Identifying the staff in your organisation who will become the system super users is recommended for any care home that is implementing a new software to manage their resident’s records and documentation.
This is beneficial if the care home is moving away from paper-based care for the first time, or even just switching from one electronic care management system (CMS) to another.
Recognising super users in the home and encouraging them to form an expert group can help staff to get on board with the new system and its implementation.
They also help to facilitate staff education.
A positive approach and ongoing training are critical to successfully implementing a new CMS at your organisation.
A degree of change management is involved in implementing any new technology.
Some staff will be more reluctant than others to move to a new system, depending on the degree to which they are already familiar with using technology.
For those that do have reservations about the new system, guidance from the super user’s and a clear demonstration of the benefits of the new system can make all the difference.
Super users will need to work with these staff to encourage them to embrace the change and involve themselves in training.
Identifying your super user(s):
Your super user group will become experts in the care management system and cascade this knowledge throughout the organisation to staff.
This is a time and cost effective training method.
Your super user group will include people that are:
- Reasonably technology savvy
- Willing to learn new things
- Well respected by their colleagues
- Familiar with existing processes at the care home
- Confident in taking on a leadership role in the implementation process
- Invested in the new care management system (those involved in pushing for a switch to electronic records and care planning)
Super users will be involved in the formal training sessions conducted by the provider of your care management system.
They will then be responsible for sharing this knowledge internally.
Superusers should also be involved in any initial workshopping to ensure your organisation’s workflows are embedded into the system from day one.
Once super users are confident in their knowledge of the system they can begin to assist others.
After implementation the super users will:
- Mentor and train other staff
- Raise any issues with the CMS providers support team
- Assist staff with troubleshooting
- Be involved in transferring data from your old care records to the new electronic system
This training method has the added benefit of being able to be conducted at a time that is most suitable for staff and their availability.
Staff can be trained in different areas of the system gradually, without being bombarded with too much information at once.
Refresher training may be required after implementation.
Staff may not retain all that they were taught during this period of change.
The key to a successful implementation is change management as well as commitment from all staff.
Where staff are supported to learn to use the system staff positivity increases.
This method supports staff to use the care management system to its greatest potential, maximising your return on investment.