Perhaps you plan to involve your staff in the early stages of your software-vetting process—or while you’re implementing these great strategies for making the switch seamless. And that’s fantastic. However, it’s absolutely imperative that you include them once EMR software training rolls around. It’s simply the best way to ensure your team is comfortable and confident using the system once it’s go-time. Otherwise, you risk reduced productivity and employee happiness—both of which are bad for business. With that in mind, here are several things you can do to create a solid training program for your new system:

Knock Out Patient Dropout: 8 Ways to Increase Retention and Revenue - Regular BannerKnock Out Patient Dropout: 8 Ways to Increase Retention and Revenue - Small Banner

1. Use available resources.

If you select a stellar software company, you’ll undoubtedly receive a plethora of exceptional onboarding, training, and implementation resources—all designed to help you and your team get up and running on your new system quickly. So, take advantage of what you’ve got. And while we’re on the topic of resources, it’s also crucial that you develop a positive working relationship with your company representatives. After all, it’s their job to help you be successful.

2. Cultivate leaders.

Switching software systems can be a daunting task, and you’re going to need backup in the form of team leaders who can effectively communicate during times of change. That’s not always an easy thing to do—which means you may need to put on your coaching hat and pull some leadership training resources out of your sleeves. No matter what goes down, though, be sure you remain open and honest in your own communications. As we explained in this guide, “The last thing you need during a transitional period are rumors and misunderstandings.”

3. Remember, you’re training adults—not children.

According to adult-learning expert Malcolm Knowles, adults learn best when:

  • they understand the importance of what they’re learning;
  • they have the freedom to learn in their own way;
  • their learning is experiential; and
  • the learning process is positive and encouraging.

On that note, you’d be wise to tailor your curriculum and learning environment to address the needs of adult learners—and part of that means avoiding training staff on features and functionality irrelevant to their job roles. It also means asking for feedback, so you can adjust your approach if necessary.

4. Stay positive, patient, and flexible.

As a leader, it’s always a good idea to remain positive about impending changes. After all, your staff will be looking to you for direction on how to respond. Some may even resist change simply because it’s change—and that’s where your positivity, patience, and flexibility can make a big difference. In other words, model the behavior you’d like your staff to adopt. Want to improve buy-in from your team even more? Rob Bernshteyn, CEO of Coupa, suggests answering the “what’s in it for me?” question for everyone on your team. That way, they’ll know how this new system will directly improve their work lives.

5. Take your time.

While you may be feeling the pressure to get up and running on your new EMR quickly, be sure to take the time you—and your team—need to become proficient with the new software before it’s back to business as usual. Depending on how quickly your team gets comfortable with the new software, it may be helpful to add in some buffer time between patients. That way, as everyone’s learning, your therapists will have a few more minutes to finish their documentation on the spot—instead of waiting until after-hours or rushing through it.

6. Cheer for your team.

Once your new system is up and running, you can begin measuring its impact. For example, you could determine:

No matter what you decide to measure, though, make it a point to find reasons to cheer for your team’s successes. Not only will you be creating a more positive, engaged work environment, but you’ll also reinforce the fact that your new software system is worth its weight in gold.


There’s no way to predict everything that’ll come down the pike while you’re training your staff on your new software system, but you can arm yourself with great resources to help you along the way—resources like today’s post and this free guide: Switching Software is Easier than You Think: The PTs Guide to Implementation and Training. Download your copy now.

  • Common Questions from our Cloudy with a Chance of Reform Webinar Image

    articleFeb 13, 2017 | 13 min. read

    Common Questions from our Cloudy with a Chance of Reform Webinar

    In our first webinar of 2017 , WebPT’s co-founder and president, Heidi Jannenga, teamed up with CEO Nancy Ham to discuss the current and future healthcare trends that will impact PTs, OTs, and SLPs. (Missed it? No worries; you can view the complete recording here .) As always, we received quite a few questions during the presentation—way more than we could address live. So, we’ve put them all here, in one handy Q&A doc. Scroll through and …

