The Ultimate Guide to Just-in-Time Training for Healthcare Leaders

As a healthcare leader, you’re likely aware that today’s complex healthcare landscape demands innovative solutions beyond traditional approaches. One such solution is just-in-time training for healthcare, which has become essential for improving the adoption of Electronic Health Records (EHRs). While many organizations have successfully implemented EHRs, the focus has now shifted to maximizing their effective use by empowering clinicians with real-time, relevant training.

Given clinicians' time constraints and the inherent complexities of EHR systems, conventional classroom training often falls short. The answer? Just-in-Time (JIT) training—a targeted, on-demand learning approach designed to support healthcare teams precisely when they need it most.

What this article covers:

• What Is Just-in-Time Training?
• Why Does Just-in-Time Training Matter in Healthcare?
• AI-powered Microlearning + JIT Training - The Combo You Need
• What to Consider Before Implementing Just-in-Time Training in Healthcare
• Just-in-Time Training With Jeeves
• What More Can Jeeves Do for Healthcare Teams? 

What Is Just-in-Time Training?

Just-in-Time (JIT) training is an adaptive, on-demand learning approach that equips individuals with the knowledge and skills they require at the precise moment they need them. In contrast to most training approaches we have in the present day, which typically provide comprehensive information in advance, JIT training delivers bite-sized, highly relevant content at the moment of need, ensuring users can swiftly and effectively apply what they learn.

In the healthcare context, Just-in-Time training is a targeted learning strategy designed to give clinicians and healthcare staff immediate access to essential information and skills. In the fast-paced healthcare world, where professionals often face complex, time-sensitive decisions, JIT training facilitates quick and efficient learning tailored to specific tasks or challenges. 
An example of Just-in-Time training in healthcare:
When a nurse encounters a new feature in an Electronic Health Record (EHR) system, JIT training allows them to access a concise instructional video or step-by-step guide right when they need it. This not only deepens their understanding but also enhances patient care by enabling staff to perform tasks accurately and confidently.

JIT training frequently employs microlearning techniques, providing content in short, digestible formats such as videos, infographics, or interactive modules. This method enhances retention and promotes continuous learning, allowing clinicians to revisit material as needed without disrupting their workflow.

Why Does Just-in-Time Training Matter in Healthcare?

Understanding the need for Just-in-Time (JIT) training in healthcare requires a closer look at the current landscape of the industry.

Understanding the current healthcare landscape:

In many care delivery organizations today, the primary focus is on onboarding training. While this initial training is essential for preparing clinicians, there’s often a lack of emphasis on ongoing training and continuous professional development. 
When clinicians encounter issues during their workflow, they frequently rely on resources like SharePoint, help desks, or at-the-elbow support. However, these traditional support methods often fall short of addressing the dynamic and evolving needs of clinicians.

Discover in detail why your healthcare team needs Just-in-Time training even after onboarding.

The prevalent issues:

Several prevalent issues underscore the necessity of JIT training in healthcare:

• Memory retention challenges: The Ebbinghaus Forgetting Curve indicates that individuals can forget up to 60% of what they have learned within a few hours if that knowledge is not applied in practice. Relying solely on onboarding is not enough to help your users retain what they’ve learned.
• Lack of role-specific training: Much of the training provided does not cater to the specific roles and responsibilities of different clinicians, resulting in gaps in relevant knowledge.
• Practical application difficulties: Much of today’s training lacks real-world context, making it difficult for clinicians to apply what they’ve learned to their daily tasks.
• Inefficiencies in resource search: Locating answers on platforms like SharePoint can be cumbersome and time-consuming, hindering timely access to critical information.
• Help desk limitations: Help desks can be costly and slow, often delivering inconsistent solutions that may not resolve the immediate issues faced by clinicians.
• Social learning limitations: While learning from colleagues can be beneficial, it doesn’t always guarantee that the correct procedures are being followed or communicated.
• Communication barriers: Effectively conveying relevant updates and changes to the appropriate personnel can be challenging, leading to delays or lapses in what needs to be done.
• Time constraints for training: With busy schedules, clinicians may skip training sessions due to their length and perceived inconvenience, further compounding knowledge gaps. 

How can Just-in-Time training fill these healthcare training gaps?

Just-in-Time (JIT) training emerges as a powerful solution to these healthcare challenges, ensuring that clinicians receive the precise support they need when and where they need it.

