Section 2.14 Plan
Rollout Strategies
Organizations might roll out clinical information system applications in a number of ways. This tool
describes how an application may be rolled out in multiple locations, as well as ways to transition
individual users.
Time needed: 4 hours
Suggested other tools: Section 2.4 Visioning, Goal Setting, and Strategic Planning, Section 4.8
Change Control
How to Use
1. Review the different strategies and decide which apply to the application you are
implementing. Different strategies may apply to different electronic health record (EHR) and
health information exchange (HIE) applications.
2. Plan the rollout when you are planning for the implementation, because many users get very
concerned about when and how a new application will be rolled out.
3. Recognize that turnover and roll out strategy differs from the chart conversion/pre-load
strategy (see Section 2 .13 Chart Conversion and Pre-Load Planning), which describes how
previous records will be used with/integrated into a new EHR.
Turnover Strategy
Turnover strategy refers to how one an application will be implemented throughout multiple
locations.
Type of Turnover
Straight turnover
 One or more applications are
implemented and paper processes
cease upon or shortly after go live
for that application
Parallel processing
 An application is implemented, and
 Paper processes continue until
system works as planned
Section 2 Plan—Rollout Strategies - 1
Consider Using if Organization is:
 Large and small organizations that are
relatively new to computerization
 Suitable for clinical applications where
duplicate (paper and electronic) processing is
subject to error and too time-consuming
 Small organization new to computerization
 Implementing a product new to market
 Implementing a patient accounting or other
system where there is a need to compare
results between old and new system
 Generally not suitable to clinical systems
where duplicate (paper and electronic)
processing is subject to error and too timeconsuming
Phased turnover
□ Application of straight turnover or
parallel processing (generally with
only one or a few applications) to
one or a few organizational units at a
time
Big bang turnover
□
Implementing all applications in a
straight turnover mode to all
organizational units at one time
 Multi-facility
 Multi-departmental facility with disparate
systems
□
□
Organization experienced with
computerization
Limited scope of applications
Copyright © 2014, Margret\A Consulting, LLC. Used with permission of author
Rollout Strategy
Irrespective of the turnover strategy, you may need to transition individual users from using paper,
through various stages of using any given application, and ultimately to full adoption of all
components of the new information system application. Various strategies, which are not mutually
exclusive, may be used for transitioning. These strategies are not mutually exclusive:



Retrieve data. If the system is set up so you can have users retrieve information from it prior
to them being expected to enter data, this can help users who are new to computers reinforce
their newly learned computer skills and become interested in using the system for other
purposes. This may apply to retrieving documents that have been electronically fed or
scanned into the system, such as referral documents. It may be feasible to do this for two or
three months while the rest of the system is being customized for the organization. This may
also apply if implementing both EHR and HIE—where data are retrieved through the HIE as
a first step.
Enter limited data. If the EHR application includes several modules, you may want to have
new users enter data into only one module initially. This module should be as stand-alone as
possible, where absence of other data won’t be a burden or pose a safety risk. It should have
as few differences from the paper as possible (e.g., already using a flow sheet) and
demonstrate value for the staff (e.g., provided reminders).
More sophisticated data retrieval and entry. The final phase is to have staff enter all other
data, including where a template must be followed that may branch to alternative screens, or
where narrative notes must accompany some of the structured data entry. This might also
include receiving data pushed from an HIE that the user must take action upon when
received.
Copyright © 2013
Section 2 Plan—Rollout Strategies - 2
Updated 3-12-14