Transitioning to a New Software Platform

It’s no secret that transitioning to a new software platform can be time-consuming and stressful, but if done correctly, it is a rewarding and valuable process for doctors and management staff.

The importance of database technology in healthcare cannot be overstated—it’s crucial for doctors, providers, and management teams to access health data quickly and securely. In what seems to be an ever-changing landscape with new rules and regulations being introduced every year, ensuring your practice uses a software platform that meets your individual needs is paramount.

There are many reasons why a practice might decide to change software vendors. Missing crucial functionality, expensive subscription costs, or maybe your practice has decided to change its business model, and your software is no longer a suitable solution. While the idea of change may be daunting, sufficient research, preparation, and perspiration will ensure your transition is seamless and has minimal impact on your business.

Some fantastic IT tools are now available to convert databases from one platform to another. Trial conversions should always be done to ensure the data quality is maintained and that you don’t run into any unexpected issues once your practice goes live with the new software. Typically, at least six weeks of preparation should be allocated for database migration to minimise risk and prevent any last-minute stress.

Some staff may be hesitant about adopting new technologies but employing the proper change management techniques is undoubtedly the best approach. Reiterating the benefits of the new software platforms should help ease concerns, even if staff may see little incentive to change initially. The right amount of training and support from your new software vendor can increase confidence and get hesitant staff onboard with the change.

Most software vendors offer excellent training services and resources to help equip staff with the tools they need to learn a new system. There are four learning styles; everyone has a preferred method: visual, auditory, reading & writing, and kinesthetic. A problem with remotely delivered training can be that it generally only covers the first three styles of learning – seeing, hearing, and reading & writing. While these styles may work for some, many will feel more confident in their understanding when they can practice what they have learnt as they are learning.

The kinesthetic learning style encourages students to be active in their education and find new ways of solving problems rather than being passive, simply observing and listening to demonstrations. Training staff in real-time and putting them in the driving seat will enhance their skills, knowledge and intuition, allowing them to become familiar with the workflows of a new system quickly.

On day one of using the new software in your practice, staff need to feel supported and know that someone is on the sideline available for help whenever it is required. Best Practice Software has listened to the feedback from practices who have previously migrated from other solutions and developed a new training offering to fill this training gap with Bp Go-Live Support.

This new day-one support service involves a dedicated training specialist and a support specialist being available to practices in real-time so that any issues can be quickly and easily resolved. Allowing staff to receive the help they need as soon as they need, reducing anxiety on their first day of operation using the new software solution. Along with learn-as-you-go training, the training or support specialist can also remotely log in to your network to deal with any complex issues that may arise immediately.

Being able to troubleshoot any issues for a practice on their first day of change is imperative in making sure they start on the right foot. For more information, contact Best Practice Software.

Authored by:

Lucy Saul 
Marketing & Communications Specialist 
at Best Practice Software

Matthew Smith
Training & Deployment Specialist
at Best Practice Software

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