Successful Healthcare Software Implementation: What to Expect Working with Medaptus

Our approach and success as your partner 

You’ve evaluated a Medaptus solution and are now closer to deciding which facilities to onboard and when to go live. Perhaps during this process, you have wondered: What does implementation look like, and how can we make it seamless? 

Getting implementation right is arguably almost- if not just – as important as the tool itself.  

That’s why we are here to ease your mind by sharing details on our approach and past successes. 

Bob Osgood, our Senior Implementation Project Manager, shared helpful tips and considerations when implementing a solution with Medaptus. Bob has over 10 years of experience in the healthcare industry and software implementation.  

Implementation of our Automated Infusion Coding Solution, Charge Infusion 

Here’s an example of the project plan for our automated infusion coding solution.  

Now that you know an estimate of what’s involved, let’s dive into the details of what to expect at each stage. 

Pre-Kick Off 

When asked what makes for a successful implementation, Bob explained that the primary factor is ensuring the right people are involved at the onset. Having a diverse cross-functional team in place before starting the implementation process brings a level of preparedness and alignment on goals, avoiding unnecessary time spent bringing new people up to speed once you’ve already kicked off or reworking the plan altogether. 

For example, when implementing our automated coding and billing software for outpatient infusion, these are the typical roles involved in the process:  

• Executive Sponsor 

• Project Lead 

• Infusion Documentation (Billing or Coding) Lead 

• Super User/System Administrator 

• Network Analyst 

• Integration Analyst 

• Trainer 

• Compliance Specialist 

• EHR Resource 

Bob and his fellow Medaptus Implementation Specialists will request weekly meetings throughout the project phases. They will come prepared with pre-meeting agendas and post-meeting minutes, each with specific tasks assigned to various team members. We can adapt to your preferences if your team prefers to lead the meetings. 

Project Kick Off  

After the project team and sponsor have been identified, a kickoff call is scheduled at the project’s onset. During this call, the details of the implementation phases are reviewed, and a workflow evaluation is scheduled. Bob stresses that being able to go on-site or meet via virtual screen share for the assessment is highly important for future phases of the project – the sooner this is booked, the better.  

If, like most of our customers, you have a multi-site implementation, booking the workflow evaluations can be time-consuming. It is best to start early and give yourself time to schedule. You will also need to decide whether to stagger the sites in waves—we recommend tackling the largest and most complex first—or where required, we can discuss the need for more than one site to go live simultaneously. 

 

During the Project 

Maybe you’re wondering what part of the implementation has the heaviest lift. Bob explains that the system configuration (Phase 2) requires the greatest effort to determine the necessary integrations and interfaces.  

The time-consuming part of this process is ensuring all identifiers that need to be sent from the electronic health record to Medaptus are accounted for. In the case of Charge Infusion specifically, the identifiers are required to build a complete and compliant infusion visit. It can be helpful to have your Integrations/IT teams talk directly with your Medaptus Implementation team to coordinate the necessary data push. 

 

Are we ready to go live? 

The idea of an official go-live can feel daunting. Know that Medaptus has a very thorough testing scenario guide. Each scenario is checked off after being tested. Customers can add to this list based on their specific needs, such as type of injection (Intramuscular or Subcutaneous), in the case of Infusion billing. Both sides must sign off in agreement before testing is complete.  

Testing starts at least 6 weeks before going live. 

 

Training 

Training is offered on-site or virtual, depending on your needs. Role-specific training and super-user training are both included in the implementation. You may also choose to opt for our train-the-trainer methodology.  

When the big Go Live day approaches, we typically come on-site to make sure everything runs smoothly (and for a little celebration!). In fact, the medaptus Project Manager will also stay involved for a few weeks (or longer) post-go live to make sure that everything runs as expected and make any adjustments to workflow, as needed. 

 

Meet the Team 

Bob is proud of the Medaptus team dynamic and says that he feels it is important for a future customer to know that between our years of experience and the types of experience – you’re in good hands.  

Gary Bernklow, our Product Director, is an integral part of the team and has extensive knowledge of charge capture and infusion billing. He worked in revenue integrity leadership before joining Medaptus and was involved in building the Charge Infusion solution from the onset. Gary and Bob have worked well together for more than six years now.  

Similarly, Jeff Cibotti, the Senior Clinical Implementation Manager on Assign has overseen 20+ successful Assign software implementations. 

Bob also credits Yahna and Jeremy on the Medaptus Integrations team – both are very skilled and detail-oriented and have been here a long time. The pair makes the heavy lift of system configuration seamless for our customers. 

Medaptus offers Consulting, Professional Services, and Training 

Already using our tools? Reach out for more details on optimizing and further customizing your solutions. 

 

Read more: 6 steps to ensuring your next software implementation is a success