8 Suggested Best Practices For Implementing Physician Timesheet and Contract Compliance Software

For healthcare organizations, implementing physician timesheet and contract compliance software can be a complex process. Unrealistic expectations and inadequate planning can set the entire process up for failure, thereby incurring additional costs. However, by following certain best practices, your healthcare organization can experience a smooth transition and maximize the benefits extended by the software.

Here are some best practices for implementing physician timesheet software at hospitals:

Involve Physicians and Other Key Stakeholders in the Process

Involving clinical team members in the process of selecting and implementing physician timesheet software can help to increase buy-in. It also ensures that their needs are taken into account. It may be a good idea to work with the preferred software vendors to have a pilot group test the solution. The feedback provided can then be integrated into the final product.

Clearly Define the Requirements

Before selecting and implementing physician timesheet and contract compliance software, it is important to clearly define the requirements of your healthcare organization. This includes identifying the specific needs of different departments or facilities, as well as any regulatory or compliance requirements. Ultimately, this will help you to select software that is the best fit for your organization.

Plan Thoroughly

Develop a detailed plan that includes timelines, milestones, and resources needed. This approach will make certain that the implementation stays on track and that everyone involved is aware of their responsibilities.

Provide Training and Support

To ensure that physicians can effectively use the new timesheet management and contract compliance software, it is important to offer training and support. This can consist of providing online tutorials, as well as offering one-on-one training for employees who need it. 

Given the busy nature of physicians schedules, it may also be helpful to record training sessions and share those recordings with clinicians who were unable to attend the original training. Additionally, make sure the selected solution provider has a dedicated project management and customer support team that can address any queries and provide assistance when required.

Test the Software Thoroughly

Before implementing physician timesheet software, it is important to thoroughly test it. This practice helps healthcare facilities check that the software works as expected and meets their needs. This can include testing the software with a pilot group, as well as running a series of scheduled tests to ensure that the software is working properly.

Be Prepared for Change Management

It is natural that people are resistant to change especially when new software solutions are being added to their daily workflow. Be prepared to manage the process by clearly communicating the benefits of the new timesheet compliance software, and be ready to address any concerns that clinicians may have. Working with a vendor who is experienced in onboarding healthcare organizations is a great value add. They may be better equipped to help identify potential areas of concern and know ways to improve the process.

Communication is Key when implementing physician timesheet software

Keep everyone informed about the implementation process, including any challenges that may arise. Good communication will help to minimize disruptions and guarantee that everyone is on the same page.

Monitor and Measure Progress

Once the software is implemented, monitor and measure its progress. This includes its adoption rate, time savings, and any issues that arise. This will allow you to make any necessary adjustments and augment the benefits of the software.

While there is no secret sauce for successfully implementing a physician timesheet system, there are a few considerations that have been proven to help healthcare organizations. By involving physicians early and often in the evaluation process, clearly defining requirements, providing training and ongoing support, testing the software thoroughly, and being prepared for change management, your healthcare organization can increase the likelihood of a successful implementation of a physician timesheet management and contract compliance solution.

Additionally, continuous monitoring and measuring the progress after implementing physician timesheet compliance software will help to optimize its benefits for your healthcare organization. It is important to monitor all aspects including the implementation process and evaluate the software’s effectiveness even during the testing period. By gathering this feedback, you will be able to make adjustments as needed and confirm that the software continues to meet the hospital’s needs.

You may also like to read our blog post on why healthcare organizations are in need of implementing physician timesheet compliance solutions and follow us on LinkedIn.