In this episode of Time Out for Anesthesia, John Lutes (VP Operations, Graphium Health) discusses —at a high level— the five main areas of a Graphium Health onboarding that are covered in a typical kickoff call:
Hi, my name is John Lutes, and I'm the Vice President of Operations here at Graphium Health. Today, I'd like to take you through a high-level overview of our onboarding process. After a contract is signed a member of our onboarding team will be in touch with you to identify the key stakeholders at your organization and to set up a kickoff call. These key stakeholders are gonna be the primary POC, whoever the Graphium Champion is at your location, a clinical POC, usually a technical POC it might be even a billing POC, all depending on what we're trying to accomplish during the onboarding, on the kick-off call, we're gonna cover five main areas of the Graphium Health onboarding, one is the client information section, form development, integration needs, site prep and training. In the client information section, we're gonna go through the naming convention of your organization and facility, make sure that a BAA and any other agreements are in place, a registry of your providers, surgeons, locations, anything that we need to load into the system.
We're also gonna make sure that you guys are signed up to the Graphium Health Status for any upcoming maintenances or any possible outages, we're also gonna go through and make sure that our people are up-to-date on any kind of needs that your facility has for people or vendors to be on-site with you. The form development section is really gonna be to identify the clinical POCs, who all we need to talk to, who we need to review, what forms you need, whether that's general, short, OB, charge capture.
And who needs to be in place to have a separate call with usually our Chief Medical Officer, so we can review all the forms in-depth and what the needs are of the workflow at your facility. It can be done on this call sometimes, but it makes this call a little bit longer, it just kind of depends on how we set everything up. In the integration portion of the call, we're gonna go through the needs of this onboarding, whether or not that is the ADT feed, if there's an ORU push back into the system. We're gonna review the Graphium Integration Client. This is the piece of software that we use to get the ADT feed. Whether or not there's gonna be a billing integration, also a vitals integration, we'll cover a lot of this during the kick-off call, at least the needs and expectations, a lot of the time this will break out into a separate call as well. In the site prep area of the kick-off-call, we're gonna go through hardware needs, whether or not that's iPads, pencils, cases, storage cabinets, you might even want printers, we can talk through all best practices that we've seen.
If you're doing vitals integration, we're gonna talk through that process, the site survey, and how that is all delivered and implemented at your site. Probably most importantly, though, we really wanna make sure that we have a really good internet connectivity at the site, not just WiFi, but actual internet connectivity, that is crucial for the Graphium System to work out very successfully.
In the last section, we talk over the training plan. We will typically have a Train the Trainer session once we have the integration done, the iPads in their hands, the forms loaded, we wanna have this with our Chief Medical Officer or somebody with clinical knowledge in our company, and you know, five of your more proficient users, some people that are gonna be really kind of absorbed like what was trying to be accomplished with the forms and really can help train their colleagues when they get on the site. We're gonna talk over the actual go live date when people are gonna be on site again, if that's needed. If we are on-site, it's typically a Tuesday and a Wednesday in the week, so there's travel days on the other side. And again, depending on the size of the group that we're working with, that can be shorter or longer. Just whatever is needed. After all of this is done and the training is completed, the onsite go-live is done, you are live, you're done.
You're off and running. You will... We'll be in constant contact with you guys, of course, if you need any support issues, we'll hand you off to our support team, and typically about two or three weeks after the go-live, we will have a Post-Go Live Meeting, usually to talk about anything with the forms that are being used, a lot of the times we'll talk over new templates that can be used by the system, but it's really just to check in to see how everything's going and see if there's anything we can do to help.
I hope this overview helped to give at least a broad idea of what we accomplish during an onboarding, obviously, there's a lot more to everything that we can deliver and help your group with, but if this was a help at all, we'd certainly like to know. And we would love to work with you.