Implementing an electronic medication administration record (eMAR) system is a big step forward for any healthcare facility. To make sure the transition is smooth, it’s crucial to have a well-thought-out training plan. This checklist will guide you through everything you need to consider for an effective and efficient training timeline.
Factors to consider for your training timeline
- Complexity of the eMAR System
- Assess the System’s Complexity: Is the eMAR system simple and user-friendly, or does it involve multiple integrated features?
- Allocate Time Accordingly: For more complex systems, schedule a longer training period to ensure all staff members are comfortable understanding every feature.
- Staff Experience and Technological Proficiency
- Evaluate Staff Experience: Are the staff members familiar with electronic health systems, or is this their first time using one?
- Tailor the Training Duration: Shorter training may be sufficient for experienced staff, while those with limited experience will need additional time.
- Integration with Other Systems
- Understand the Level of Integration: Is the eMAR system integrated with other IT systems, such as EHRs, pharmacy systems, or lab databases?
- Include Integration Training: Make sure the training covers how the eMAR interacts with other systems to provide a complete understanding of the workflow.
- Training Format
- Choose the Right Training Mix: Decide between in-person training, online modules, or a combination of both.
- Hands-on Practice: In-person training might be more effective, especially for complex tasks, but self-paced online modules can be a good introduction.
- Size of the Healthcare Facility
- Stagger Training Sessions: If you have a large facility, plan staggered training to ensure patient care isn’t disrupted.
- Assign Trainers or Mentors: Consider appointing trainers or mentors who can guide smaller groups of staff during the training sessions.
Tips to make the eMAR training sessions effective:
- Communicate the training plan early: Inform everyone about the timeline, the stages of the training, and what is expected from them. For instance, share a detailed schedule that includes each training session and provides ample time to adjust work shifts or other duties. A good approach could be to send out emails, put up posters in common areas, or use an internal platform to inform staff.
- Gather feedback throughout training: Understand how the staff is handling the eMAR training, so gather feedback at every step. For example, set up quick five-minute feedback sessions at the end of each training day to see what went well and where they faced issues. During eMAR training, healthcare professionals might find a particular interface confusing or struggle with correctly documenting certain medications. You could use digital forms or simple paper surveys to capture this information and act on it promptly—like adjusting the pace, creating additional practice materials, or providing extra support for specific topics.
- Simulate real-life scenarios Training becomes more impactful when participants can practice in a realistic setting. For eMAR, simulate common scenarios, such as administering medications to patients with dementia, documenting an unusual dosage, or handling medication refusal. For instance, set up practice cases using a demo version of eMAR where staff can administer medications in a mock environment, just like they would during their shifts.
- Encourage collaboration: Set up opportunities for team-based learning by organising group activities where staff can share how they approached and resolved certain mock scenarios. Create a space, such as an internal chat group or a message board, where staff can discuss what they’ve learned and share tips or troubleshooting strategies.
We have a collection of training resources to support the effective use of the eMAR system. These resources include in-depth training videos that cover a wide range of system functionalities, such as app training, managing new prescriptions, and renewing MAR sheets. For further assistance, you can refer to the Frequently Asked Questions (FAQ) section, which addresses common questions and troubleshooting solutions. These training materials aim to ensure a smooth transition to the eMAR system.
