5 Best Practices for Applied Epic Workflow Development

September 26, 2024

In today’s fast-paced world, insurance agencies face increasing pressure to deliver consistent, high-quality services while managing a growing number of clients’ demands. The process of standardizing workflows is essential for any successful agency in Applied Epic, as it fosters efficiency, enhances collaboration, and ensures the alignment of all team members in their approach.

By implementing standardized processes, agencies can streamline operations, reduce errors, and create a foundation for reportability, scalable growth, and improved client satisfaction. However, before you can get started, you must fully consider the process of creating successful workflow development. Let’s discuss five best practices for developing your Applied Epic workflows.

1: Understand the Impact of a Workflow Across Departments

First, understand that while no one department operates the same, we are all living in the same database environment. This means that when one department makes a configuration change, it makes that change for all departments.

The team involved with workflow development must understand how activities and events work. Knowing how they function creates an environment where the team can consider its configuration for implementation. It also helps the team consider how they can use the system to assist with event follow up and documentation.

2: Choose Super-Users in Each Department

Department leads should be open to change, embracing new technology, and driving efficiencies for their teams. They should be staff members who are respected by their peers and can be a voice for their team.

These individuals should be well organized and understand that assisting with a workflow development project may cause additional workload. Keep this in mind because you may need to call on additional support for that person’s book or migrate some work away from them during the workflow development project.

All departments must be represented. Too often, agencies focus on one or two primary departments—with good intentions to bring in others down the road. However, this translates to the needs of those initial departments being weighed more heavily while configuration changes are being made. Having representatives from all departments from the beginning ensures a voice for all perspectives.

3: Conduct Tests Before Implementation

Next, you want to evaluate the configuration in your test or sample database before you implement it into production. Although a workflow change may seem harmless, it could have negative consequences on another area of the system that wasn’t evident without testing.

You’ll also want to report on those test sessions. Make sure that your data is being positively impacted and that your reporting needs are still being met. If not, make the necessary adjustments and retest. Only when your test and retest are successful should any final changes be made to production.

4: Keep Updated Workflow Documentation

Also, make sure that your team thoroughly documents workflows and that all staff have access to those documents. The best way to ensure proper staff training, adoption, and adherence is by having a functional workflow manual that serves as a single source for processes.

Kite Technology suggests using your Epic Links in the Actions bar to create a shortcut to workflows. This allows any future changes to be made and easily updated for everyone. It also creates an environment for new users where they don’t need to search for documents in an intranet or local drive environment.

5: Review Workflows Periodically

Finally, schedule periodic workflow reviews to ensure that your workflows are still the most efficient version of themselves as your agency grows and adopts new technology. If not, make the necessary adaptations and provide a brief communication or training session to your staff.

The Importance of Best Practices in Workflow Development

Implementing best practices for Applied Epic workflow development is essential for driving efficiency and achieving consistent results. By clearly defining processes, utilizing collaborative tools, and regularly reviewing and optimizing workflows, organizations can adapt to changing needs and enhance productivity. Engaging team members in the development process fosters a sense of ownership and accountability, leading to smoother operations. Ultimately, a well-structured workflow not only streamlines tasks, but also positions organizations for long-term success and growth.

Kite Technology’s Agency Consultants have experience helping agencies improve their workflows. If you’re looking for a partner for building better, more efficient workflows for your agency, contact the KiteTech team today!