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Implementation Management
Investing in the AI application is the beginning of a long-term relationship between you and the AIS team. Consultation, training, hardware recommendations, and client support are all parts of the continuing relationship we want to build with you and your staff. We can help your practice run smoother, faster and smarter. We also hope you will provide us with input to improve the Software and Services to meet your needs.
We are deeply committed to providing you with a high quality of products and services. We are committed to learning about your practice through a long term relational basis. To start this process, we provide you with a personal Implementation Manager who will guide you through the installation and implementation of AI into your practice. Your Implementation Manager will assist you with your unique needs and adapting AI to your practice.
Implementation Planning
The Implementation Plan typically starts with a meeting to go over your goals and timelines so we work as a team to implement AI smoothly and efficiently at your practice. We will provide you with a project checklist that identifies key things that need to be completed to get AI customized for you.
During this process, there are several tasks that we will need to work
together on. As with any integrated and customized software, the
installation of Animal Intelligence (AI) is a bit more complex than just
loading software. You will need to make sure that your hardware and
network are up and functional. We will be entering your initial data
such as your inventory, referring veterinarians, referring hospitals,
zip codes and customizing your macros (record templates) referencing
your current record process. With that, various consultations and
conversations need to occur to fully customize your medical records
macros for your use. We will also work with you to convert whatever data
possible from your existing system into AI.
Your Implementation Manager will oversee all these steps and keep track
of the “who, what, when, where, and how” of your installation. Your
Implementation Manager will work with your staff, your doctors, your
vendors and anyone else involved in the installation process to ensure
the smoothest transition possible.
Your Implementation Manager has experience in assisting many clinics to use AI effectively in the following areas:
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Inventory Control and Management
Software deployment
AI support and technical issues
AI Operations
Billing and Account Management
Staff training
Macro (Records) design and development
Change Management
Report development to capitalize on practice marketing
Paperless practice management
Your Implementation Manager will be your central and primary point of contact during the entire implementation process. No other software in the industry provides the personalized service and attention that we provide at AIS, Inc. Once the implementation process is complete, you will smoothly transition to an on-going and supportive relationship with our Client Support staff.
Partner Organizations:
We also have partner organizations, such as Panther (TM&C) Training, Mediation & Consulting, Inc. and Extended Systems (now a part of iANYWHERE) who work with us to better meet our clients’ needs. Panther (TM&C), Inc., experts in Practice Management, can assist you in areas of practice management both in using AI to more effectively manage your practice as well as addressing issues outside of AI (such as HR issues, marketing, etc.). Extended Systems provide our database management application as well as technical and development support for that application.
Typical Implementation Timeline
The following is a general timeline describing the process of integrating the Software into your practice. Your assigned Implementation Manager will stay in close contact with you during this process to ensure your satisfaction with the AI product, and our training and services.
Stage 1 Implementation Planning (1-2 weeks)
We will send you the InstallPack portion of AI. This consists of a
workbook that helps you gather referring veterinarian, hospital
and inventory data for pre-entry by AIS. In some cases, we are able to
convert data from existing software applications for input into AI. We
will work with you to get that data and get it into AI in the easiest
manner possible.
Your assigned Implementation Manager will call to discuss your
objectives and expectations and begin your implementation process. Your
Implementation Manager will also go over any issues regarding converting
from other software applications.
If needed, your Implementation Manager will work with you to
review any vendor hardware and network proposals, and make
recommendations for your individual practice based on our experience
with AI on various systems.
You will complete and return the InstallPack portion of the
Software to AIS for data-entry.
We will begin mapping out your Macro Pack/Medical Record needs
and begin customizing your selected Macro (Medical Records) Pack for
you.
Stage 2 Hardware/Software Installation and Testing
If applicable, your network vendor will order, install, and test all
hardware and software. This stage may occur
concurrently with other Stages.
Stage 3 Macro Pack Customization (3 to 4 weeks)
Our AIS Macro Specialist will begin working with you or your designated
staff member to develop your customized macros. Your AIS Macro
Specialist will work on getting your selected Macro Pack medical records
templates customized to your inventory, picklists, users, and practice
flow. In order to accomplish this, we will need to have your inventory,
and samples of all your current medical records and forms.
Our Macro Specialist will also work to customize your forms, referral
letters, and reports for your practice with your inventory and relative
to your practice flow.
Stage 4 On-Site Training (2-1/2 days generally)
After your network is confirmed to be reasonably functional, and your
AIS Macro Specialist has developed and customized your selected macro
pack , we will schedule your on-site training.
One of our trainers will visit your facility to train you and your staff
on the daily operation of AI as well as training on your selected
macros, reports and administrative concepts.
Most clients allow one week in order to practice using AI before “going
live.”
Stage 5 Go Live (1 day to 1 week)
Your Implementation Manager will follow up with you and your on-site
trainer to try and ensure that everyone is comfortable and confident
with AI.
Our Client Services representatives will now become your main contacts
and assist you with your needs regarding the software and any needed
supplies.
Click here to download information sheet
