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Having a new scheduler software program for physician scheduling can be a wonderful thing due to its nature of upgrading from a manual process and ease of use. It can also be a little anxiety-inducing and stressful for employees. A good thing to implement from the beginning is a plan, from choosing a leader to ensure everything runs smoothly, to getting ongoing support every step of the way. Here are some tips to make sure your new physician scheduling software is implemented properly.
Gather Necessary Information Beforehand
Before beginning to implement the new physician scheduler, make sure you have documents and information organized beforehand. This includes previous copies of shift scheduling paperwork, holiday schedules and time off, and any current requests for vacation time. Try to gather the last few months of shift schedules to be sure you have everything you need beforehand.
Encourage Teamwork
Using any new software program in your practice or clinic requires help and support from the entire team. Encourage teamwork when implementing the changes, including having leaders and management ready to help staff, and various staff members who are working together to get used to the new system. If someone falls behind or forgets how to use a particular aspect of the program, have someone else ready and willing to provide assistance.
Have a Testing and Training Period
Before rolling out the final software and making the switch permanently, give your staff some time to test the physician scheduler. During this time, you should be getting introduced to the new scheduling software features, but still holding onto your previous system as needed. Start training staff individually, showing them how the new system works. This is not only going to give early training before the final software is used 100 percent of the time, but it also helps to test the system and ensure it is working properly.
Choose a Leader for the Scheduling
When tasks start piling up with a new system, it can cause stress on staff and perhaps yourself. Instead of causing frustration and confusion, have one scheduling leader that takes care of the administrative roles. This one person is able to delegate tasks to different people, oversee the scheduling and be sure the program is being used properly by everyone with access. Staff members go see the leader if they have issues.
Introduce Ongoing Support
Even after the scheduling system is implemented, ongoing support may be needed. Choose a software manufacturer that provides continued support for various updates and to address issues if they come up. Keep in mind, you can use any online support that the physician scheduling software provider whenever you have questions about its features or how to use it most effectively. Make sure you know how to get in contact with the software provider, whether it’s by telephone, email or online chat. Also, if appropriate, inform your staff of the steps for getting in touch with support.
With these tips, you will find that introducing the new physician or emergency medicine scheduling software system, training employees, and ensuring it is running smoothly is much easier than expected. Having a solid plan from the beginning helps everyone in the clinic to use it efficiently without too many hiccups.
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