Transitioning from paper to digital data collection in 4 phases.
Organizations are finding many reasons why moving to digital is looking more and more attractive. Looming audits, missing paperwork, time spent converting data, transporting and keeping track of PHI and the list goes on. Motivity is a next generation data collection tool created for organizations who don’t want to compromise the way they do things in order to transition to a digital system. We have spent 5 years developing the infrastructure of our platform so that is flexible enough for you to do most anything in Motivity that your imagination can create on paper.
Transitioning your clinical practice to a digital platform can feel overwhelming but like most projects, if you break it down into steps and assign reliable team members to manage the project, little by little, you will transition your clients, your protocols and templates to digital data collection and never look back.
1. Start with Piloting 1-3 learners
- Identify early adopters in your leadership team. There might be BCBA Supervisors that have shown interest in moving from paper to digital who would want to be the first adopters and pilot the program. It’s also important to identify at least one person to be your Motivity Liaison; someone who becomes your local Motivity expert. This helps so users can talk to someone at your organization for help with using the system and not have to always talk to
- Introduce BCBA Supervisors to Motivity team through online meeting. This allows the BCBAs to demo the product, ask questions and familiarize themselves with the process of moving learners programs and behavioral data onto a digital system.
- Identify learners that are good candidates to move their programs into Motivity. They could be new intake or less complex programs and goals, or a smaller number of programs and goals.
- Send over paper programs and data sheet to Motivity. The Motivity team will review the programs ask questions about how your organization would like to set up rules and templates.
2. Train your staff
The Motivity team will work with BCBA Supervisors to set up learners programs. This will be a series of 3-4, one-hour training sessions.
- Training 1: Motivity will set up templates with team
- Training 2: Motivity will demonstrate how to set up programs with templates and give homework to Supervisors to use templates to set up a few programs.
- Training 3: We’ll review programs set up by Supervisors and provide feedback.Supervisors will set up programs with Motivity online for coaching.
- (if needed) Training 4: We’ll review programs and test them in simulations. More Q & A of program set up. Plan out roll-out of data collection with learner and team.
- Ongoing training and support as needed.
3. Start building your library
Get those ABA programs and protocols sitting on a hard drive or cloud into a library. Getting them in a library so they can easily be assigned to learners is a game-changer. Once you have your protocols in a library, your Supervisors can assign programs to learners and then individualize the goals, targets, and procedures as needed.
4. Add Learners gradually and embed Motivity into business practices
Now that you and your team are digital data collection masters. You will need to create processes to maintain and support the continued use of the system.
- Create Internal Motivity Experts within your own company. These experts will provide training and clinical support to new Supervisors as the transition to the system.
- Ongoing training for Admin: Use the time you have with your Motivity account manager to continuously improve your library and templates.
- New Hire training: Motivity will demonstrate how to set up programs with templates and give homework to Supervisors to use templates to set up a few programs.
- Add new learners as your library grows: Add learners by group or by Supervisor cohort instead of all at once.
