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During decision making process invite key staff members from cross functional departments to bring questions and attend the product demo’s.
Readiness Checklist
Implementation Strategy:
Identify key outcomes that will define what a successful implementation looks like
Be prepared to share any unique scenarios with your organization that may impact implementation
Create a matrix of staff by job title and job responsibilities to aide in the creation of roles and permission with Rethink
For example: RBT, Lead RBT, Student Analyst, BCBA, Senior BCBA, etc.
Create a plan to communicate to your staff about the transition to using Rethink and get buy in
Plan for stopping existing system: Overlap? Hard Stop Date?
Set realistic timelines to roll out the new software
Identify Internal Implementation Team Members
Implementation team members should have knowledge across departmental areas: Finance/Payroll, Compliance, HR, Clinical, billing
Based on size of organization, assign a Project Manager to oversee the implementation of multiple products or identify internal content area experts that will field all staff questions and reach out to communicate with Rethink’s Implementation Specialists
Identify Rethink Team Members
Review the Rethink technical specification requirements prior to purchasing new devices
Clinical Specific Implementation Best Practice | Practice Management Specific Implementation Best Practice |
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Identify if staff will be entering programs in addition to their normal job responsibilities or if they will be given additional time, if so how much? Create a plan for stopping previous data collection system. Will this be a hard stop date How will data be saved and pulled for sequential authorization and data analysis? Have information from Funders on what is required in a Treatment Plan to be able to build and customize your report templates Have your “content area expert” guide staff to Rethink’s Self-Help Center Have content area experts regularly solicit questions from staff regarding clinical features If questions cannot be answered by content area expert or Self-Help Center, content area expert(s) reach out to your Implementation Manager
| Designate a System Administrator that will become the company’s Rethink Expert Identify key members of your company’s implementation team that have knowledge and can make decisions on set up components specific to: Funder Contract Requirements which include Session note requirements Funder Billing Codes, Funder Rules, Rates Client Policy and Authorization Data Billing Reporting Needs Payroll Reporting Needs Scheduling Specific Set Up Needs such as Role and Permissions as well as other settings that will be geared toward your business operational needs
Identify Billing/Funder Set Up ‘expert’ who knows: Your service lines/specialty of services needed for reporting Your billing codes, rates & funder billing rules
Identify Staff HR/Payroll ‘expert’ who knows: Identify Client Set Up ‘expert’ who knows: Client general demographic information, availability, client policy information, diagnosis, and authorization needs
Rethink’s Practice Management Implementation process includes an Account Set Up Call, Company Set Up Call, Staff and Client Set Up Call, and an Optional Q&A (We have Self-Guided Modules in place of these calls, if desired) Rethink uses Zoom for all customer meetings Need to be able to log into Zoom calls, have adequate microphone & speaker for these calls, and be able to share their screen, if needed
All Key implementation Team Members should plan to attend the appropriate calls The Provider’s Implementation team members should plan to block time and resources until the system is set up and ready for use
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