Leading the Change to Instinct EMR.
Congratulations on being an Instinct EMR Superuser! Your hospital has carefully selected you to assist the Instinct team for a successful go-live. We can’t wait to start working with you.
After 200+ successful Instinct go-lives, we have found that one of the best ways to make Instinct a success is by empowering individual leaders on the team. After reviewing our training manuals or viewing a few demonstrations with one of our team members, we ask that each of you share your list of questions or possible concerns (if you don’t have any, that’s great!).
We will then set a time to meet with your hospital superusers to come up with a plan for how best to lead the change. You will be getting to know the Instinct support team a lot more over the next few weeks, and we’ll be available to answer any questions you have prior to the go-live.
We’ve outlined some helpful FAQs below:
What is a superuser?
- Superusers are team members at the hospital who have become familiar with Instinct EMR in advance and are involved in additional training prior to go-live so they can lead their teams during implementation. Superusers also help answer workflow questions from team members, promoting a smooth transition to Instinct EMR during and after go-live.
How many superusers should my hospital have?
- We typically recommend having 1 superuser assigned per shift or per service (especially for evening/overnight shifts) during go-live.
What’s the difference between a superuser and an admin user?
- Superusers are more of a “go-to” person and utilize additional training to lead the rest of your hospital staff. Superusers can provide insight on your practice’s workflow processes.
- Admin users are the few hospital leaders able to edit products and groups, manage team members, and perform additional admin-related tasks when it comes to setting up and maintaining EMR. Admin users can also be superusers!
What are my responsibilities as a superuser during go-live?
- Be the positive voice helping to explain how awesome Instinct EMR is!
- Be involved in coordinating demonstration times with your admin team during go-live so all team members are able to attend. We typically recommend scheduling several demonstrations for medical staff (two 1-hour sessions are needed for full training) and 1-3 front desk trainings which are 60-minutes long.
- Assist your team in transitioning hospitalized patients from their current treatment sheet to Instinct EMR on Day 1 of go-live. Encourage them to enter this information themselves as this is the best way to learn!
- Be easily available during go-live to help answer questions from your team.
- Act as a liaison and communicate any workflow challenges/questions to the Instinct team.
- Continue to lead your team and answer questions after go-live.
- Assist in training new staff members.
- Develop an ‘Instinct Committee’ at your hospital and meet weekly/biweekly after go-live to address and communicate any workflow changes.
Pre-Training Checklist for Superusers
- How to register a new patient/account in Business Office
- Understand how to schedule/edit/delete appointment availabilities, scheduled appointments, and drop-offs within the Appointments Calendar
- How to check a patient in/out of Instinct
- How to add new Referrers in Business Office
- How to link an rVet to a patient and understand Shareville
- Using the Charting section, be comfortable creating custom exam forms and record patient information
- Create Estimates to share with clients and ultimately build treatment sheets from them
- Learn the Invoice section to build/edit invoices, document payments, and use Invoice Tags
- Management of new and existing Prescriptions
- Use of the Comm Log to communicate with owners or referring/specialty veterinarians
- Using the Filters and the importance of assigning Doctor, Ward, and Service for all patients
- Using the ‘Ready to Admit’ and ‘Ready to Go’ icons and how they will work best for your hospital
- Triage Tags and the different ways to use them effectively at your hospital
- How to move patients from board to board and when
- Understand how the exam and Hospitalization drop-down works and their charging frequency
- Using OP/IP Product Groups and specialty services
- Using Bulk Edit and bulk discontinue features
- Ordering medications and using our drug calculator and Plumb’s features
- How to order and update IV fluids, CRIs, and IVF Additives orders
- How to Edit Completed Treatments
- How to ‘Not Complete’ a treatment and reschedule
- Using the ‘Assign to me’ icon
- How special fees/timed fees work with Automatic Charges
- How charges get to the EMR invoice
- Manage the Financials and Account Ledger
Helpful Training Tools
- Careville: Careville is our online help desk, where you can find user guides, training videos, and tips for becoming an EMR pro—fast.
- Hardware and Technology Guidelines
- Medical and Workflow Guidelines
- Virtual Go-Live Guidelines
- On-Site Go-Live Guidelines
💡 ProTip: For more information about what it takes to be a Superuser, check out this awesome Pick The Brain article: Meet the Superuser: Our #1 Tip for Adopting New Veterinary Software