Project Overview

The Rounding Party is a recurring clinical engagement initiative designed to strengthen relationships between support and clinical end users across the organization. The initiative creates opportunities for team members to visit clinical locations, connect directly with staff, answer questions, gather feedback, and provide support for everyday EMR workflows.

Through scheduled visits to different clinics twice monthly, the initiative promotes open communication, encourages user engagement, identifies opportunities for improvement, and reinforces the availability of EMR support resources.

Project Objective

Establish a consistent, approachable, and proactive engagement process that connects EMR support professionals with clinical end users.

Primary objectives included:

Strengthen relationships between clinical staff and support teams.
Create opportunities for direct feedback and open communication.
Identify workflow challenges and opportunities for improvement.
Address questions and provide guidance on daily EMR workflows.
Increase awareness of available support resources.
Promote continuous improvement through recurring clinical engagement.

Project Scope

In Scope

Coordinating recurring clinic engagement visits.
Engaging clinical staff and end users.
Gathering feedback, questions, and workflow concerns.
Providing on-site workflow guidance and support.
Identifying issues requiring additional follow-up.
Maintaining communication and tracking engagement activities.
Establishing a repeatable process for future clinic visits.

Out of Scope

Making independent changes to EMR system configuration.
Replacing established technical support or escalation processes.
Implementing clinical workflow changes without appropriate stakeholder review and approval.

Key Stakeholders

Principal Trainers and support professionals.
Clinical end users and frontline staff.
Clinic managers and operational leadership.
Nursing and interdisciplinary clinical teams.
Clinical informatics and application support partners.
Organizational leadership and project stakeholders.

Project Approach & Execution

The initiative uses a recurring engagement model with clinic visits scheduled twice monthly.

Key activities include:

Planning & Coordination: Identify participating clinic locations and coordinate recurring visits.
Stakeholder Engagement: Connect directly with clinical staff and establish open communication.
Feedback Collection: Listen to end-user experiences, questions, concerns, and suggestions.
Workflow Support: Provide guidance and assistance with everyday workflows.
Issue Identification: Recognize recurring questions, workflow challenges, and potential improvement opportunities.
Follow-Up & Tracking: Document engagement activities and identify items requiring additional attention.
Continuous Engagement: Maintain a consistent presence and reinforce the availability of support resources.

Project Deliverables

Recurring clinic rounding schedule.
Clinic engagement and visit tracking.
Centralized communication and follow-up log.
Dashboard for monitoring clinic engagement.
Documentation of feedback and identified opportunities.
Repeatable clinic rounding process.

Project Management Elements

Project Planning: Established a recurring engagement structure and visit cadence.

Stakeholder Management: Facilitated direct communication between support professionals and clinical end users.

Communications Management: Created opportunities for two-way communication and feedback.

Risk & Issue Identification: Identified workflow concerns and questions requiring additional review or escalation.

Monitoring & Tracking: Supported consistent documentation of clinic visits, communication, and upcoming engagement activities.

Continuous Improvement: Used recurring interactions to identify opportunities to strengthen EMR adoption and the end-user experience.

Intended Business Impact

The initiative was designed to:

Strengthen communication between clinical operations and technology support.
Improve awareness and accessibility of support resources.
Identify workflow challenges closer to the point of care.
Encourage end-user participation in continuous improvement.
Build stronger working relationships across departments.
Support effective technology adoption and user confidence.

Key Skills Demonstrated

Project Coordination
Stakeholder Engagement
Cross-Functional Collaboration
Communications Management
Operational Support
Workflow Analysis
Issue Identification & Tracking
Process Development
Continuous Improvement
Change Management

Project Takeaway

Successful technology adoption extends beyond implementation and initial training. Sustained engagement, active listening, accessible support, and collaboration with end users are essential to maintaining effective workflows and driving continuous improvement.