1. Reinforcing knowledge after onboarding

Once initial onboarding is complete, clinicians often struggle to recall essential information. Research indicates that a significant portion of learned material is forgotten shortly after training. JIT training addresses this by providing microlearning resources that clinicians can access on demand. These bite-sized modules reinforce knowledge and skills, enabling your healthcare team to quickly revisit and apply what they've learned in real-world situations.

2. Ongoing support tailored to needs

Clinicians frequently express a desire for training that is not only easy to complete but also personalized and relevant to their specific workflows. A recent survey highlighted that 93% of professionals want accessible training, while 91% desire content tailored to their daily tasks. Just-in-Time training delivers on this need by offering targeted, workflow-specific learning opportunities that integrate seamlessly into the clinician's routine.

3. Reducing cognitive overload

Clinicians face an overwhelming volume of information, leading to cognitive overload. JIT training combats this challenge by breaking down complex topics into manageable, digestible formats. By providing quick, on-demand access to relevant content, JIT training enables clinicians to focus on immediate needs without feeling overwhelmed, thus enhancing their ability to absorb and retain information.

4. Contextual learning for practical application

One of the significant shortcomings of traditional training is the lack of contextual relevance. Clinicians often find it difficult to translate training into practice because it does not align with their actual workflows. Just-in-Time training bridges this gap by offering integrated learning resources that are contextually tied to the tasks at hand. When clinicians encounter a new feature in the EHR, for instance, they can access immediate, relevant training materials that facilitate practical application.

5. Adapting to continuous upgrades and workflow changes

The healthcare landscape is constantly evolving, with regular updates to EHR systems and changing workflows. This dynamic environment can make it challenging for clinicians to keep up with new processes. Just-in-Time training provides timely support, delivering relevant information and guidance precisely when needed. This ensures that clinicians can adapt quickly to changes without the burden of extensive, time-consuming training sessions.

6. Enhancing accessibility and convenience

Busy schedules often prevent clinicians from engaging in lengthy training programs. Just-in-Time training excels in providing accessible resources that can be accessed anytime and anywhere. This flexibility allows clinicians to learn at their own pace and on their own schedule, ensuring that training fits seamlessly into their daily routines.

7. Strengthening communication and collaboration

JIT training ensures timely, clear updates through integrated notifications and tailored modules. For example, when an EHR update rolls out, clinicians receive immediate, targeted training on new features, reducing confusion. Tools like Jeeves deliver real-time alerts and updates, minimizing delays and miscommunication.

Discover 13 benefits of Just-in-Time training for healthcare leaders. 

AI-powered Microlearning + JIT Training - The Combo You Need

The most effective way to deliver Just-in-Time (JIT) training is through AI-driven microlearning. Why?

JIT training is designed to provide support exactly when it’s needed, so concise, to-the-point content is crucial. AI enhances this approach by personalizing and delivering real-time, tailored support. This ensures clinicians can quickly find exactly what they’re looking for, without having to navigate complex resources.

Unlike searching through multiple folders or scrolling through lengthy documents in SharePoint, AI-powered JIT training through microlearning delivers focused information in minutes—or even seconds—helping clinicians stay efficient and informed.

Discover more about how microlearning is reshaping EHR training dynamics.

What to Consider Before Implementing Just-in-Time Training in Healthcare

Before implementing Just-in-Time (JIT) training in your healthcare organization, it's crucial to conduct a thorough evaluation to ensure a smooth and effective transition. With the rapid advancements in healthcare technology and the complexities of EHR systems, taking the time to assess specific factors can significantly enhance the success of your training initiative.

It is given that you would need a tool or platform to provide Just-in-Time training to your healthcare team and here are four essential considerations to check before moving forward with a JIT training tool or platform:

1. Training and Support Resource Management

Ensure that the JIT training tool offers resources that are readily accessible at the moment of need. Check for features that offer:

• The ability to embed resources within the platform to provide training and support exactly where needed.
• A variety of resource formats, including short instructional videos, easy-to-read documents, and more.
• Fast loading times (under three seconds) and easy navigation (within three clicks).
• Single sign-on (SSO) capability to eliminate barriers to access.

2. Intelligent Search Capabilities

The search functionality of your JIT training tool should be robust and intuitive. Evaluate whether it includes:

• AI-powered smart search that suggests relevant results based on titles, keywords, and user behavior.
• Recommendations for better results based on previous searches or what similar users have viewed.
• An organized display of search results that prioritizes relevance, popularity, and recency.

