Bringing new technology to your hospital ward: A clinician's guide to successful implementation

​Healthcare is a fast-paced industry, with overcrowded hospitals, mountains of paperwork, countless procedures, orders to submit, and patients to evaluate every day.

Digital healthcare solutions — including innovative technologies, cloud-based platforms, and advanced software — offer hope to clinicians striving to provide quality patient care amid increasing demands.

Since hospital employees are accustomed to standardized processes and established routines, changes can introduce challenges. This is especially true when the changes involve organizational and structural adjustments, such as implementing new technology.

Many practices remain hesitant to replace established, time-tested processes with newer healthcare solutions. In a Dutch study interviewing 685 nurses recently introduced to new technology in their wards, only half rated the experience positively. The most frequently mentioned barriers included technology-related issues like malfunctions, difficulty of use, lack of relevance for patients, and associated risks.

Yet, many clinicians, nurses, and other healthcare professionals understand that technology is invaluable, especially given today’s demands in the healthcare industry. It’s a matter of making technological changes in a way that helps providers and staff feel comfortable with the transition.

So, where should you start, and what are the essential steps when considering new technology for your ward? We’ve prepared a brief guide to help you get started.

1. Evaluate your current situation

Before seeking new technology, it's essential to assess your current setup. Identify the problems or gaps you're aiming to solve, and clarify your goals and desired outcomes. Determine how you measure performance and impact, and consider the resources and constraints you have. This evaluation helps prioritize your needs and set criteria for selecting the right technology. It is essential to document current practices accurately and consistently.

Proven tip: Involve nurses early on

Successfully implementing new technology requires overcoming people’s natural resistance to change. Staff need to understand why the change is necessary in terms of how it relates to their work, impacts their patients, and ultimately improves outcomes. When this is clearly communicated in a way that earns their buy-in, the transition becomes easier, giving staff greater incentive to make it a success.

“Get nurses involved in the beginning, from the time you start looking for a system,” advised Marlene Sides, RN, MHSA, director of information services at MCGHealth in Augusta, Georgia. “Then they own it. They help pick the system and acclimate better to the product.”

2. Explore your options

With a clear understanding of your needs, begin researching available solutions. Use industry publications, online forums, professional associations, and peer networks to gather information and reviews. Reach out to vendors or experts for demos, trials, or references. As you explore, compare options based on features, benefits, costs, reliability, compatibility, and user feedback to make an informed decision.

3. Engage your stakeholders

Selecting the right technology requires input from key stakeholders, including staff, patients, partners, and regulators. Their insights and feedback are crucial in understanding how different options will impact their work and experience. Clear, ongoing communication about your goals, expectations, and implementation plans is essential.
Involving stakeholders early on helps build buy-in, support, and overall satisfaction with the new technology.

4. Test and assess

Before fully committing to a technology solution, it's essential to test and assess it in a real or simulated environment. Use pilot projects, demos, prototypes, or beta versions to evaluate how well the technology meets your goals and criteria. Gather data and feedback during this phase to uncover any potential issues, risks, or areas for improvement. Thorough testing helps you avoid costly mistakes and ensures a smoother, more successful implementation.

5. Plan and implement

Once you’ve chosen the right technology, it’s time to plan and implement. Create a detailed plan that defines the scope, timeline, budget, and roles involved. Ensure staff and stakeholders are prepared by offering proper training and resources. Monitor the process closely, addressing any issues or concerns as they arise to ensure a smooth transition.

Proven tip: Modify processes

Before introducing new technology, it’s best to first examine the existing routines and processes the technology will integrate with. If adjustments or improvements can be made beforehand, this will greatly help nurses adapt to the new routine and minimize unexpected challenges. This way, processes run smoothly and effectively before any new tech is added.

5. Review and enhance

Regularly review and enhance the technology to ensure it remains effective. Use the metrics you established to measure performance and impact, and gather feedback from staff and stakeholders on their experience. Identify areas for improvement and implement changes to optimize its effectiveness and help you achieve your goals. Continuous evaluation ensures the technology stays relevant, valuable, and aligned with your objectives.

Proven tip: Modify processes

Many successful wards trained super users who did not have patient assignments during, and for about two weeks after, the “go-live” phase to help nurses navigate the system. These super users attended additional training sessions, listened to their peers’ questions, and were ready to assist fellow nurses when the system went live. Wearing special T-shirts to identify their temporary role, they were available full-time to support their colleagues.