In this episode of Time Out for Anesthesia, John Lutes (VP Operations, Graphium Health) discusses —at a high level— the five main areas of a Graphium Health onboarding that are covered in a typical kickoff call.
The Five Main Areas of Onboarding
After a contract is signed a member of our onboarding team will be in touch with you to identify the key stakeholders at your organization and to set up a kickoff call. These key stakeholders will be the primary point of contact (POC); whomever is the Graphium Champion at your location; a clinical POC; usually a technical POC; and sometimes a billing POC — all depending on what we’re trying to accomplish during the onboarding.
On the kick-off call, we will cover five main areas of the Graphium Health onboarding:
- the Client Information Section
- Form Development
- Integration Needs
- Site Prep
In the client information section, we’ll go through the naming convention of your organization and facility, make sure that a BAA and any other agreements are in place, a registry of your providers, surgeons, locations, and anything that we need to load into the system.
We’ll also make sure that you are signed up to the Graphium Health Status update feed for any upcoming maintenances or any possible outages and check that our team is up-to-date on any kind of needs that your facility has for vendors to be on-site with you.
The purpose of the form development section is to identify:
Clinical points of contact
Personnel we need to be in touch with
Any stakeholders who need to review and approve forms
Which forms you need: General Anesthesia, Short Anesthesia Forms, OB, Charge Capture, etc.
Any stakeholder who will need to have a separate call with our Chief Medical Officer for an in-depth form and facility workflow review.
In the integration portion of the call, we’ll evaluate the needs that pertain to this onboarding, such as whether or not you need an ADT feed or if there will be an ORU push back into the system. Here, we’ll review the Graphium Integration Client, which is the piece of software that we use to establish an ADT feed. Another purpose of this section is to determine whether or not you’ll need a billing integration or an integration to automatically capture vitals. And while we’ll cover a lot of this during the kick-off call, often we need to schedule a separate call focused solely on integration.
In the site prep area of the kick-off-call, we’ll discuss hardware needs. Depending on how you’ll be using the Graphium system, this may include iPads, Apple Pencils, iPad cases, iPad storage cabinets, or printers, and we can walk you through all best practices that we’ve seen.
If you’re planning on establishing a vitals integration, we’ll need to talk through that process, the site survey, and how that is all delivered and implemented at your site.
Most importantly, though, we’ll make sure that you have robust and reliable internet connectivity at the site—not just WiFi, but actual internet connectivity. This is crucial for the successful implementation and continued use of the cloud-based Graphium System.
In the last section, we talk over the training plan. Typically, we will deliver a “Train-The-Trainer” session once our teams have completed the integration, an iPad is in their hands, and the forms are loaded. Our Chief Medical Officer or someone in our company with clinical knowledge will head up this training with five of your more proficient users—personnel that fully understand the purpose of the forms and their various parts, and who can help train their colleagues when they get on site.
If needed, we can also establish an actual go live date when Graphium trainers will be on site again. If we do come on site, it’s typically a Tuesday and a Wednesday in the week to provide for travel days on either side. And again, the time spent on side may need to be adjusted depending on the size of the group that we’re working with, and we’re happy to provide whatever is needed.
And just like that, you’re off and running! We will be in constant contact with your team, of course. And if you have any support issues, you’ll be in good hands with our support team.
Typically, about two or three weeks after the go-live, we will have a Post-Go Live Meeting, where we can discuss the forms that are being used or new templates that your providers may want put in place, for example, but really we just want to check in to see how everything’s going and see if there’s anything we can do to help.
I hope this overview helped to give at least a broad idea of what we accomplish during an onboarding. Obviously, there is a lot more to everything that we can deliver and help your group with, but if this was a help at all, we’d certainly like to know. And we would love to work with you.