No matter what industry you're in, onboarding can be a bit of a hectic process. You want to make sure that every new employee is up to speed on how your operations run, but you also don't want to spend a significant amount of time and resources to keep training them in. Instead, streamline the process so new employees can become comfortable in operating your IT systems in an efficient amount of time.
This is especially true for healthcare practices, where every employee MUST be careful when dealing with IT systems. Otherwise, they run the risk of potentially compromising personal and confidential information for your patients.
To ensure that your onboarding goes smoothly, here are five keys to onboarding new healthcare practice employees to your IT system.
Send a List of Rules and Regulations Beforehand
Before your new employees even arrive for their first day, send over any rules and regulations you have, particularly those that are specific to your practice and how it operates. Of course, there will be training that further outlines these rules. However, it is great to give your employees the opportunity to review what you'll be discussing on their first day in terms of how your IT system functions and how to avoid data breaches, hacks, phishing, etc.
It doesn't have to be a full, lengthy list of everything, but just the quick hits will suffice before the initial meeting.
Be Thorough During Training
This is a more broad tip, but an extremely helpful one nonetheless. No stone should be left unturned by the time the training is complete. A good way to make sure the training covered all the bases is to keep the training consistent and regimented whenever it takes place. Keeping a structured outline of the material that will be covered will allow you to make easy amendments when new systems pop up or if any alterations are made to the current process.
In addition, don't rush through the training. Also, try and make it as engaging and enjoyable, as new hires are more likely to absorb the information in this manner.
Create an Environment That Encourages Questions
In a perfect world, all your employees will remember everything perfectly when it comes to your IT systems. However, such a world doesn't exist. Because of this, it's important to make sure that your employees are comfortable seeking help when they need it.
If an employee is not sure how to properly store a specific file, you would much rather have them ask a superior or colleague to clarify than try and figure it out on their own. Sure, this may cause the occasional bottleneck in productivity, but it is better than the alternative, which is potentially having confidential information seen by someone who shouldn't have.
Teach Employees How to Secure Their Workstations
This involves storing physical and digital files, how to properly share sensitive data and how to ensure that their computer is locked. Simple instructions and tutorials on information like this will help ensure that small mistakes with big implications do not occur within your practice.
After the First Week or Two, Check-in
It's important to make sure that you check-in after the training and after your employees get settled in to ensure that everything is going smoothly. Make sure they've properly installed all software and schedule additional training on security policies if needed. You can also review best practices when it comes to using software or equipment. Remember, it takes time to learn everything there is about a healthcare practice, especially for younger employees who may be fresh out of grad school. So be patient and willing to re-teach a few things if needed.
Healthcare IT is What We Do Best
Why do we focus our services on healthcare? Because we understand the importance of keeping the healthcare industry safe from data breaches, hackers, and anything else that may jeopardize the safety of patient data. Medical practices are targets for ransomware attacks simply because patient data is valuable. We will work with your practice to help prevent ransomware attacks or other security breaches from affecting your business.
We offer quarterly Lunch and Learns where we'll touch on relevant topics, including HIPAA.
We offer the following healthcare services: