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Digital MBC Implementation Toolkit

30-Day Transition Guide

Pre-Implementation Checklist

  • ☐Document Current Workflow: Map assessment distribution to storage, identify bottlenecks
  • ☐Establish Baseline Metrics: Completion rates, review time, admin hours, paper costs
  • ☐Assemble Team: Executive Sponsor, Clinical Champion, IT Lead, Training Coordinator
  • ☐Review Security: Verify HIPAA compliance, encryption, audit trails, access controls
  • ☐Select Pilot Team: 2–3 tech-comfortable clinicians, include one skeptic

30-Day Implementation Timeline

W1 System Configuration

  • Configure 40+ assessments
  • Set up user accounts/permissions
  • Customize workflows
  • Prepare training materials
  • Train pilot team (2-3 hrs)
  • All staff overview (30-60 min)

W2 Pilot Testing

  • Pilot team tests with clients
  • Run digital + paper in parallel
  • Daily 15-min check-ins
  • Document issues/adjustments
  • Refine configurations
  • Update training materials

W3 Full Deployment

  • All clinicians begin using platform
  • Maintain paper backup (first week)
  • Real-time support available
  • Daily team updates
  • Celebrate early wins
  • Address concerns immediately

W4 Optimization

  • Eliminate paper processes
  • Fine-tune workflows from data
  • Advanced feature training
  • Compare metrics to baseline
  • Document time/cost savings
  • Plan continuous improvement

Post-Go-Live: Continuous Improvement

30-Day Review

  • Team retrospective
  • Review metrics vs goals
  • Identify pain points

Ongoing Training

  • Monthly tips sessions
  • New hire onboarding
  • Peer mentorship

Quarterly Review

  • Platform analytics
  • Satisfaction surveys
  • New features/updates

Key Resources

Communications

Training

  • Quick-start guides
  • Video tutorials
  • FAQ document
  • Best practices

Change Management

  • Stakeholder matrix
  • Resistance responses
  • Champion recruitment
  • Adoption tracking

Measurement

  • Baseline metrics sheet
  • Time savings calculator
  • ROI tracking
  • Satisfaction surveys

Common Pitfalls & Solutions

Skipping pilot phase:Always test with small group first to reveal workflow issues.
Insufficient training:Allocate dedicated hands-on practice time, not just demos.
Ignoring resistance:Address concerns immediately with 1:1 sessions for skeptics.
No baseline metrics:Document current performance to measure improvement.
"Set and forget":Plan ongoing optimization—first config is rarely perfect.

Need Additional Support?

HiBoop provides dedicated implementation support throughout your transition journey.

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