3. Effortless Content Creation and Usage

Assess how the training content will be created and utilized within the tool. Key aspects to check include:

• Options for crowdsourcing content creation, allowing super users in your organization to contribute and edit resources.
• A focus on microlearning, with short, bite-sized content that is easy for clinicians to consume and retain.
• Simplified processes for creating tip sheets and adding metadata for improved searchability.
• Features like AI-generated closed captions and automated indexing for enhanced accessibility and usability.

4. Robust Reporting and Analytics

Implementing a JIT training tool is just the first step; ongoing evaluation is critical. Ensure the tool includes:

• Comprehensive reporting capabilities that provide insights into content usage and user engagement.
• Metrics that track month-over-month usage and identify popular search topics and user demographics.
• Ways to analyze the quality of training provided, such as commonly searched topics and instances of no-result searches.

By carefully examining these factors before implementing a Just-in-Time training solution, your healthcare organization can create a more efficient and supportive EHR training environment. This proactive approach will help enhance clinician performance and ultimately improve patient care.

Explore these considerations in detail here.

To fully harness the benefits of Just-in-Time (JIT) training in your healthcare organization, it's essential to dive deeper into the considerations mentioned. Start by assessing potential JIT training tools against our Just-in-Time training tool checklist which outlines the key features to look for, such as user-friendly interfaces, robust search capabilities, and customizable content creation options.

Once you identify a suitable tool, engage stakeholders—including clinicians, IT staff, and training coordinators—to ensure the solution aligns with your organization’s needs and goals. It’s also crucial to implement a pilot program that allows you to test the JIT training system with a small group, gather feedback, and make adjustments before a full rollout.

As you integrate JIT training into your EHR training strategies, continuously evaluate its impact on clinician performance and patient care outcomes. Monitoring usage metrics and gathering user feedback will be vital in refining your approach and ensuring that your training resources remain relevant and effective.

Now, if you do not want to take the trouble of evaluating each and every single tool, we’ve made the task easy for you.
 

Just-in-Time Training With Jeeves

Introducing Jeeves—the AI-powered Just-in-Time training platform designed specifically for healthcare teams. In an era where efficiency is paramount, Jeeves ensures that EHR training is both straightforward and effective.

What sets Jeeves apart is its ability to deliver assistance precisely when and where needed (at the right place, at the right time). Leveraging advanced AI technology, Jeeves provides real-time, tailored support, helping users navigate complex workflows without the burden of lengthy training sessions. With seamless integration into Epic and other EHRs, Jeeves ensures that all support is delivered directly within the EHR workflow, allowing healthcare professionals to focus on what matters most—delivering quality patient care.

Jeeves checks all the boxes for effective EHR training and goes beyond: 

✅ It simplifies learning 

✅ Integrates seamlessly into existing workflows 

✅ Prioritizes user needs

With features like AI-driven learning recommendations, customizable training paths, and just-in-time resources, Jeeves empowers healthcare teams to confidently manage EHR systems. Whether it's initially understanding the EHR, tackling daily workflow issues, or adapting to updates, Jeeves guides users every step of the way.

Moreover, Jeeves streamlines EHR training for training teams as well. It enables the creation and sharing of microlearning videos tailored to specific job roles, converts training content into various formats—such as interactive lessons and tip sheets—without the time and effort, and uses AI narration to reduce post-production editing time. With Jeeves, EHR training truly becomes a breeze. Here's what our users have to say:

“Jeeves made it easy for the Informatics team to fully own their content and publish it for their end users.” 

Michelle F, Manager - Clinical and Business Informatics

“I love how I can record a video with Jeeves and then use that recorded asset to create a piece of reference material directly from steps Jeeves generates from your video.”

Elizabeth R, Senior Instructional Design Analyst

Learn more about Jeeves’ AI-powered Just-in-Time training for Healthcare teams. 

What More Can Jeeves Do for Healthcare Teams?

In addition to simplifying EHR training, Jeeves offers a wealth of benefits for healthcare organizations aiming to innovate and enhance their operations. CIOs who implement Just-in-Time training with Jeeves position themselves as pioneers in reducing staff burnout by streamlining training processes.

Our team can collaborate with you to analyze Epic signal data, helping identify outliers and create targeted training content that addresses specific needs. This proactive approach not only improves individual user proficiency but also significantly enhances overall performance metrics, such as Gold Stars. By leveraging the powerful features offered by Epic alongside tailored training solutions, healthcare teams can maximize system usage and optimize patient care.

With Jeeves, your organization can foster a culture of continuous improvement and innovation, ensuring that your teams are equipped with the right knowledge and skills to thrive in today’s fast-paced healthcare environment.

Embrace the future of training with Jeeves and unlock the full potential of your healthcare technology.