Training

Training is vital to a successful migration to a new system. It's important anyone impacted by the change receives relevant training. This could include more than just practice staff. 

Training should be planned at least 6 weeks prior to any go live date. This will include:

• business change
• training plans
• training needs analysis
• delivery approach

You need to ensure the relevant training environment is available which could include:

• eLearning
• remote training
• supplier led training
• IT provider training team

Training needs analysis will identify those affected by this change of system. They may require training in the new system, and/or new ways of working (business processes). The people, teams or organisations who might be involved include: 

• IT provider (formerly commissioning support units (CSUs))
• IT service desk support staff
• local system training teams
• management information teams for reporting
• patient participation groups (patient facing services)
• practice staff
• primary care network
• supplier
• wider ecosystem e.g. community, palliative and out of hours services

All suppliers must meet a minimum standard for the training they provide.   Details of these standards can be found  in the training section of Digital Services for Integrated Care capabilities (DSIC).
 
This involves providing a training environment that uses a dummy patient database. It should be designed to closely replicate the live environment whenever possible.   This should not be used for data checking or with live patient data.

It's important to document your current ways of working. They will help shape your future processes using your new GP system. They will also help identify other organisations that will be impacted by a change of GP system. 

Your supplier may already have generic future state processes. These could be:

• adapted for how you and your practice will use the new system
• incorporated into your end user training
• used to create new standard operating procedures

More information on these activities is available in the following chapters :

• digital adoption
• business change

The supplier is likely to provide training in a range of formats, including:

• train the trainer
• super user
• end user sessions

Delivery methods may comprise of:

• face to face
• remote sessions
• interactive eLearning
• video resources

Some of these delivery options may result in additional charges. It is important to confirm this with your supplier. 

Your locally commissioned IT provider might also offer:

• training for new clinical systems
• business change support

There may be extra costs for these services if they are not included in your existing contract. 

It is strongly recommended that all end user training takes place at least 6 weeks before your go live date. Your local training teams might also need train the trainer sessions. These will need to be included in your training and implementation plan. You need to allow sufficient time for them to become familiar with the new system. This is especially important if they are supporting business change activities.

Practices should have access to eLearning materials through one of the following:

• a learning management system
• training environment provided by your supplier

Requests for extra training from the supplier or local IT provider may incur extra costs. These will need to be covered by the practice or integrated care board (ICB).

Ensure plenty of time is scheduled for train the trainer (TTT) if required, allowing trainers time to:

• learn the new system
• create a training package

Do you require super user training? This is not the same as TTT.  It is for staff who will be there to support and/or maintain your system, not to deliver training. They might include:

• practice staff to provide on hand support to colleagues
• management information teams for reporting 
• service desk support staff
• project team

How is the training going to be delivered? There may be no need for training rooms or additional hardware if it's done:

• remotely
• using videos
• eLearning

Ensure your staff are engaged, informed and available for training.

Allow staff time to play and learn the system in their own way and time. Everyone is different and has different learning styles and needs.