During the AWARDS implementation process, Foothold Technology’s Implementation Consultant (IC) will configure your database according to your agency’s data collection, reporting, and other regulatory requirements. Along the way, the IC will collect input from your internal implementation team to ensure that the configuration meets your needs. As a result, the selection of the right people to serve on that internal team is vital to an efficient, effective AWARDS roll-out.
This document is designed to provide you with some of the key criteria you’ll want to take into consideration when deciding upon the composition of your implementation team.
Who Makes Up the Most Effective Implementation Teams?
The most effective implementation teams are made up of people who:
-
Are designated by executive leadership - Not only that, but they should be officially empowered with decision-making authority related to the implementation.
-
Understand the programs and policies of your organization and its funders - We recommend that each program/service area have a representative on the team. Depending on work plan specifics, these members may rotate in and out of the process as different program/service areas are addressed. While many think of implementation as being “technical” in nature, we find that participation by clinical/program staff and business operations staff is most important during AWARDS implementation.
-
Have the time to dedicate to the implementation process - Members of the Implementation Team spend, on average, anywhere from 2 to 3 hours per week throughout the implementation process; however, the scope of the implementation and the size of the Implementation Team have a direct impact on the time commitment.
-
Are excited about adopting AWARDS! - Team members should have an open and positive attitude towards change, and be flexible and solutions-oriented.
-
Are willing and able to serve as resources within your organization in an ongoing way - Team members will be relied upon to communicate implementation and configuration decisions to the larger user base beginning from the initial training and continuing through the organization’s ongoing use of AWARDS.
What Are the Responsibilities of Implementation Team Members?
-
They have a role in building the database during the startup period - This includes:
-
Creating custom reports for the agency using the AWARDS ReportBuilder tool.
-
Seeding the database; in other words, entering data to populate the database with employees, residence units, and hospital lists, as well as creating a provider directory with the outside providers used by your clients.
-
Building electronic signature workflows and other business rules.
-
Building treatment/service plans.
-
Developing and building forms and assessments using the AWARDS FormBuilder tool.
-
-
They are responsible for database ownership and stewardship during the startup period - Activities include:
-
Staying informed about new features as they become available and determining if they will be appropriate for the agency’s needs.
-
Training end users or coordinating their training.
-
Developing internal training materials and creating “cheat sheets” for the users to know how to use AWARDS to meet your agency’s requirements.
-
Acting as a member of the agency’s local Help Desk team, reviewing, troubleshooting, and responding to end users’ questions and submitting tickets to the Foothold Help Desk.
-
Managing user setup and permissions.
-
-
They are leaders - Key aspects of the leadership role are:
-
Managing agency change; in other words, recognizing that implementing AWARDS is going to be a major change for the agency to go through, and promoting positivity about that change. In this way they are the primary drivers of buy-in throughout the agency, which is the single most important ingredient in a successful implementation!
-
Bringing an agency-wide perspective to implementation decisions by understanding the agency’s big-picture goals and priorities for AWARDS use.
-
Having the trust of executive leadership to make decisions about how the database is configured, plan formats, which forms and assessments are needed, how business rules should be set, and more.
-
What Are the Responsibilities of the Implementation Team Lead?
-
They will serve as the main contact between the Foothold Implementation Consultant and your organization.
-
They will guide the implementation team during the startup and configuration process throughout go-live and post-implementation.
-
They are responsible for delegating assignments to the team and making sure work is completed within assigned timeframes.
-
They are responsible for the overall roll-out of the project.
-
They have an awareness of all the agency programs and their documentation needs.
-
They have excellent soft skills.
-
They can make decisions on behalf of the agency.
-
They have the bandwidth/time in their schedule to prioritize this work.
-
They will serve as the main contact for AWARDS after implementation for any ongoing changes and support.
Note: We find that this role best suits someone in a QA manager role, but can be anyone who fits these descriptions.
What Are the Responsibilities of the Billing Lead?
-
They will serve as your main contact between the Foothold Billing Specialist and your organization. They will work with your agency's implementation team lead to ensure program-side documentation requirements are in alignment with billing requirements.
-
They will attend billing calls to learn how to set up the billing module.
-
They will complete the billing configuration in AWARDS including entering in all payers, procedures, rates, etc.
-
As billing is being configured, if the billing lead becomes aware of a need to change documentation requirements, they will communicate those needs to the implementation team.
-
They will create test claim files to ensure all of the billing configuration is set up accurately.
-
As billing needs change, the agency's implementation team will ensure that the billing lead has the information that they need in order to maintain accurate billing rules in the BillingBuilder.
Note: We highly recommend that an agency program lead and an agency implementation lead partner with the billing lead when procedures are being configured (typically the third call) to make sure that the configuration is done correctly.