  • Easy Exit: 3 Simple Tips for Switching EMR Systems Image

    articleMar 16, 2017 | 5 min. read

    Easy Exit: 3 Simple Tips for Switching EMR Systems

    You’re a savvy practitioner and practice owner, which means if you’re considering switching EMR systems, you’ve already done your homework—everything from making a thorough pro-con list to performing an EMR cost comparison. As a result, you know it’s time to trade in your subpar software solution for one that saves time and money , ensures Medicare compliance , and integrates your documentation with your scheduling and billing . That way, you can maximize patient visits and get …

  • The State of Rehab Therapy in 2018 Image

    downloadJun 28, 2018

    The State of Rehab Therapy in 2018

    To see results from our most recent industry survey, check out the 2019 State of Rehab Therapy Report. To say that the healthcare industry is complex would be an understatement. While the advent of technology has made care more precise, efficient, and collaborative than ever before, it has also put greater pressure on providers to deliver high-value care at scale. After all, big data makes it possible to not only develop the most effective, evidence-based best practices …

  • 4 More Tips for Point-of-Care Documentation Domination Image

    articleMay 3, 2016 | 6 min. read

    4 More Tips for Point-of-Care Documentation Domination

    In part one of my two-part series on point-of-care documentation, I talked about four ways technology—and a helping hand or two—can make documenting in front of your patients less of a struggle. But, there’s still one pretty big hurdle between you and a smooth point-of-care documentation style: yourself. Don’t worry, though; our five therapy experts have some tips for that, too. In this second and final post, let’s dive into four ways you can help yourself—and your …

  • Pry Before You Buy: 10 Crucial Questions to Ask a Software Salesperson  Image

    articleFeb 16, 2017 | 6 min. read

    Pry Before You Buy: 10 Crucial Questions to Ask a Software Salesperson

    If your current EMR isn’t holding its own, you’re undoubtedly looking for one that will. But that’s not always an easy task. After all, there are plenty of EMRs on the market—but which one is right for you? To find out, you’ve got to not only shop around , but also ask the right questions when you do—questions like, “Is this EMR truly web-based?” And, “How does this vendor handle EMR security?” Only then will you be …

  • The State of Rehab Therapy in 2019 Image

    downloadJun 17, 2019

    The State of Rehab Therapy in 2019

    Each year, we survey thousands of rehab therapy professionals on the metrics, strategies, and complicating factors that influence success in the current healthcare market. In 2019, we received more than 6,000 responses from individuals in a variety of settings, specialties, and geographic regions—and we’ve compiled all that data into the single most comprehensive annual report on the state of the rehab therapy industry.  This report features insights on everything from demographics and financial metrics to regulatory challenges …

  • The State of Rehab Therapy in 2017 Image

    webinarJun 5, 2017

    The State of Rehab Therapy in 2017

    WebPT recently conducted an industry survey of thousands of rehab therapy professionals across a wide variety of settings, specialties, and geographic regions. Our goal: To capture an accurate snapshot of the demographics, trends, frustrations, and motivations that shape our businesses, our future outlook, and our potential for success in this environment of change. In our July webinar, WebPT president and co-founder Dr. Heidi Jannenga, PT, DPT, ATC/L, and WebPT CEO Nancy Ham will share and analyze the …

  • Documenting in a Multi-Speciality Practice Image

    articleFeb 24, 2014 | 2 min. read

    Documenting in a Multi-Speciality Practice

    Our Members often ask us for advice on documenting in a practice that has multiple therapy specialties. Here are our tips:  Keep It Separated If your clinic offers PT, OT, and/or SLP services, be sure to add cases specific to each discipline based on the patient's condition(s) because different profiles appear for different user types. Furthermore, ensure that therapists are documenting all things specific to their particular discipline—such as authorizations and prescriptions—within the correct case. If do …

  • Cloudy with a Chance of Reform: 5 Key Healthcare Forecasts for 2017 Image

    webinarJan 5, 2017

    Cloudy with a Chance of Reform: 5 Key Healthcare Forecasts for 2017

    Predicting the weather is tough—just ask any meteorologist who has called for sun on the day of a major downpour. Well, predicting the fate of the US healthcare system isn’t much easier—there’s a lot up in the air, after all. But, even without a healthcare equivalent of Doppler Radar, there are a few key trends that are sure to have a major impact on PTs, OTs, and SLPs in 2017 and beyond. And to keep your practice …

Achieve greatness in practice with the ultimate EMR for PTs, OTs, and SLPs.