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What to Expect During Your VoiceOver PRO Implementation

What to Expect During Your VoiceOver PRO Implementation

Whether you're transitioning to VoiceOver PRO for the first time or migrating to a hosted environment, Voicebrook is committed to making the implementation journey smooth, structured, and efficient. Every Voicebrook implementation follows a well-defined five-phase process to ensure successful product deployment and user satisfaction.

Wondering what your lab can expect? Let's break down each of these critical phases in the implementation of VoiceOver PRO.Implementation Phases

Phase 1: Project Kickoff (3 weeks)

The journey begins with setting up a strong foundation for the project. This phase focuses on creating a collaborative atmosphere where both Voicebrook and the client understand the project's roadmap. Here's what you can expect:

  • Kickoff Call: A 1-2 hour meeting with representatives from both Voicebrook and the client. This call sets expectations, establishes project milestones, and lays out the timeline for the entire implementation.
  • Task Setup: Key tasks and milestones are documented, including consultation scheduling and verification of IT hardware/software requirements.
  • Project Cadence: A routine for status updates and communication is established to ensure transparency and progress tracking throughout the implementation.

Phase 2: Build (8 weeks)

The Build phase is where the solution begins to take shape. It includes gathering feedback from users and configuring VoiceOver PRO according to the specific workflows of the lab:

  • Consultation Visit: This can be either remote or onsite, where Voicebrook Solution Architects assess the site’s workflows and make tailored recommendations. They also begin the technical setup of the software.
  • User Champions: Key users are selected to act as User Champions, who will help test the system and provide valuable feedback. They will work closely with the implementation team to ensure the software is configured properly.
  • Template Customization: The technical team starts building and iteratively testing the system’s templates based on client-specific needs. These templates standardize reporting and ensure consistency in documentation.
  • Testing & Sign Off: As users begin interacting with the system, their feedback is incorporated into iterative builds until the solution is fine-tuned. Once both teams agree that the setup is complete, a “Scope Sign Off” document is signed, allowing the project to move to the next phase.

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Phase 3: User Acceptance Training (3 weeks)

User Acceptance Training (UAT) is a crucial step in preparing the system and the team for go-live. During this phase, selected users put the system through its paces, ensuring everything is ready for full deployment:

  • Transition to Live Environment: The system is migrated to the live environment, and the User Champions receive in-depth training to begin testing real cases.
  • Hardware Setup & Testing: Voicebrook’s Lead Implementation Specialist ensures that all hardware components (e.g., microphones, pedals) are installed and functioning properly across all user stations.
  • User Training: Training sessions are conducted for key users, emphasizing practical case testing to ensure everyone is comfortable with the new system. Feedback from these sessions is addressed promptly.
  • Final Preparations for Go-Live: Based on testing feedback, any necessary changes are made, and a final review of all workflows and processes is conducted before moving to the next phase.

Phase 4: Go-Live (3 weeks)

The Go-Live phase marks the official launch of VoiceOver PRO. During this phase, all users are trained, and the system is fully operational.

  • Group and Individual Training: Users receive group and one-on-one training to ensure they are proficient in using VoiceOver PRO. These sessions include detailed workflows and resources, such as Quick Command Guides.
  • Ongoing Support: Post-Go-Live support is provided for 1-2 weeks to address any immediate issues and ensure users are comfortable with the system. Daily check-ins with the Voicebrook team ensure any concerns are resolved quickly.
  • Project Manager Oversight: The project manager remains involved throughout the Go-Live period, overseeing the smooth transition and ensuring that communication between all parties is seamless.

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Phase 5: Project Closure (3 weeks)

Once the system is live and functioning smoothly, the project enters its final phase:

  • Transition to Client Support: Voicebrook’s Client Engagement and Support teams take over, ensuring the client has the resources needed for ongoing success. Any final follow-ups or additional training requests are handled during this period.
  • Closure Meeting: A project closure meeting is held to review the entire project, ensuring all objectives were met and summarizing lessons learned. This meeting marks the official transition from the implementation phase to long-term support.
  • Post-Project Survey: Clients are encouraged to provide feedback on the project through a post-project survey. This helps Voicebrook continue improving its services and products for future clients.

Conclusion

Voicebrook’s five-phase approach to VoiceOver PRO implementation is designed to ensure a smooth transition, from the initial kickoff to post-Go-Live support. Each phase builds on the last, guiding clients through a structured process that ensures success, accuracy, and full system adoption. At the end of the process, Voicebrook clients are empowered with a fully functioning system tailored to their specific needs, backed by a supportive team ready to assist whenever necessary.

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Want to learn more about VoiceOver PRO and our dedication to excellent service?

Contact us to schedule a demo today!

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