March 2023
Superhero of the Year: Meet David Sluss!
I see passion in my coworkers. They care about their clients, and they care about their work, and we care about each other.David Sluss Recognition is our Superpower! Matt Odum,…
July 2022
By Adam Hayden
In Part 1 of this series, “Insights from Medicaid’s First and Only Training Integrator,” we introduced obstacles to effective implementation for Modular Medicaid Enterprise Systems (MES). In this second post, we share our perspective on four key considerations to address now to support your agency, employees, vendors, and care providers.
While most organizations recognize the importance of Organizational Change Management (OCM) and training when new enterprise systems are installed, modular systems introduce more complexity. They demand a coordinated approach to achieve improved workflows and system performance goals. When modernizing MES systems, specific challenges must be considered. These include:
In the multi-module, multi-vendor modular ecosystem, each vendor brings expertise about its own solution, and so, Medicaid agencies often expect the various system module vendors to deliver training. But a systems-vendor-led learning strategy can compromise the quality of the learning experience for users. Why? Because even the best functional training for a specific module does not effectively address a comprehensive understanding of all modular components working together in an integrated system.
Training from a technology vendor is primarily focused on system features and functions for a particular system component. Structuring training in this way may not address each user’s interactions with other applications, customizations, or the business process changes that will result from the new modular approach. Both gaps and overlaps can occur for system components that are similar or functionally linked. For example, a claims examiner may access a provider module to research a claims adjudication, and a provider specialist may access the provider module to answer a question about program enrollment. Each of these roles requires similar module access but the business processes are very different.
Individual vendor training is also unlikely to include OCM activities or recommendations and may not include the necessary long-term coaching, support, remediation, and knowledge management that are hallmarks of effective learning programs.
Any technology solution implementation will fail if users are not properly prepared, motivated, and trained to align their work with new business processes. In our earlier post, we said that systems are only as efficient as their users are proficient. Analyzing audience readiness is a crucial step that is often overlooked.
Some training content may be used by many roles, while other content may only be needed by specialized teams. In addition, roles may not perform the same functions from one location to the next. Ensuring that content is well leveraged across different roles while making sure that each learner gets the right training requires careful needs analysis, thoughtful curriculum design, and development of multiple role-based learning paths.
In a modular environment, the volume of new information can be overwhelming, leading to feelings of discomfort, fear, and resistance. To enable different behaviors and motivate the desire to learn, we must recognize, appeal to, and influence learner emotions with training programs that are customized for different user groups and focused on exactly what each user role needs—no more and no less.
Training design and development calls for a special consideration of pacing. Modular MES systems can follow a whole-of-system “go-live” or phased approach. Regardless of implementation approach, throughout the design, development, and installation (DDI) stages, system changes are often dictated by a rigorous testing and change request (CR) process. Training that is designed too early in the DDI process may need significant later revision to match updated system changes. An agile approach to training is key, and a third-party Training Integrator works hand-in-hand with a DDI team to ensure training design and system configuration travel together.
The timing of training delivery requires similar attention to pacing. If offered too soon, knowledge will not be retained. If it is too late, learners may not be proficient at the time of launch. In either case, user performance can suffer, causing potential budget implications and a negative impact on Medicaid beneficiaries.
Internal training teams play a valuable role in connecting the dots between old and new procedures as systems are updated. However, any time a new system is rolled out, internal training resources will be stretched. Modular system implementations are even more difficult for internal training teams to manage on their own due to their complexity and scope. Expanding the team smoothly while maintaining expected training standards requires clear communication, flexibility, and partnership. Short, recurring multi-stakeholder meetings with an internal training team, third-party Training Integrator, DDI partner, and a member of the PMO are a good example of building trust, partnership, and clear communication.
Modular MES holds exciting potential for more efficient Medicaid management, but these four unique considerations with respect to training and change management must be addressed to ensure a successful implementation. In our next installment, we’ll address each of these considerations with a solutions-oriented mindset, including examples of how common problems may be solved.
Looking for more? We also contributed to the recent Amazon Web Services white paper, Medicaid Modularity: The Path to Better Outcomes, and we’ll be on hand in Charlotte this August for MESC (Medicaid Enterprise Systems Conference).
March 2023
I see passion in my coworkers. They care about their clients, and they care about their work, and we care about each other.David Sluss Recognition is our Superpower! Matt Odum,…
November 2022
What we do at Briljent is an extension of who we are as people. Our CEO and founder, Kathy Carrier, started Briljent in 1998 to form a company, “where everyone…
October 2022
The Bigger Picture For more than 24 years, Briljent has delivered solutions in healthcare, social services, and information technology settings, including serving as a Medicaid Enterprise Systems (MES) Training Integrator. We’ve…