NovoPath LIS Implementation is designed to ensure a seamless and efficient transition to a new Laboratory Information System (LIS). At NovoPath, we understand that moving to a new LIS can feel daunting, especially when it comes to data integrity, system setup, and staff training. To simplify this process, we’ve developed a robust five-stage implementation framework.
In a recent discussion with Daniel Wilson, Director of Implementation and Customer Success, and Scott Baruch, Senior Account Executive, they shared valuable insights into how NovoPath’s approach guarantees a smooth and effective onboarding experience.
1. Scoping: Laying the Foundation for Success
The first milestone is scoping. This is where we carefully review your Statement of Work (SOW) to understand your needs and prepare for a successful transition. Critical information collected during this phase includes:
The number of users being added to the NovoPath system.
-User roles and permissions.
-Integration setup requirements.
-The number of reports to be created.
This phase ensures that we have everything in place before moving forward, setting clear expectations for the rest of the implementation process.
2. Data Analysis and Admin Training: Ensuring Data Integrity
The second milestone, data analysis and admin training, involves ensuring that your data is accurately mapped and imported into the system. This step is crucial for maintaining the integrity of historical and active data, particularly for labs migrating from another LIS.
For new labs, the process is simplified to focus on importing relevant data such as ECW data, location data, and gross data. Admin training is also an essential part of this milestone, covering critical areas such as:
-Setting up users.
-Configuring locations.
-Modifying codes and adding specialty stains.
By completing these steps, we ensure that your administrative team is ready to manage NovoPath 360 effectively.
3. Workflow Analysis and Configuration: Getting It Just Right
Milestone three is all about workflow analysis and configuration. In this phase, our dedicated project manager works on-site to gather the necessary information to configure your environment properly. This includes examining various data points such as:
Specimen chain of custody.
How specimens are processed through different departments (e.g., accessioning, grossing, staining).
Billing and technical codes.
How results are delivered to end users.
By the end of this phase, we ensure that your NovoPath environment is tailored to your lab’s unique needs, with peripheral devices set up and interfaces connected for smooth operation.
4. Workflow Training: Transitioning to NovoPath 360
Once your system is configured, the next step is workflow training. This phase focuses on helping your team transition from your old LIS to the new NovoPath interface. We provide you with a revised workflow manual and dedicate one to two days for training, depending on the size of your lab. The goal is to ensure that your team is comfortable with the new system and ready to operate efficiently.
5. Testing and Activation: Going Live
The final milestone is testing and activation. This is where we test your environment in a production setting, ensuring that everything is working as expected. Once the tests are successful, we agree on a go-live date, marking the official switch from your old LIS to NovoPath.
At this point, the chain of custody for specimens is tested, and we ensure that everything is fully functional before activating your system.
What Makes a Successful Implementation?
As Daniel Wilson shares, there are several factors that contribute to a successful implementation:
-Early Preparation: Ensuring that integration needs are identified and communicated during the sales process helps set expectations for the implementation phase.
-Data Review: Taking the time to analyze the data you need (and don’t need) from your previous LIS is crucial. This ensures that only the correct data is migrated to NovoPath.
-Peripheral Devices: Ensuring that all peripheral devices are brought over from your old system and properly set up with NovoPath is vital for smooth operation.
What Can Go Wrong?
While we strive for every implementation to be smooth, challenges can arise. Common pitfalls include:
-Vendor Delays: Third-party vendor engagement is critical to ensuring that interfaces are connected on time. Delays can impact the overall timeline.
-Scope Modifications: Changes to the scope of work during implementation can affect the go-live date. It’s crucial to adhere to the initial scope to keep the process on track.
-Client Engagement: Maintaining consistent communication and following up on action items is key to ensuring that implementation stays on schedule.
Post-Go Live: Stabilization and Ongoing Support
After going live, the focus shifts to stabilization—the 30 to 60-day period where NovoPath works closely with you to ensure that your system is performing as expected. During this time, we monitor system performance, address any outstanding issues, and provide additional training as needed.
Once stabilization is complete, you will transition to NovoPath’s Support and Customer Success teams. Our support team handles all technical needs, while your dedicated account manager ensures the overall health of your organization. We constantly monitor key metrics, such as case volume and ticket resolution, to ensure that your lab continues to run smoothly.
Your Success is Our Business at NovoPath
NovoPath’s implementation process is designed to ensure a smooth and successful transition to our LIS. By following our five milestones, your lab can feel confident that every step is taken to ensure data integrity, user training, and a seamless workflow. From the moment you begin the implementation journey to post-go-live support, NovoPath is here to help you every step of the way.
