EPR – Training Needs Analysis – Getting it Right, First Time

A Training Needs Analysis (TNA) is a critical step in the successful implementation of a new Electronic Patient Record (EPR) system. TNA’s identify the knowledge, skills, and abilities required to use the EPR system effectively and efficiently. By understanding the training needs of staff, organisations can design and deliver targeted, comprehensive training programmes that ensure smooth adoption of the new system. This paper describes a gold standard approach to conducting a TNA for a new EPR system.

1. Define the objectives and scope of the EPR system: Begin by establishing a clear understanding of the EPR system’s objectives and scope. Determine the specific functionalities, workflows, and processes that the new system will introduce or change. Understanding the system’s goals and capabilities will help identify the required knowledge, skills, and abilities for each staff member.
2. Identify and segment target audience: Determine the different staff roles and levels that will interact with the EPR system, such as Consultants, Junior Doctors, Nurses, Allied Health professionals, administrative staff, and Management. It is crucial to understand the many and varied types of each role that exist and to understand which of these variations need separate, bespoke training sessions (and therefore lesson plans). Then you can Segment the target audience into distinct groups based on their roles, responsibilities, and interactions with the EPR system. This will enable the development of role specific training programmes that address the unique needs of each group.
3. Conduct a gap analysis: Assess the current knowledge, skills, and abilities of the target audience in relation to the new EPR system. This can be achieved through various methods, including surveys and interviews as well as understanding the Current State v Future State processes and workflow for each group. Identify gaps between the current and required competencies and prioritise the training needs. It is also critical to the success of the programme to understand both the basic computer literacy within your organisation as well as understanding the digital literacy that exists. It is important to understand the difference between these (which will be addressed in an upcoming article).
4. Engage key stakeholders: Involve key stakeholders, such as management, IT staff, and end-users, in the TNA process. Their insights and perspectives will help ensure that the analysis is comprehensive and accurately reflects the organisation’s needs. Collaboration is key, especially when understanding future state workflow for each staff group identified. To this end it is important to liaise with the Business Change team who should communicate all the current and future state processes to the training workstream.
5. Develop competency framework: Create a competency framework that outlines the specific knowledge, skills, and abilities required for each staff role in relation to the EPR system. The framework should include tasks related to data entry and system navigation.
6. Determine appropriate training methods and resources: Based on the identified training needs and competency framework, determine the most suitable training methods and resources for each target group. Consider a blend of training formats, such as classroom-based instruction, online modules, hands-on workshops, and simulation exercises in an experience centre, to accommodate various learning styles and preferences. Again, collaboration is key here. Listen to the target audience and management teams. They often know what works best for their staff when completing training.
7. Establish a training evaluation plan: Develop a plan to evaluate the effectiveness of the training programs in addressing the identified needs. This should include both formative evaluations, conducted during the training process, and summative evaluations, conducted after training completion. The evaluation plan should outline the specific criteria and methods for measuring the success of the training, such as knowledge assessments, skill demonstrations, and feedback surveys.
8. Implement and iterate: Execute the training programmes based on the TNA findings and continuously assess their effectiveness. Use the evaluation results to identify areas for improvement and refine the training content, methods, and delivery as needed. It is important for this information to be understood when handing over and transitioning to business as usual, in a post go-live environment.

Conclusion

A gold standard approach to Training Needs Analysis is essential for the successful implementation of a new Electronic Patient Record system. By thoroughly understanding the training needs of staff, organisations can develop targeted, comprehensive training programs that ensure the smooth adoption as well as safe and effective use of the new system. This approach, coupled with ongoing evaluation and refinement, will result in increased efficiency, improved patient care, and enhanced overall outcomes for healthcare organisations.