Project & Change Management

The Wilshire Group’s project and change management services are driven from two fundamental concepts:

  • Higher productivity naturally results from the careful balance of eager individuals, enhanced technology and tailored education.
  • Rapid improvement can occur only if management takes the lead and training is role-related.

Wilshire boasts project management professionals (PMPs) and experienced operational experts who have led both Epic and third party implementations. Our goal is to help your organization achieve peak performance by ensuring that antiquated processes and workflows aren’t repeated.

Project and change management often receive too little attention during an EHR implementation and frequently fall off the radar once a system is live.

Based on our decades’ worth of experience implementing, optimizing, and managing EHR systems, we realize that the perfect blend of change management, project management, IT, and operational skills are required not only for a successful go-live, but for long-term stability.

Contact Spencer Thielman today to learn more about how The Wilshire Group can partner with you!

Organizations typically have project managers to provide oversight on timelines, promote progress and report critical issues. It’s rare to find the PM with the technical expertise or EHR implementation experience required to predict issues, tie the implementation scope to overall organizational goals & long-term vision, or provide thoughtful insight on complex & integrated topics. This is needed whether you are working with a system or trying to re-organize a department.

Additionally, health systems often think that project management is only required for a successful go-live. Based on our experience, go-live is only the beginning. Project management plays just as important of a role during your stabilization and optimization phases, particularly when competing priorities are vying for IT resources. This is especially evident when your organization is simultaneously rolling-out functionality and uniform processes across multiple facilities. Due to the complexity of each roll-out and future hospital acquisitions, project management is crucial to deployments that remain on time and on budget.

At The Wilshire Group, our experience has proven that basic, out-of-the-box project management won’t cut it. Large system implementations and consolidations are too complex and there are too many variables. We leverage our experience to bring unique perspectives to your projects:

  • Constraints – understanding which resource (time, cost, or scope) should be adjusted for maximum benefit & the associated impact that adjustment will have on your project.
  • Policies & Procedures – we bring the experience of many facets of the health care system to guide you in an integrated fashion as you work to consolidate departments or entire healthcare entities. Project plans, week by weeks and issue management benefit from the healthcare IT lens we bring to the table.
  • Priority Management – not every issue requires “immediate attention” or is a “show-stopper.” It’s vital to understand what issues your organization faces, the true impact of these issues, and which should receive priority. We help you prioritize issues to coincide with your organization’s goals, provide our insight to identify an ideal solution, assign appropriate resources, and manage the solution through to successful completion.
  • Documentation – it may not be glamorous, but thoroughly and consistently documenting decisions proves invaluable during implementation and throughout maintenance & optimization. Gathering different perspectives to create a thoroughly vetted and all-encompassing solution is great, but if you cannot recall why there was an issue in the first place or why you chose a particular solution over another you may run into problems in the future. Instilling proper documentation and archiving processes is crucial to getting operations, IT, and leadership on the same page.

We like to start off our client engagements by fully understanding the organization – what is the current state of affairs; what competing projects are underway or scheduled for future deployment; do you have the appropriate IT resources for current projects, system maintenance, and future projects; are there strong relationships between IT, operations, and leadership; is there an overall management strategy and process for managing system-wide projects, etc.

By understanding your organization, its vision & goals, we can more accurately plan for things like managing simultaneous projects that vie for limited IT resources. The Wilshire Group brings our IT and Operational experience to the table to evaluate the feasibility of these projects, provide insight on opportunities or overlooked solutions, and ensure that current & future projects not only align with your organization’s goals but put you on the path to long-term success.

Organizations often limit change management to go-live end-user training, overlooking the importance that change management methodology and techniques have on the adoption and efficiency of an EHR system.

A decision is made somewhere along the chain of command, the change is put in the system, and end users are caught unawares.

This breakdown in communication can occur at any point in a system’s life cycle: implementation, maintenance, optimization, upgrade…The catch is, this headache is completely avoidable.

At The Wilshire Group, we have seen first-hand the effects of poor change management & want to help you avoid them:

  • Failure to differentiate the legacy system/workflows from the new system – not properly training users and pointing out differences between legacy and the new system will lead to improper workflows.
  • Inefficacy of system fixes – even though the fix is correct, end users don’t know about the fix or understand how the fix impacts them.
  • Inability of managers to manage their departments – it’s crucial that managers know how a change affects their metrics, key focus areas, and day-to-day operations.

Change management expertise provides the backbone on which there is development of unique solutions to ensure that changes are successfully adopted at your organization.

When coupled with strong project management, change management can yield far better results than just pushing a fix into the system. This is primarily due to the extensive focus on communication – communication prior to the change, during the change, and even after the change takes effect. Opening the lines of communication between end users, IT, and operations is key to ensuring that the issue has been properly identified, the right fix has been developed (often with input from subject matter experts – SMEs), and that the change is understood by all affected parties.

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