Beginner’s Guide: Training and Onboarding Staff for New EMR Systems in Urgent Care

Beginner’s Guide: Training and Onboarding Staff for New EMR Systems in Urgent Care


Implementing a new electronic medical records (EMR) system in an urgent care facility can be a game-changer for efficiency and patient care. However, it’s crucial to invest time and effort into training and onboard staff to ensure a smooth transition. In this beginner’s guide, we will explore the best practices for training and onboarding staff for new EMR systems in urgent care.

Why is Training Important?

1. Ensuring System Proficiency

One of the primary reasons why training is crucial is to ensure staff develop proficiency in using the new EMR system. By investing in comprehensive training programs, urgent care facilities can avoid costly errors and frustrations caused by users struggling with the new system.

2. Enhancing Workflow Efficiency

Efficient documentation is essential in urgent care settings. Properly trained staff in using the new EMR system can navigate through patient records, input data accurately, and retrieve information quickly. This streamlined workflow results in improved patient care and satisfaction.

3. Minimizing Errors and Risks

In urgent care, it’s vital to minimize errors and risks associated with patient care. Training staff in proper data entry, documentation, and system usage reduces the chances of mistakes and ensures compliance with industry regulations.

Best Practices for Training and Onboarding Staff

1. Develop a Comprehensive Training Plan

Before rolling out the new EMR system, create a detailed training plan that outlines specific topics, modules, and timelines. This plan should cover each aspect of the system, including patient registration, documentation, prescription management, lab orders, and more.

2. Utilize Hands-On Training

Hands-on training is the most effective method to teach staff how to use a new EMR system. Provide realistic scenarios and case studies where employees can practice using the system in a simulated environment. This approach allows staff to gain confidence and proficiency before using the system with real patients.

3. Offer Ongoing Support

After the initial training, offer continuous support to the staff. This can include designated trainers or super-users who can assist colleagues when they encounter difficulties or have questions. Providing ongoing support ensures that staff feel supported and can confidently use the new EMR system.

4. Conduct Regular Assessments

Regular assessments are essential to evaluate staff proficiency and identify any gaps in knowledge. These assessments can be in the form of quizzes, simulations, or role-playing exercises. Based on the results, additional training sessions can be arranged to address specific areas of improvement.

Frequently Asked Questions (FAQs)

Q: How long does it typically take to train staff on a new EMR system?

Training duration can vary depending on the complexity of the EMR system and the staff’s familiarity with similar systems. However, on average, organizations allocate 1-2 weeks for training sessions and an additional few weeks for hands-on practice and user support.

Q: What if some staff members are resistant to change?

Resistance to change is normal, especially when implementing new technologies. It’s crucial to address concerns and provide explanations on how the new EMR system benefits both staff and patients. Engage staff early in the decision-making process and involve them in system customization to increase their buy-in.

Q: Are there any online resources or vendor-provided training materials available?

Yes, most EMR system vendors provide comprehensive training materials, such as video tutorials, user manuals, and FAQs. Additionally, many online resources offer EMR system training courses and webinars. Utilizing these resources can supplement your in-house training programs.


Training and onboarding staff for new EMR systems in urgent care facilities is key to a successful implementation. By investing in comprehensive training programs, utilizing hands-on learning, providing ongoing support, and conducting regular assessments, urgent care facilities can ensure staff proficiency and streamline their workflows. Remember, it’s a continuous process, and staying up-to-date with the latest training materials and resources is essential for long-term success.

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