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Lori Intravichit CEO ACHIEVING SOFTWARE AUTOMATION SUCCESS YOU HAVE A GENIE, RIGHT? Learn how to be prepared for the constantly changing environment of Healthcare Administration including the implementation of new software.

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Page 1: 1 ACHIEVING SOFTWARE AUTOMATION SUCCESS · transitioning any process to a new or enhanced software system must include specific cultural and operational considerations early in the

1

Lori IntravichitCEO

ACHIEVING SOFTWARE AUTOMATION SUCCESSYOU HAVE A GENIE, RIGHT?

Learn how to be prepared for the

constantly changing environment of

Healthcare Administration including

the implementation of new software.

Page 2: 1 ACHIEVING SOFTWARE AUTOMATION SUCCESS · transitioning any process to a new or enhanced software system must include specific cultural and operational considerations early in the

2SOFTWARE AUTOMATION SUCCESS | WHY

Many hospitals, free standing surgery centers and

medical clinics pursue software conversions to:

✓ Enhance system interface

✓ Improve workflow efficiencies

✓ Gain tools to manage a more complex financial

environment

Mismanaged conversions can have severe financial

consequences that limit an organization's capacity to

function.

WHY PURSUE SOFTWARE

CONVERSIONS?

Page 3: 1 ACHIEVING SOFTWARE AUTOMATION SUCCESS · transitioning any process to a new or enhanced software system must include specific cultural and operational considerations early in the

Coordinating a conversion that involves

transitioning any process to a new or enhanced

software system must include specific cultural

and operational considerations early in the

preparation process.

Doing so avoids:

✓ Work redundancy

✓ Disgruntle staff

✓ Reduced productivity

3SOFTWARE AUTOMATION SUCCESS | PREPARATION

PREPARING FOR CONVERSION,

NO SMALL TASK

Page 4: 1 ACHIEVING SOFTWARE AUTOMATION SUCCESS · transitioning any process to a new or enhanced software system must include specific cultural and operational considerations early in the

REALISTIC EXPECTATIONS

Having realistic expectations of how a

conversion will affect day-to-day processes

can help revenue cycle leaders take initiative

to mitigate financial risk.

In today’s working environment staff often

revert to their manual processes in addition to

the new software provided. It is not

uncommon for the staff to do double work

after the software is installed. A proactive

approach can avoid this.

4SOFTWARE AUTOMATION SUCCESS | EXPECTATIONS

Page 5: 1 ACHIEVING SOFTWARE AUTOMATION SUCCESS · transitioning any process to a new or enhanced software system must include specific cultural and operational considerations early in the

The promise to evaluate and assist your

automation transition by the software vendor

often falls short of the needed transformation

of your business office and staff.

The software vendor can provide workflows

and process that will fit their program, however

the need to adjust internal polices and get

staff buy in falls squarely on the Revenue

Cycle Management.

5SOFTWARE AUTOMATION SUCCESS | PREPARATION

SOFTWARE VENDOR PROMISES

Page 6: 1 ACHIEVING SOFTWARE AUTOMATION SUCCESS · transitioning any process to a new or enhanced software system must include specific cultural and operational considerations early in the

5 STEPS

TO COMPLETE

BEFORE SELECTING

A SOFTWARE

OR BEFORE CONVERSION

6SOFTWARE AUTOMATION SUCCESS | 5 STEPS

Page 7: 1 ACHIEVING SOFTWARE AUTOMATION SUCCESS · transitioning any process to a new or enhanced software system must include specific cultural and operational considerations early in the

• In many cases it is advisable to bring an outside

Consultant to manage the project. Having fresh eyes

whose objective review will focus on the need for change

rather please the status quo can help create successful

change.

Find a project

manager to

dedicate their time

to the review of

current processes

7SOFTWARE AUTOMATION SUCCESS | PROJECT MANAGER

01.

Project Manager:

Page 8: 1 ACHIEVING SOFTWARE AUTOMATION SUCCESS · transitioning any process to a new or enhanced software system must include specific cultural and operational considerations early in the

The need to review and revise the current policies and

procedures along with staff integration is vital to any

successful transition to new software. It is important to

include all areas of the organization that are affected in the

review process.

✓ Update policy and procedures as needed.

✓ Remove any manual processes as possible.

✓ Remove any unnecessary or redundant steps in the

departments daily work flow.

8HEALTH COVERAGE INSURANCE SUPPORT | REVIEW

Make sure to

review all policies

and procedures02.

Review:

Page 9: 1 ACHIEVING SOFTWARE AUTOMATION SUCCESS · transitioning any process to a new or enhanced software system must include specific cultural and operational considerations early in the

• The training of the staff should include their

suggestions and guidance. The actual day to day

workflow is in the hands of your staff and their cooperation

is vital to your organizational success. It is important to

relay to the staff the actual goal of the process review

while maintaining a firm dedication to the organizational

transformation.

9SOFTWARE AUTOMATION SUCCESS | TEAM

Training and

getting buy-in of

staff on new

processes

03.

Team:

Page 10: 1 ACHIEVING SOFTWARE AUTOMATION SUCCESS · transitioning any process to a new or enhanced software system must include specific cultural and operational considerations early in the

• Complete a review for documented process changes

for at least 90 days. Report to current management for

any follow up training required and/or process adjustment

needed. In our constant changing environment, continued

review of all processes every 6 months is a good

practice to implement in your organization.

10SOFTWARE AUTOMATION SUCCESS | CHECK BACK

Follow-up review to

assure all process

changes are in

place and working

04.

Check Back:

Page 11: 1 ACHIEVING SOFTWARE AUTOMATION SUCCESS · transitioning any process to a new or enhanced software system must include specific cultural and operational considerations early in the

• Now you can be sure the policies and procedures

accurately reflect what is currently being done in your

work place. In fact, you will find that the removal

of redundant processes will create added efficiency even

before the new software is rolled out.

11SOFTWARE AUTOMATION SUCCESS | COOPERATION

Work with software

implementation

team

05.

Cooperation:

Page 12: 1 ACHIEVING SOFTWARE AUTOMATION SUCCESS · transitioning any process to a new or enhanced software system must include specific cultural and operational considerations early in the

Revenue Cycle Prerequisites

for Automation Transformation

12SOFTWARE AUTOMATION SUCCESS | PANEL DISCUSSION

Panel Discussion:

Page 13: 1 ACHIEVING SOFTWARE AUTOMATION SUCCESS · transitioning any process to a new or enhanced software system must include specific cultural and operational considerations early in the

13SOFTWARE AUTOMATION SUCCESS | CLOSING THOUGHTS

THANK YOU

READY FOR NEXT STEPS?

LORI INTRAVICHITSUNLITCOVEHEALTHCARE.COM

[email protected]

(727) 576-2903

It's clear that achieving software automation

success can have a big impact on your bottom

line. However, it may be difficult to know

where to start. We hope that this information

gives you a good starting point to develop your

plans.

Remember to include your employees and

bring in outside help when things get tough

– it will save you a lot of time and

headache.

Closing Thoughts: