and questionnaires with individuals from doctor's offices that had already been trained on the new software and to interview employees from the doctors' office I was working for. These people were gracious enough to lend me a few minutes of their time to answer questionnaires. Some of those questions were:

1. Was it tough trying to train and learn the new software while still performing your everyday job?

2. What are some pros and cons of the new system?

3. Is the software user friendly?

4. How long did your office train before becoming comfortable with the new software?

5. Have you come across anything in the new system that wasn't taught to you by the trainer?

6. What do you hope to get out of this training?

7. Is there any pre training to the initial training that you think you may need?

8. Do you think the extra hours that are needed will interfere with your ability to remain focused and learn the new software?

9. Do you believe this will improve relationships with patients?

10. Do you feel a month is a sufficient amount of time for the whole office to learn this new program?

Thus far, there has been 25 interviews completed and they were very informative. The interviews basically revealed the same information, which was, the office would need training in other fields before the program and software training could be performed. Our employees would need basic computer training and learn basic computer software such as Microsoft word and Excel before learning a more advance system. After taking in all of the information of the interviews, there was a short questionnaire given to the previous