When we think of the new year approaching, many of us think about change. We might start to think, "How can I make this year even better?" We are doing the same thing here at Voicebrook. We have been looking at our client needs over the past year and we have realized that A LOT of you have had new users. These users might be PAs, Pathologists, or Residents. They might be with you for a few weeks or a few years, but the process to get them set up to be productive in your facility always seems to be the same. We have spoken with many of our clients about what it takes to get someone up and running when they start. The following are just a sample of what needs to occur:
- Obtaining an ID Card
- Learning one’s way around the facility
- Login access to the computers
- User access to the AP system
- Setting up a VoiceOver user profile
- Setting up email
- Training on the AP system
- Training on VoiceOver
- Training on your department’s way of doing things
This list could go on and on. The moral of the story is, it’s not easy on anyone. The new users may not have had the exposure to your AP system (or sometimes any AP system). They may have never even been to your facility outside of their interview. They may not know where the bathroom is, let alone how to accession a specimen. Then you, as the administrator, have to make sure they get to where they need to be and help them appear like they know what they’re doing. Now we know we can’t help with everything, but here are eight steps that will help make your VoiceOver training more seamless:
1. Once you have the User's name, who they are replacing, and their start date, send it to us with a request for training.
TIP: Our calendar can fill up fast, so book an appointment as early as possible.
2. Inspect your microphone and foot pedal hardware.
TIP: Something may be lost or damaged from the previous user; it helps to make sure there is sufficient equipment prior to scheduling training times. If you need a warranty replacement or to order additional hardware, NOW is the time.
3. When the user is given a login for their computer system, make sure he/she has network access to the Voicebrook share at your location.
TIP: Without access to the Voicebrook share, we will be unable to conduct the training.
4. Ensure the user has access to the AP system and knows how to login.
TIP: You'll want to test that the user has permission to edit reports, and not just view.
5. Make sure the user has accessioned cases to practice on during training. These can be live or test.
6. Before the scheduled session, confirm the training time with the user.
TIP: We will remind you 1 business day before the scheduled training session. Make sure the reminder information is shared with the user.
7. Provide workflow documentation and training manuals to the user prior to training.
TIP: There is no need to contact us for materials. We will send electronic copies of all documentation when we send the training session reminder.
8. For remote training, set the user up at a workstation near a phone so that he/she can be on the phone and working on the PC at the same time.
At the end of the day we are here to help. We want to do everything we can to make this process easy on you and your new user. Please let us know if you have any questions.
If you already know that you need additional training sessions, get started now!