8 Things You Can Do to Ensure a Smooth Rollout of a New Credentialing Solution

Working in Medical Staff Services requires flexibility, attention to detail, and the ability to continue learning and evolving. The list of your responsibilities is ever-changing, which means implementing software that helps you achieve your goals is essential. Every health system or hospital will have a different set of needs, but the one constant is the need for timeliness and efficiency, while facilitating growth. Automation is key to making all those things possible.

The software you have now may be sunsetting, you might be in the middle of a system transition, or, you could be looking for a more comprehensive tool that offers more automation and integration opportunities. Whatever the reason you’re preparing to implement a new credentialing solution, here are VerityStream’s recommendations for getting the job done right.

#1 Always Start with Prebuilt Content

Take the time to review what prebuilt content already exists in a credentialing solution before creating any new content yourself. Some solutions, like CredentialStream, offer a variety of forms and reports ‘out of the box’ that you can leverage on day one, saving you time and energy. CredentialStream’s vContent offers prebuilt standard initial and reappointment applications that you can access, customize, and deploy. These come with predefined help text, a summary document that can be signed at the end, and supplements that will help collect the most common required documents. As of this writing, the library contains state-specific application bundles for 15 different states, and there are six more to come.

#2 Utilize Workflow Functionality

CredentialStream has various workflows in place to assist with initial appointments, reappointments, provider name changes, and onboarding providers to name a few. These workflows serve somewhat like an electronic checklist, but offer more flexibility as you are able to pull information directly from a specific workflow to share data, create reports, and collaborate in more efficient ways.

When leveraging CredentialStream’s workflows, data will feed into an insight which will enable you to measure your performance. There are several workflows that have been embedded into different process types, like initial appointment or reappointment, that trigger an insight. A credentialing insight is calculated using both the process type and the selected workflow line item, which is why proper use of workflows is crucial. These insights can help you determine key metrics like application turnaround time.

#3 Take Advantage of Prebuilt Dashboards

At this time, vContent has 18 different dashboard visuals available for download. These dashboards provide access to a variety of graph types that can all be configured and adjusted based on your needs. Once you’re comfortable with your dashboards, we recommend sharing them externally with your favorite providers and using their feedback to test and revise them till they are functioning just as needed.

#4 Streamline, Consolidate, and Eliminate Duplicates

Using prebuilt content, workflows and dashboards is the first step in setting up your software, but attention to detail and consolidation is what will ensure things run smoothly. Performing a careful audit of all applications and forms will help you eliminate duplicates to ensure you never request the same information twice.

#5 Reduce or Eliminate Wet Signatures

A thorough review of all documents for consolidation purposes will also help in reducing or eliminating the need for wet signatures. As we’ve learned over the past two years, there are very few documents in today’s world that require a wet signature. We recommend having attestation pages, instead of a wet signature requirement whenever possible.

#6 Keep It Simple

The good news is that simplicity goes hand in hand with the use of prebuilt content. In CredentialStream, all prebuilt content comes with predefined help text that you can edit and adjust to assist your providers and avoid them coming back to you with questions. However, be sure to keep your additions simple and short; explanations that are too long and wordy will likely not be read, defeating the whole purpose! This also applies to workflows - avoid having huge laundry lists for every step. When creating workflows, be sure to plan for the different triggers and the automation you want to activate based on any line item since insights feed off of workflow process types and line items.

#7 Test, Test, and Test

The best way to ensure your software is working the way you need it to is by testing it often and thoroughly. Once you’ve organized the content to your meet your needs, introduce the solution to your own department and test everything. Pretend you're a provider and fill out the form yourself, then tweak as needed. It may also be worthwhile to involve any locum you work with in your testing, as they will have a credentialing specialist available who can assist and further ensure everything is on track.

#8 Refine Over Time

As is the case with most worthwhile endeavors, it’s important to keep updating and refining what you have as time passes, especially when it involves applications. Be sure to ask for feedback from your providers and to address that feedback in a timely manner. Once you have a strong base established, going back in to make necessary adjustments will be easy, and will ensure you always have the most up-to-date functionality.