Understand Workflow Changes & Use EHR Tools

This is a great effort and great project here. Because it’s routine it’s in my daily workflow and since I have the easy eCW pathway, it makes it simple. The structured data makes it easy, once it’s in my workflow and it’s easy, it works. Opt-out HIV testing is that way, and we promote is as a basic health 101 test. I appreciated having the sample scripts in the beginning, I did look at those [laminates] at first… people are very responsive and mostly want to know their status.

– Registered Nurse

Cover All the Details

Once a new workflow has been developed, staff need to understand their expected role in testing patients. While position-specific, workflow changes affect:

What information MA’s look for when scrubbing charts
What information each staff person covers with patients and at what point in the visit they cover it
When staff order tests
Where they direct patients to go next, e.g. to the lab to give a sample

Staff also need to know how to use the EHR to record testing information, as well as all the ways the EHR has been modified to assist them with recording HIV testing data. This includes:

Which templates contain HIV testing fields and how to complete each field
How to set up individual favorites in the system to make recording testing data easier and faster
How to use alerts, whether they use system alerts, create new ones, or suppress existing ones
How to document patient declines
How and where to record rapid test results

The exact information needed by different staff (providers vs. MA’s vs. front desk staff) will vary and ideally you’ll customize what you share with these different groups.

Provide Information in a Variety of Formats

Provide extensive training on EHR changes. You might consider a variety of methods for delivering this information:

Figure 20. Sample written eClinicalWorks instruction showing how to record a rapid test result