Planning a healthcare software implementation

Start with a defined operational need

Before choosing modules, write down the facility workflows that need to improve: registration, appointments, laboratory orders, pharmacy stock or billing. Record who performs each task, what information they need and where the current process breaks down. This makes a demonstration easier to evaluate against actual work.

Agree the scope and responsibilities

List the facilities, users, languages, devices, connectivity constraints and systems involved. Assign an owner for data preparation, training, access decisions and acceptance. Include hosting, backups, support and data export requirements in the written project scope. A product catalogue is an introduction, not a substitute for this agreement.

Use observable acceptance criteria

Choose representative workflows and define what successful completion looks like. Use synthetic records during evaluation rather than sending patient records through a public enquiry form. Record unresolved issues and their owner before deciding whether to proceed to live use.

Plan the transition

Agree how staff will be trained, when access is granted, how existing records will be handled and what happens if a critical task cannot be completed. Review the plan with operational and clinical leaders. Evaluate progress against the agreed requirements rather than relying on broad efficiency promises.

Further reading

The WHO Digital Implementation Investment Guide provides a structured approach to planning digital health investments around needs, resources and readiness. It does not certify an OPES product.

WHO: Digital Implementation Investment Guide