How to Incorporate User Feedback into Epic Training Programs

Why User Feedback Matters

User feedback is extremely important because it showcases direct insights into what’s working in the training and what’s not. It helps tailor the content to meet the actual needs of the learners to ensure they get the most out of the training. Additionally, when users feel heard, they’re more likely to be engaged and stay motivated to successfully complete the training. There are multiple ways of collecting feedback which we’ll describe below. Each one can be used according to what is conducive to your processes.

Surveys and Questionnaires

Surveys are the most straightforward way of obtaining feedback. Tools like Google Forms, SurveyMonkey, or Typeform can be used to create surveys that ask about different aspects of the training. Make sure your questions are clear, concise, and offer both quantitative and qualitative options.

Quantitative questions are designed to gather measurable data. They might use scales, ratings, multiple choice questions, or yes/no answers. The responses can then be broken down and analyzed for further decision making. Quantitative data can easily be measured or counted and is typically easier to collect from larger pools of survey participants.

Qualitative questions are open-ended and designed to gather descriptive feedback. These questions allow respondents to express their thoughts, opinions, and suggestions, providing deeper insights into their experiences. Data gathered from qualitative questions is not easily represented by numbers and is time-intensive to collect and interpret.

Focus Groups

Bringing together a group of users to discuss the training program can provide deep insights. These sessions allow for more detailed feedback and can uncover nuances that surveys might miss. Successful focus groups should take on a specific structure that makes it conducive for open dialogue. Facilitators should guide the discussion in an open, relaxed atmosphere to best gather high quality results and actionable feedback.

Feedback Forms

Simple feedback forms at the end of each training module can be highly effective. Ask users to rate their experience and provide comments on what they found useful or challenging. Multiple choice forms tend to yield better response rates as opposed to open-ended questions.

Interviews

One-on-one interviews with a few users can give you detailed and personalized feedback. These can be particularly useful for understanding specific pain points and areas for improvement.

Analyzing Feedback: Making Sense of Data

Once you’ve gathered the feedback, it’s time to analyze it. This step is crucial for identifying trends and areas that need attention.

Categorize Responses

Sort feedback into categories such as clarity, engagement, technical issues, and the pace in which the material is presented. This helps in pinpointing specific areas that need improvement.

Look for Patterns

Identify common themes or recurring issues. If multiple users mention the same problem, it’s likely an area that needs not only your focus but also possible adjustments.

Quantitative vs. Qualitative

Balance numerical ratings with qualitative comments. Numbers can give you an overall sense of how the program is performing, while comments provide context and details.

Implementing Changes: From Feedback to Action

Feedback without action means nothing. Taking action is where the magic happens. Here’s how to effectively integrate user suggestions into your training programs:

Prioritize Changes

Not all feedback can be implemented immediately. Prioritize changes based on the impact they’ll have on the user experience. Start with the most critical issues that highlight significant problems affecting the learning experience or that may have a direct impact on applying training materials. Once you’ve tackled these changes, move on to moderate and minor concerns and create an implementation plan.

Iterative Improvements

Make incremental changes rather than overhauling the entire program at once. This allows you to test the effectiveness of each change and adjust as needed.

Communicate with End-Users

Let your users know that their feedback has been heard and acted upon. This builds trust and encourages ongoing participation in future feedback opportunities.

Pilot Testing

Before rolling out major changes, conduct pilot tests with a small group of users. This helps ensure that the changes are effective and well-received. These pilot tests should include refined objective, plan, and analysis phases.

Best Practices for Continuous Improvement

To keep your training programs fresh and effective, adopt a culture of continuous improvement. Doing so will enhance knowledge retention and lead to successful program completion.

Regular Feedback Cycles

Establish regular intervals for gathering and analyzing feedback. This keeps the program dynamic and responsive to user needs.

Engage with Users

Maintain an open line of communication with your users. Regularly check in to see how they’re finding the training and if there are any new issues or suggestions.

Stay Updated with Trends

Keep an eye on industry trends and best practices. Incorporating new techniques and technologies can keep your training program relevant and engaging.

Real-Life Success Stories

Incorporating user feedback has allowed several organizations to significantly enhance their training programs. One emerging trend is the integration of gamification elements. For example, Mercy Medical Center in Baltimore, MD successfully implemented gamification into their nursing training program.

"[In our virtual reality training], clinicians can...go through code simulations and really have a chance to perfect their skills without being in [an] urgent patient situation…They're getting an opportunity [to practice] where they're not affecting a real patient's life, but yet it feels very real."

-Susan Finlayson, DNP, RN, Senior Vice President of Operations for Mercy Medical Center
(Quote edited for clarity) 

This demonstrates how user input can improve both program effectiveness and engagement. 

FAQs

Q: How often should I gather user feedback? It’s best to gather feedback regularly, such as after each training module or quarterly for longer programs.

Q: What if the feedback is overwhelmingly negative? View negative feedback as an opportunity for growth. Prioritize the most critical issues and communicate openly with users about the steps you’re taking to address their concerns.

Q: How do I encourage users to provide honest feedback? Ensure anonymity in surveys and create a culture where feedback is valued and acted upon. Users are more likely to provide honest feedback if they see it leads to tangible improvements.

Incorporating user feedback into your training programs isn’t just a “nice-to-have," it’s essential for creating effective and engaging learning experiences. By actively seeking, analyzing, and implementing feedback, you can ensure your training programs are always improving and meeting the needs of your users.

Enhance Epic Training with CTG

CTG’s Epic Training and Activation Solutions provide comprehensive support for healthcare organizations transitioning to Epic EHR systems. They offer end-to-end services including go-live readiness, end-user training, workflow optimization, and continuous support. With over 1,000 successful activations across the U.S., CTG’s experienced team of more than 14,000 experienced professionals allows for flexible delivery models and proven best practices to ensure a smooth transition.

Training and activation services include:

• Program strategy
• Training services
• Activation readiness
• Concierge services
• Activation support services
• End-to-end logistics

All are designed to enhance user adoption and minimize disruptions to patient care. For more details, visit the CTG Epic Training and Activation Solutions page, access the VCU Health Partners with CTG for Successful Epic Go-Live case study, or contact the CTG team.

contact the CTG Team